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Frequently asked questions
Notuly for insurance advisers
Capture the insurance advice conversation.
Cover, exclusions, the client's choice: the conversation is where your advice happens. Notuly captures it and automatically writes the meeting report for the client file. The audio is deleted within a minute of processing.
Available on macOS, Windows, iOS and Android.
Used by people at these organisations.
The file
The file behind every policy.
Wherever you advise, insurance advice comes with a file: what the client wanted to cover, what you advised and why, and which risks and exclusions you explained.
Short answer
An insurance advice conversation ends in a file: the client's demands and needs, your recommendation with its reasoning, and the risks and exclusions you explained. When a claim is refused years later, that record shows what was said about cover. Recording the conversation is generally allowed if you are open about it; the GDPR then sets the conditions.
- The source of the file
- The conversation: demands, needs, options and the choice made
- In a dispute
- The written record from the day is how you show what was explained
- Recording a client conversation
- Generally allowed if you are open about it; the GDPR sets the conditions
- Health details
- Special category data (GDPR Article 9): extra care, no archive
- With a tool
- EU processing, a data processing agreement (GDPR Article 28), no training on client data
Tuesday morning, a client with a growing business. New premises, staff for the first time, a liability question they don't quite know how to ask. You listen, translate it into cover, and explain where the boundaries lie. Come Friday, can you still say exactly what you told them about the exclusions?
The discipline of the profession is the same everywhere: you establish what the client wants to cover, you match your advice to it, and you keep a record that shows both. Not word for word, but clear enough that someone else, or you in three years, can reconstruct why this policy fits this client.
General information, not legal advice: which rules apply to your practice depends on your country and your regulator.
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In practice
Three conversations that carry the file.
An insurance relationship is not one conversation but a chain of them, over years. Each one contains agreements someone will refer back to.
The advice conversation
You map what the client wants to cover, walk through the options and explain what is and is not insured. Precisely the exchange a refused claim turns on later, and precisely what goes unwritten while you are explaining.
The exclusions you explained, on paper the same day.
The review or renewal
Circumstances change: a new home, a business that has grown, a risk that no longer fits the policy. The review conversation updates the picture, and the report keeps the file current instead of frozen at the first advice.
The file grows with the client, conversation by conversation.
The claims conversation
When a claim comes, emotions run higher and precision matters more. A report of what was discussed and agreed, who does what by when, keeps client, adviser and insurer working from the same picture.
One version of the conversation, for everyone involved.
What comes out of it
What the file needs from the conversation.
The policy documents take care of themselves. The part that is born in the conversation is the part that disappears when you don't capture it.
- Demands and needsWhat the client wants to cover, and what they consciously leave uninsured.
- The options discussedWhich covers and variants were on the table, and why some fell away.
- The reasoning behind the recommendationWhy this policy fits this client, in this situation.
- Risks and exclusions, explainedWhat you said about the boundaries of the cover, and how the client responded.
- Departing from the adviceIf the client chooses differently: their reasons, and the consequences you explained.
- The follow-ups agreedThe review moment, the documents to come, who does what by when.
Every item above normally lives in your head until the write-up at the end of the day. And precisely these items decide, years later, whether the file answers the question or you do, from memory.
The GDPR route
Can you record the advice conversation?
Generally yes, provided you are open about it: you tell the client beforehand what you record and why, and you note that you did. A recording is personal data under the GDPR, so your firm also needs a lawful basis for the processing. If the client would rather not, you fall back on written notes, and the conversation simply goes ahead.
Protection and life conversations deserve one extra thought: health details are special category data under the GDPR (Article 9), and processing them needs one of the specific grounds in Article 9(2) on top of your usual basis. That is not a reason to avoid capturing the conversation; it is a reason to be picky about the chain. With Notuly nothing is archived: the audio is deleted within a minute of processing, and what remains is the report, in the inboxes you choose.
Read can you record a meeting? for the rules per country, from the UK to the US and Germany; your own regulator's rules come on top.
The core
When a claim is refused, your report does the talking.
Insurance disputes have a fixed shape: a claim is refused, and the question becomes what the adviser said about cover and exclusions, years earlier. The client remembers reassurance; you remember the warning. Memory is on nobody's side.
Without notes, it is the client's account against yours. With a report from the day itself, the explanation you gave exists on paper: the cover, the boundaries, the client's choice.
That is why the report is not admin. It is the difference between showing what you said and hoping you're believed.
We don't store your conversations.
The audio is deleted within a minute of processing. Once your report has been sent, we no longer hold your data. What we don't keep can't leak.
Our own servers in AmsterdamAn ISO 27001-certified data centre. Your data never leaves the EU.
Our own AI modelSelf-hosted in the EU. No Big Tech anywhere in the process.
No training on your conversationsWhat's said stays yours.
Data processing agreement (GDPR)Available to organisations, on Team and above.
We work in line with:
ISO 27001.
We work in line with ISO standards. Our data servers run in an ISO 27001-certified data centre in Amsterdam.
A template for every conversation.
