Transcription for HR

First: may you record this?

A recording of a conversation with a candidate or employee contains personal data. Under the GDPR you need a legal basis for it, and the other person must know what you do with the recording. At the same time, an employment relationship, and certainly an application process, involves an unequal balance: people do not easily say no. Consent is only valid if saying no is genuinely possible, without consequences. When in doubt, consult your data protection officer or privacy lawyer.

A way of working you can explain well:

• Say it in advance. State in the invitation that you would like to record the conversation, why (an accurate record) and how long the recording will exist.
• Ask explicitly for consent. Ask again at the start so it is on the recording. If someone says no, you simply take notes.
• Keep it short. Set Murmel to delete recordings and transcripts automatically after 7 days. The report you make from it you keep according to your own policy.
• Use the transcript only for the report. Not for any purpose other than the one you stated in advance.

Per type of conversation

Job interviews

With a transcript you can compare candidates more fairly afterwards: you reread what someone actually answered to the same question, instead of what you remember after five interviews in one day. An interview via Teams or Google Meet can be captured by the note taker, which is visible in the call. An in-person interview you record with the Record tab in the browser.

Exit interviews

Exit interviews are most valuable when you see patterns: three leavers in a year who bring up the same workload. Transcribe the interviews and put the findings in an anonymised overview, and the recording itself can then go. Put the exit interviews in a separate project in the Recordings tab, so they do not sit among other work.

Performance reviews

Both parties sign the report of a performance review. If it is based on what was actually said, you avoid arguments about wording. Murmel does not write the report for you; the transcript is your source, you write the report yourself, for example with a fixed report format.

Confidential counsellor

With a report to a confidential counsellor, restraint is the rule. Only record if the person reporting wants it, for example to be sure their account is captured precisely. Then choose the shortest retention period, 1 day, and write up the report immediately.

Where the recording stays

With Murmel, audio and transcripts are processed and stored in the Netherlands, with Dutch providers under data processing agreements. Recordings are not used to train the model unless you opt in. That makes it easier to explain in your privacy notice or the invitation to a candidate what happens to the recording. Organisations can get a data processing agreement with Murmel via contact.

What it costs

A 45-minute conversation costs about €1.09 incl. VAT with prepaid credits. If your team holds several conversations every week, Basic (€10.89 per month incl. VAT for 12 hours) or a team account with shared minutes is handier. See pricing.

Frequently asked questions