Getting Consent with Beam

Asking permission: Using Beam Products with Confidence

Building trust is the foundation of any great support relationship. When introducing Beam Notes, Interpret or Talk into your work sessions, clear and transparent communication ensures your clients feel heard, respected, and secure.

Use this guide to help you navigate these conversations naturally and handle common questions with ease.

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Making the Ask

The goal is to explain the "why" behind the recording. When a client understands that the technology is there to benefit them, they are much more likely to feel comfortable.

Choose a phrasing that fits your personal style:

• The "Focus on You" Approach

  "Do you mind if I record our conversation today? It lets me put my pen down and really focus on what you’re saying, rather than worrying about typing everything out."

• The "Efficiency" Approach

  "Is it okay if I use Beam Notes to record our session? It acts like a digital minute-taker, which helps me get your notes onto the system faster so we can get your support moving without delays."

• The "Accuracy" Approach

  "Would it be okay if I record this? It helps me make sure my notes are 100% accurate to your story, and it means I don't have to look at my screen while we talk."

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Common Questions & Reassuring Answers

How long is the recording kept? Recordings are kept for a timeframe set by your organisation before being permanently deleted.

Your organisation sets the specific "retention period." If you aren't sure of the exact timeframe, check with your Project Manager or contact us at [e-mail].

Who has access to the recording? Access is strictly limited to authorised staff. In almost every case, only the person taking the notes will ever interact with the audio.

What is the purpose of the recording? We use it for one reason only: Accuracy. It ensures that your notes are a true reflection of the conversation and that no important details are missed.

Is my data secure? Yes. Beam products have undergone rigorous data protection clearances and impact assessments to ensure it meets the highest security and compliance standards.

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What if they say "No" or change their mind?

Consent is a choice, not a requirement. Empowering your client to say no actually strengthens your professional relationship.

• If they say no: That is completely fine! Simply let them know you will take notes the traditional way. Remind them that your priority is their comfort, even if it means you'll be typing or writing a bit more during the session.

• If they change their mind during the session: You can cancel instantly while you are still speaking, meaning it will completely delete the recording.

• If they change their mind later: No problem at all. We can manually delete the recording from the system at any time upon request.

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Quick Checklist for Success

• Ask Early: Always get verbal consent before you hit the record button.

• Be Transparent: Explain that the tool is there to help you be a better listener.

• Respect the Choice: A "no" is never a barrier to receiving assistance.

If you need any further help, please don't hesitate to get touch with Beam support via live chat or [e-mail].