Advice conversation, review or claims conversation: Notuly recognises the conversation type and picks the form that fits. Empty sections simply drop out. On Team and above, your firm builds its own templates in its own house style.
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On all your devices
Also on macOS and Windows.
Meeting on Teams, Zoom or Google Meet? The desktop app takes the notes straight from your laptop. And the iPhone and Android apps capture every conversation on the go.
Choose your plan.
Starter
Free
- 3 conversations per month
- 60 minutes per recording
- Report with summary and action points
- Conversation type detection
- Dutch servers, nothing kept
Pro
€9.99 / month
- Everything in Starter
- Unlimited conversations
- Unlimited recording length
- Up to 32 speakers
- Word file (.docx)
- Choose from the Notuly templates
Team
€10.99 / licence / month
- Everything in Pro
- Your own branding in the Word file
- Create your own templates
- Team management with roles
- One central invoice
- Priority support
- Data processing agreement
Fourteen days free
Enterprise
Custom
- Everything in Team
- Personal account manager
- SSO (single sign-on)
- Custom DPA
- Volume discount
Starter & Pro: prices incl. VAT · Team & Enterprise: prices excl. VAT
Questions.
Can an insurance adviser record the advice conversation with a client?+
Generally yes, provided you tell the client beforehand what you record and why. A recording is personal data under the GDPR, so your firm needs a lawful basis, and you note that the client was informed. If the client would rather not, you fall back on written notes, and note that too.
How do I capture an insurance advice conversation for the file?+
You capture what the client wants to cover, the options you discussed, why you advised what you advised, and the risks and exclusions you explained with the client's response. Notes or a report both work, as long as your reasoning can be reconstructed later.
What belongs in the record of an insurance advice conversation?+
The client's demands and needs, the options discussed, the reasoning behind your recommendation, the risks and exclusions you explained and how the client responded, any choice against your advice with the client's reasons, and the follow-ups you agreed.
What about health details in protection and life conversations?+
Health data is special category data under the GDPR (Article 9), so processing it needs one of the specific grounds in Article 9(2), on top of your usual basis. With Notuly nothing is archived: the audio is deleted within a minute of processing and what remains is the report, in the inboxes you choose. The data processing agreement covers the processing itself.
Does the work stop once the policy is in place?+
In practice, no. Reviews, renewals and claims keep producing conversations, and each one contains agreements someone will refer back to. The habit of capturing them is what keeps the file complete over the years that the relationship runs.
What happens in a dispute if I have no notes of the conversation?+
Then it becomes the client's account against your memory, often years later, when a claim is refused and the question is what was said about cover and exclusions. Whoever can show a record from the day itself is in the stronger position.
Can I use an AI tool for confidential client conversations under the GDPR?+
Yes, provided the processing is GDPR-compliant: a data processing agreement, processing inside the EU and no training on your client conversations. Judge a tool on where the data goes and what happens to it. With Notuly, data never leaves the EU and the audio is deleted within a minute of processing.
How long should I keep the advice file?+
That depends on the rules and limitation periods of your own country, and often on your professional indemnity insurer. The practical rule most firms follow: keep the file for as long as a claim or complaint could still surface. Notuly holds nothing itself, so retention stays entirely in your hands.
Does the report replace my advice or my policy software?+
No. The report is the record of what was discussed, on which you base your advice; it makes no recommendation and issues no policy. Your comparison, quotation and policy systems stay as they are. Notuly sits alongside them, at the conversation itself.
How do we roll this out consistently across several advisers?+
Every adviser works the same way with the same report structure, so the file reads the same whether the review was done by you or a colleague. Team (from two users) gives you team management, your own templates and a data processing agreement, arranged centrally for the whole firm.
What does it cost for a firm, and how does it scale?+
You start free and then pay per licence: the firm pays per adviser who uses it, not for a platform up front. The current prices are further up this page.
What is the risk of an AI notetaker for our firm?+
The biggest risk is not in the tool but in the absence of a record: in a dispute about cover, the file is your side of the story. A consistent record shrinks that risk, and you stay in control because every adviser reads and confirms their own report.
Where is our data held?+
On our own servers in Amsterdam; your data never leaves the EU. Your conversations are never used to train AI. The data processing agreement (GDPR Article 28) is arranged centrally, on Team and above.
Notuly captures advice conversations, reviews and claims conversations and automatically writes the report for the client file, with the cover, the exclusions explained and the client's choice. You run the conversation; within ten minutes the report is in your inbox. Processing runs on our own servers in Amsterdam, the audio is deleted within a minute of processing and your conversations are never used to train AI. For firms there is a data processing agreement (GDPR Article 28), available on Team and above.
Keep your attention on the client. Notuly takes the notes.
Let Notuly capture your next advice conversation and see what lands in your inbox afterwards. Three conversations free, no payment details needed.
Read next
More on capturing and privacy.
This page is about the insurance adviser's client conversations. Do you also advise on mortgages, or does your colleague? Read how mortgage advisers capture their advice conversations.
The same confidentiality logic for law firms is at an AI notetaker for lawyers. Want the rules on recording in one place? Read can you record a meeting? And how Notuly handles confidential conversations is at security.