Compliance kit for organization admins

Version 0.1, 2026-10-11. What an organization admin sets up before its reps record: the consent table, the homeowner card, and notices to reps. These are starting points we provide with the service, not legal advice; each organization confirms them with its own counsel for the states where it works.

1. Check consent for your states

The Get started checklist links here. Before the first sit:

1. Open Settings, then the consent table, and check every state where your reps sell.
2. Leave the line required everywhere unless your counsel confirms a state needs only one party’s consent for in-person conversations.
3. Choose the line your reps say (the defaults are in section 3).
4. Print or share the homeowner card (section 4), in English and Spanish if your reps visit Spanish-speaking households.
5. Give your reps the notices in sections 5 and 6 where your states require them, and keep their acknowledgments.
6. Decide your retention periods and whether to turn on product improvement (off by default).

2. The default consent table

Every state starts with the line required: the brief shows the line and Start waits until the rep confirms “I said it”. An organization can relax a state to “recommended” only where our research confirmed the state needs one party’s consent for in-person conversations. Today that is Kansas. California is confirmed all-party and can never be relaxed. The other states are not confirmed yet and stay required; counsel confirms each before launch.

The state comes from the appointment’s address, or the rep’s home state when the appointment has none. Other laws to note by state: biometric laws in Illinois, Texas, Washington and Colorado (the voiceprint policy covers them); electronic monitoring notices in New York, Connecticut and Delaware (section 5); AI in employment rules in Illinois, Colorado and California (section 6).

3. The lines your reps say

The app shows the right line for the kind of visit and keeps its version on the sit:

• Standard sit: “I record my appointments so I can give you an accurate quote. Is that all right with both of you?”
• Ride-along sit, when a manager may listen live: “I record my appointments so I can give you an accurate quote, and a manager may listen live to help. Is that all right with both of you?”
• Canvass, at each door: “I record my conversations at the door for training. Is that all right?” The segment is held and not processed until the rep confirms the line was said.

Spanish lines, for counsel to approve:

• “Grabo mis citas para poder darles una cotización exacta. ¿Les parece bien a los dos?”
• “Grabo mis citas para poder darles una cotización exacta, y es posible que un gerente escuche en vivo para ayudarme. ¿Les parece bien a los dos?”
• “Grabo mis conversaciones en la puerta para capacitarme. ¿Le parece bien?”

4. The homeowner card

The full card is the recording notice (truesit.ai/legal/recording-notice, and in Spanish truesit.ai/legal/recording-notice-es). The rep shows it on the phone before starting. For a printed card or a leave-behind, use this short version with the QR code to the full page:

This visit may be recorded

Your sales representative records visits with the TrueSit app so their company can help them improve and keep an accurate record of what was offered. You can say no or ask them to stop at any time, and the visit goes on the same way. Your voice is never enrolled or used to recognize you. To ask for a copy or deletion, tell the rep, contact [Company], or write to privacy@truesit.ai with the date and address of the visit. Full notice: truesit.ai/legal/recording-notice

Esta visita puede grabarse

Su representante de ventas graba las visitas con la aplicación TrueSit para que su empresa lo ayude a mejorar y tenga un registro exacto de lo que se ofreció. Puede decir que no o pedirle que deje de grabar en cualquier momento, y la visita sigue igual. Nunca se crea una huella de voz suya ni se usa su voz para reconocerlo. Para pedir una copia o que se borre, dígaselo al representante, comuníquese con [Company] o escriba a privacy@truesit.ai con la fecha y la dirección de la visita. Aviso completo: truesit.ai/legal/recording-notice-es

5. Template: notice of electronic monitoring to reps

Adapt with your counsel. Some states require this notice in writing, an acknowledgment, and a posted copy.

Notice of recording and electronic monitoring

[Company] uses TrueSit, an app on your work phone or your own phone, to record the sales appointments and canvass conversations you choose to record.

• What is recorded. Audio from when you start a recording until you stop it or it stops itself; photos you add; your location at the start and end of a sit, only if you turn location on.
• What is produced. A transcript, a score against our sales process, the reason a sale did or did not close, and suggestions to help you improve, all made with AI and linked to the moments in the recording.
• Who sees it. You see your own sits. Managers and admins at [Company] see the sits of the reps they manage. In Ride-along sits a manager may follow the visit live. TrueSit’s support staff see sit data only when needed to fix a problem, and every access is logged.
• What is private to you. Your private notes, your Mentor memory and your voiceprint. Nobody at [Company] can read them.
• Your voiceprint is optional. You may decline it without any consequence.
• Retention. Audio is kept [12] months and transcripts and scores [24] months.
• Questions. [Name, contact].

I acknowledge that I received this notice. Name, signature, date.

6. Template: notice of AI use in employment decisions

Adapt with your counsel. Some states require notice before AI is used in decisions about hiring, promotion, discipline, pay or termination, and some require an explanation or a human review.

How [Company] uses AI in reviewing sales visits

• What the AI does. TrueSit analyzes recordings of your sales visits. It finds the stages of our sales process you covered, suggests a score using fixed rules, and identifies the likely reason a sale did or did not close, with the transcript moments behind each finding.
• What it does not do. It does not make decisions about your job. A person at [Company] reviews the evidence before any decision.
• How results are used. For mentoring and to understand team results. [Describe any use in performance reviews, pay or discipline.] AI output is never the only basis for a decision about your job.
• Your options. You may ask [contact] for an explanation of a finding and for a human review of any decision that relied on it. You can also add your own score and reason on every sit before the AI’s result is shown.
• Fairness. We review results across reps for unfair patterns at least [once a year].
• Contact. [Name, contact].

7. Keep up to date

When you add a state, a team or a new kind of visit, return to section 1. When TrueSit changes a default in this kit, we tell org admins by email.