Legal Matters - When Can You Legally Record Conversations?

“Big Brother is watching you.” (George Orwell)

Your smartphone lets you record just about anything, anywhere, and at any time. Your laptop and other devices can automatically record online meetings. Technology enabling voice and/or video recording is all-pervasive, providing us all with a powerful tool for keeping accurate records, resolving disputes and gathering evidence. 

But it’s crucial to understand when it’s legal to start recording – and when it’s not… Whether you’re talking face-to-face, over the phone, or via digital platforms like WhatsApp, Zoom, Slack, or Teams.

The law: What’s allowed & what’s not

The legal framework for recording conversations in South Africa is primarily governed by the Regulation of Interception of Communications and Provision of Communication-Related Information Act (RICA). The Act is aimed not only at regulating “Big Brother” type government surveillance of its citizens, but also at protecting us from each other when it comes to our rights to privacy generally. 

Also relevant is the Protection of Personal Information Act (POPIA) which regulates the processing of personal information. Its impact on recording conversations relates primarily to how the recorded information is handled, stored, and shared.

Here are some key points to consider:

• Recording conversations you aren’t party to: Recording conversations between other people, to which you are not a party, is generally illegal unless explicit consent is obtained from all parties. That’s because RICA has a general prohibition against “intercepting communications” without the knowledge and consent of those involved. There are only very limited situations where such recordings may be legal, such as under a court order or for establishing a person’s location in an emergency rescue situation. 
• Recording your own conversations: If, however you are directly involved in the conversation, you are legally allowed to record it without consent. RICA permits individuals to record communications to which they are a party, either as a direct participant or in their “immediate presence” and within audible range. There is no legal obligation on you to inform or obtain consent from the other participants before recording, but, as we discuss below, there are often good practical reasons for doing so anyway. Note that specific rules apply to recordings “in connection with carrying on of business”. To comply with POPIA ensure that you have a clear, lawful purpose for your recording, and that you use it only for that purpose.
• Recording public conversations: In public spaces, where there is generally no expectation of privacy, recording conversations without consent is unlikely to land you in serious trouble but be careful what you use your recordings for. For example, a person’s image, voice, preferences or opinions is “personal information” subject to POPIA’s restrictions on its use and storage. Moreover, always consider the context before recording as there may be situations where privacy is reasonably expected. 

What about workplace communications?

As an employer, you may need to record calls and workplaces for security, compliance, or training purposes, but tread carefully here as clear and transparent communication is essential to maintain trust and to avoid dispute.

You should typically inform your employees if their communications or workplace activities are being or could be recorded. This can be done through employment contracts, policies, or direct notification. As always with our employment laws there is no room for error, so specific advice is essential!

Practical tips for recording conversations legally

If you plan to record a conversation, consider these practical guidelines to ensure you stay within legal boundaries:

• Informing others: Even when it might not be legally necessary, informing the other parties involved that you are recording can help prevent misunderstandings and build trust. Many platforms like Teams and Zoom will by default advise all meeting participants upfront that they are being recorded. But there’s no harm in mentioning it specifically when you open the meeting, with an offer to share the recording with participants on request. Particularly if you think your recording might be important in a legal dispute down the line (to prove the terms of an online contract for example), advising participants upfront of your intention to record can boost its value as evidence and make it difficult for an opponent to challenge it in court.If your conversation is an international one, bear in mind that some jurisdictions have more stringent rules than others on the necessity for consent. If in doubt, take no chances: The safest course of action will always be to ask for consent.
• Secure storage: Store recordings securely, especially if they contain sensitive information. POPIA requires that personal information be secure from unauthorised access or breaches, and that it be kept only as long as necessary for the purpose for which it was recorded. 
• Responsible use: Be mindful of how you use the recordings. Sharing or publishing recorded conversations without consent can have serious legal consequences.

There are plenty of grey areas here, so please call us if you’re in any doubt.

Provided by Anthony Whatmore & Company

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Disclaimer

The information provided herein should not be used or relied on as professional advice. No liability can be accepted for any errors or omissions nor for any loss or damage arising from reliance upon any information herein. Always contact us for professional, detailed and appropriate advice.