Private HR interview notes and one-on-one records

Hiring interviews and employee one-on-ones should not automatically land in the same team archive. A candidate’s work example may belong in a hiring decision; a personal issue raised in a one-on-one may not. Decide the audience and purpose before creating the record.

Choose a record for each conversation

• Hiring interview: keep evidence related to the role and the agreed evaluation criteria. Separate the candidate’s words from the interviewer’s assessment.
• One-on-one: record agreed actions, support needed and follow-up dates. Avoid sharing personal background simply because it appeared in the conversation.
• Complaint or investigation: follow the organization’s approved process and access rules. An ad hoc personal recording is not a replacement for that process.

Explain the process without making agreement meaningless

Tell the person whether you intend to record, who will see the transcript, which services process it and what alternative is available. Have the organization establish the lawful basis and applicable notice requirements; do not assume a checkbox solves the power imbalance in employment.

UK ICO guidance on monitoring workers emphasizes necessity, proportionality and transparency. It is a useful reference for UK employers, not a universal legal rule for every country. ICO: monitoring workers.

Use local notes with an explicit sharing step

Daisy transcribes on the Mac and stores the archive in your chosen folder. A recruiter can review a conversation privately, then put a concise, checked assessment in the approved ATS. A manager can share agreed actions in the team’s task system without attaching the employee’s full transcript.

This is a workflow you organize, not automatic ATS synchronization in Daisy. Keep cloud summaries and external destinations off if the content must remain on the device. Check whether the archive folder or backups are synchronized by another service. Daisy privacy.

Write a handoff someone can verify

• Include the role or meeting reference, date and purpose.
• For each assessment, give the relevant example and distinguish an observed fact from an inference.
• For follow-up, specify an owner, due date and open question. Ask the participants to confirm commitments that are unclear.
• Remove unrelated personal information before sharing. Do not infer health, personality or suitability from automated tone or emotion labels.

Plan access changes and retention

Decide what happens when a recruiter changes teams, a manager leaves or a candidate withdraws. A local file does not provide centralized revocation across copied folders. Establish appropriate retention and preservation rules with HR and privacy owners, and account for exports and backups as well as the original.