2. Legal, Privacy & AI Compliance
This section is critical. AI voice deployment in staffing is governed by overlapping federal, state, and municipal law. Misconfiguration creates real liability.
Why this matters: Staffing offices handle employment-related inquiries, which triggers additional regulation beyond standard call-handling laws — including automated employment decision tools (NYC AEDT / Local Law 144), AI disclosure obligations (CA SB 1001, UT AI Policy Act, CO AI Act), biometric data rules (IL BIPA), and employment-specific AI limits (IL HB 3773). We configure your deployment around the laws of your state.
Call Recording Consent Framework
One-Party Consent State
Under federal law (18 U.S.C. § 2511) and your state statute, one party to the conversation (the caller or your AI) may consent to recording. We still strongly recommend notifying callers — it is the industry standard and protects against interstate-call liability when a caller is in a two-party state.
⚠ All-Party (Two-Party) Consent State
Your state requires all parties to a recorded conversation to consent. Zara will be configured to deliver an explicit recording disclosure at the start of every call and will honor caller opt-out. This is non-negotiable for compliance.
Applies to: CA, CT, DE, FL, IL, MD, MA, MI, MT, NV, NH, OR, PA, WA.
AI Disclosure & Persona
Required in CA, UT, CO (2026), and strongly recommended elsewhere: Callers must be clearly informed they are speaking with AI. We script this into the greeting.
Employment & Data Handling
Data Retention Preference *
Select…
30 days (most privacy-forward)
90 days
180 days
1 year
Indefinite (until manually purged)
Jurisdictional Configuration Limits
How state law changes what we can deploy
All-party consent states (CA, CT, DE, FL, IL, MD, MA, MI, MT, NV, NH, OR, PA, WA): Recording disclosure is mandatory at greeting. If a caller explicitly declines, Zara will capture intake via live transcription only — no audio retained.California (SB 1001), Utah (AI Policy Act), Colorado (AI Act — Feb 2026): AI self-identification is required upfront. The "on request only" disclosure option is non-compliant in these states and will not be configured regardless of preference selected above.Illinois (BIPA): Voice biometric processing (voiceprints, speaker ID) triggers written-consent and retention-schedule requirements. After Hours FOC is configured for speech-to-text only — no biometric processing — to stay outside BIPA's scope.Illinois HB 3773 & NYC AEDT / Local Law 144: If AI is used to screen, rank, or make employment decisions about applicants, bias-audit and applicant-notice obligations attach. After Hours FOC is intake-only by default — it captures information but does not score, rank, or decide.Washington My Health My Data Act: If intake may collect health information (e.g., medical staffing verticals), a separate consent flow is required. Flag this in the notes at Step 8.Cross-border calls: When a caller is physically located in a stricter state than your office, the stricter law generally controls. Default configuration assumes the highest applicable standard.
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6. After-Hours Escalation & Staff Context
After Hours FOC operates independently of your live phone system — we do not maintain continuous access to your phone lines or transfer calls in real time. Tell us how your office handles after-hours escalations today so we can match that pattern for any urgent calls the AI captures.
How escalation works with After Hours FOC: When the AI identifies an urgent caller (safety incident, workers-comp, no-show crisis, irate employer, etc.), it captures full intake and immediately notifies the contact(s) you designate below — via SMS, email, or automated voice alert. It does not attempt a warm transfer. This keeps the system simple, avoids dropped-call liability, and respects your staff's off-hours boundaries.
Current After-Hours Escalation Process
How is after-hours escalation managed at your office today? *
e.g., on-call manager cell, voicemail-to-email, third-party answering service, nothing formal
What counts as "urgent" at your office? *
Calibrates when the AI triggers an immediate alert vs. simply logs the call for morning review
Current pain points with after-hours call handling
Optional — helps us articulate the improvement
Staff Roster (for context)
Core staff the AI should know by name *
Lets Zara reference real people when taking messages ("I'll make sure Jane sees this first thing tomorrow"). Format: Name — Role. One per line.
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7. Call Data & Notifications
How your team accesses captured calls and gets notified of activity.
Why a dedicated Google Sheet: Every call the AI handles is appended in real time to a Google Sheet provisioned for your office — the same proven infrastructure running in our flagship deployment. This is deliberately chosen over ATS/CRM integration: it's reliable (no third-party API that can break overnight), portable (export or pivot anytime), shareable (any teammate with a Google login can view — no ATS seat required), and auditable (full row-level history with timestamps). Direct integration with the Express Employment proprietary ATS is not available due to franchisor system constraints, and we would not recommend it even if it were — the sheet approach is more reliable and gives you full control of your data.
Google Sheet Access
Emails that should have EDIT access to the call-log Google Sheet *
One per line. These teammates see every captured call in real time and can annotate rows (e.g., "followed up 8:15 AM").
Additional VIEW-only access (optional)
Franchisee/owner or other stakeholders who want visibility without edit rights
Routine Call Notifications
Note: Urgent-call alerts are handled separately via the routing you set in Step 6. The setting below governs non-urgent, routine after-hours calls.
Notification recipients
One email per line. Leave blank to default to the sheet editors above.
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