Fixed-rate period discussed and explained; follow-up on Friday with Ben
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Frequently asked questions
Notuly for mortgage advisers
Capture the mortgage advice conversation.
Not admin, but your side of the story. Notuly captures the advice conversation 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
Advice you can show, years later.
Wherever you advise, mortgage advice comes with a file: a record of what the client told you, what you advised and why. Not word for word, but clear enough that your reasoning can be reconstructed.
Short answer
A mortgage advice conversation ends in a file: what the client told you, what you advised and why. When a dispute surfaces years later, that record is your side of the story. 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 itself: what was asked, explained and agreed
- In a dispute
- The written record from the day is how you show your side
- Recording a client conversation
- Generally allowed if you are open about it; the GDPR sets the conditions
- With a tool
- EU processing, a data processing agreement (GDPR Article 28), no training on client data
Thursday, late afternoon, your fourth conversation of the day. A first-time-buyer couple, nervous about the fixed-rate period. You want to listen and ask the next question, but you are half typing, because tomorrow you won't remember which assumption sat behind which figure.
The discipline of the profession is the same everywhere: you get to know the client's situation, you substantiate your advice, and you keep a record that shows both. The advice report is the formal product, but it stands on what happened in the conversation: the wishes the client named, the risks you explained, the reaction you got.
The thread through all of it: the file must let a reader reconstruct your reasoning, not just the outcome. If the client can't put a firm figure on something, you note the assumption and the uncertainty. If the client goes against your advice, that goes in, with the consequences you explained.
General information, not legal advice: which rules apply to your practice depends on your country and your regulator.
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GDPR-compliant, EU hosting, no training on your data.
What comes out of it
What belongs in your file.
Part of your file is documents you collect anyway: payslips, the valuation, the offer. Another part is born in the conversation itself, and that part disappears the moment you don't capture it.
- The client's situationFinances, knowledge, experience, goals and appetite for risk, as the client describes them.
- Wishes and prioritiesWhat the client finds most important, and in which order: low monthly cost, certainty, flexibility.
- The reasoning behind the adviceWhy you advise this, and which alternatives you considered.
- The risks, explainedWhich risks you named and how the client responded to them.
- Departing from the adviceIf the client chooses differently: their reasons, and the consequences you explained.
- Assumptions and uncertaintiesThe assumptions you made where no firm figure was possible.
The documents can be uploaded. The items above normally live in your head until you write the report in the evening. And precisely those are what a complaint turns on, years later.
Do the sums
What writing up costs you per year.
Part of every file is turning the conversation into a written record, from notes and memory. Below is an illustrative sum, not a promise.
- Admin per fileAdvisers often mention a few hours per file, across the whole process. Illustrative.
- Of which: writing up the conversationAround an hour per file: turning notes and memory into a reasoned record.
- Five files a weekAn example figure; fill in your own practice here.
- Roughly 230 hours a year1 hour × 5 files × some 46 working weeks. Illustrative; your own numbers decide the outcome.
- With Notuly: minutes per fileThe report is in your inbox within ten minutes of the conversation. You read, correct and finalise the advice; only the retyping disappears.
A sum with your own numbers, not a hard savings claim. The gain is not only time, but a file that matches what was actually said.
In practice
A conversation that captures itself.
Phone on the table, run the conversation, the report in your inbox. The advice report stays your work; the retyping doesn't.
Full attention for the client
You put your phone on the table and start as you always do: no keyboard in between, just the couple across from you. At the start you say you're recording, for an accurate report.
You note briefly that the client agreed; that agreement belongs in your file.
The report in your inbox
Within ten minutes it's there: the situation discussed, your advice with its reasoning, the risks you named with the client's response, and the action points. If you choose, the transcript comes along, speakers separated.
You keep the text, not the sound: the audio is deleted within a minute of processing.
You give the advice
Notuly makes no calculations, fills in no applications and does not decide your advice. It delivers the base on which you do that, alongside your existing advice software.
The report stays your work; the retyping doesn't.
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. That note belongs in your file just as much as the report itself does.
In practice it comes down to three things: you say that you're recording and what for, you give the client a real say, and you note that you did. Would the client rather not? Then you fall back on written notes.
Not every contact needs a tool. A short orientation conversation without advice is fine as a note in the file; capture matters most where the advice happens. Capturing is the goal; recording is one way of getting there.
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
In a dispute, your report does the talking.
Complaints about mortgage advice rarely come the week after the conversation. They come years later, when rates have moved, circumstances have changed and memories have faded. What remains then is the file.
Without notes, a dispute becomes the client's account against your memory. With a report from the day itself, your side of the story exists on paper: what was asked, what you explained, what the client chose and why.
That is why the report is not admin you clear away in the evening. It is the reason your version of events still exists when it matters.
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, intake or client review: 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 a mortgage 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.
How do I capture an advice conversation for the client file?+
You capture how you reached your advice: the client's situation, your reasoning, the risks you explained and how the client responded. Notes or a written report both work, as long as your reasoning can be reconstructed. The formal advice report builds on that record.
What should the record of an advice conversation contain?+
The client's situation, knowledge, goals and appetite for risk; what the client says matters most; why you advised what you advised; the alternatives you considered; the risks you explained and the client's response. If the client goes against your advice, their reasons belong in there too.
How long should I keep advice records?+
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 complaint could still arrive. Notuly holds nothing itself, so retention stays entirely in your hands.
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 after the fact. Whoever can show a written record from the day itself is in the stronger position. That is what the conversation report is for: your side of the story, on paper, from day one.
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, not on the promise alone. With Notuly, data never leaves the EU and the audio is deleted within a minute of processing.
Do I need the client's agreement before recording?+
The GDPR asks for openness and a lawful basis, not necessarily for consent: you tell the client beforehand what you record and why, and you note that you did. Giving the client a real say is good practice on top. If the client declines, you take written notes instead, and the conversation simply goes ahead.
Does the report replace my formal advice report?+
No. The report is the base on which you draw up your advice; it is not the advice itself. You remain responsible for the advice you give. The tool delivers an accurate record of what was discussed, nothing more and nothing less.
How do we roll Notuly out across several advisers?+
Every adviser works the same way with the same report structure, so a file does not depend on who had the conversation. Team (from two users) gives you team management, your own templates and a data processing agreement, arranged centrally for the whole firm.
What does Notuly cost for an advice firm?+
You start free and then pay per licence: a 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 a tool like this for our firm?+
The biggest risk is not in the tool but in the absence of a record: in a dispute, 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 client data held?+
On our own servers in Amsterdam; your data never leaves the EU. Your conversations are never used to train AI, and the audio is deleted within a minute of processing. The data processing agreement (GDPR Article 28) is arranged centrally, on Team and above.
Notuly captures advice conversations, intakes and client reviews and automatically writes the report for the client file. 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 mortgage adviser's advice conversation. Do you also work with insurance, or does your colleague? Read how insurance 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.