Video Recording and Retention

1. Purpose

This policy provides guidelines for retaining and deleting video recordings of internal meetings. It aims to balance transparency, legal obligations, and privacy concerns in our horizontal organization. Recordings enable asynchronous access for those unable to attend live.

2. Scope

This policy covers any employees recording meetings on company-approved platforms. It applies to all staff members as well as external contractors and advisors.

3. Retention Period

General Business: Recordings may be stored for a maximum of 1 year post-meeting, after which they must be permanently deleted. Exceptions may be made if recordings become relevant to legal or audit needs.

Recruitment: Recordings related to hiring (interviews, references, hiring meetings) are deleted earlier of the new employee’s start date or 1 year post-meeting.

Product demos, tool / process how-tos: These recordings are retained indefinitely and should be culled as the information contained become outdated.

4. Access

All video recordings will be accessible to employees through our video platform. Individual videos or subsets of videos may be shared with consultants and advisors with active contracts that include confidentiality provisions and whose work directly relate to the recorded content. All other external sharing is prohibited without consent from all recorded parties.

Meeting participants must inform all attendees of intent to record prior to recording. Individuals uncomfortable being recorded can turn off cameras/mics or recuse from the meeting. If you do not turn off your camera, you will be understood to have consented to being recorded during the meeting.

Participants can revoke their consent to the recording of their voice/image at any time, including after the meeting has been recording. In the circumstance that a participant revokes their consent after a meeting has been recorded, the recording will be edited to remove the participant.

6. Editing Capabilities

Any staff member present in a recording can edit out segments in our video platform. This allows removing sensitive information or parts where individuals rescind consent.

7. Secure Handling

Recordings will be encrypted end-to-end with access controls allowing auditing of when a recording was accessed and/or modified.

8. Collective Responsibility

All employees are trusted with ensuring compliance to this policy. Violations can be raised to the broader team for discussion and conflict resolution.

9. Privacy Concerns

Questions or issues related to privacy can be voluntarily raised via Slack, at the monthly horizontal practices meeting, or the monthly all-hands meeting. The team will collectively decide on appropriate compromises.

The following form is distributed during employee onboarding and attached to consultant MSA.

Cadence OneFive (the “Company”) records certain internal video conferences and meetings to facilitate transparency and enable asynchronous access for employees unable to attend live sessions.

By signing below, I understand and agree to each of the following:

Meetings I attend may be recorded and made available across the Company through internal platforms.
My voice/image and personal information (name, image, email address, etc.) will be captured in these recordings.
These recordings will be retained internally in accordance with the Company’s video recording and retention policy.
My actions, statements, etc. as recorded may be visible to and viewed by others at the Company.
Fellow meeting participants may edit recordings before publicizing them internally, removing segments as they deem appropriate.
I may not distribute externally or otherwise share any video recordings absent the explicit prior consent of the Company and the other attendees at the meeting..

I understand and acknowledge that my agreement to each of the foregoing is a condition of my employment or service contract with the Company.

I understand that I have the right to temporarily or permanently recuse myself from being recorded in meetings by turning off my camera and/or microphone. I understand that I can also request, in advance, that certain meetings not be recorded i.

I further understand that any recording containing my voice, image or personal information may not be distributed externally or otherwise shared without my explicit prior approval.

If at any time I have questions or concerns about my consent, rights, or preferences regarding video recordings, I understand that I may discuss such questions or concerns with the Company’s HR representative.

Employee / Contractor Signature:_____________________

Name:________________________

Date:_________________________________