EU AI Act & GDPR: The AI Disclosure in Your Greeting
Callers need to know they're talking to an AI and that the call is recorded. How to word the disclosure – and every place it needs to go.
In the app: AI Telephony → Agents → [Agent] → Greeting
With AI phone calls, transparency is both a requirement and good manners: callers should know they're speaking with an AI and that the call is being recorded. Callana reminds you right in the Greeting tab – below the input field, a note says the greeting should mention that the call is handled by an AI and recorded for quality purposes. This article shows how to do that gracefully.
How to add the disclosure
- Keep it short and casual – half a sentence is enough to let the caller know: “Hi! This is Ana, the AI assistant for [Company] – this call is recorded for quality purposes. How can I help you?”
- Put it in the first sentence, not at the end of the greeting – callers often start talking before a long announcement is over.
- Go through every greeting variant – each one completely replaces the default message, so the disclosure has to be in all of them:
| Variant | Where to edit it |
|---|---|
| Default greeting, all language versions (DE–PT) | Greeting tab (“Begrüßung”) |
| Every time window (morning/evening greeting) | Greeting tab → Time-based messages (“Zeitabhängige Nachrichten”) |
| Every group welcome message (e.g., regular customers) | Contacts → Groups (“Kontakte → Gruppen”) |
| The company vacation message | Greeting tab → Company vacation (“Betriebsurlaub”) |
- Make a test call and listen to whether the disclosure sounds natural – it should inform, not sound like a legal notice.
A real-world example
A law firm originally tacked the disclosure onto the end of a longer greeting – and many callers started talking halfway through. Now it's a half sentence right after the name: short, casual, and nobody stumbles over it anymore. A side benefit: the greeting got shorter overall and sounds more professional.
Where: AI Telephony (“KI-Telefonie”) → Agents (“Agenten”) → select an agent → Greeting tab
Good to know
- Short beats legalese: Callers need clear information, not a paragraph of legal text. “Handled by an AI” and “being recorded” are the two key points.
- A good self-test: call once from a number that isn't in your contacts (default greeting) and once as a known contact (group greeting) – that way you hear both variants.
- Note: This article is practical implementation guidance, not legal advice. If you're unsure which wording and obligations apply to your specific situation, check with your legal counsel.
Last updated July 17, 2026
Related
- Set up your greeting – in up to six languagesThe first message matters: add a greeting in up to 6 languages, and your agent automatically detects the caller's language. Including the AI disclosure.
- Time-based greetings for morning, midday and eveningGreet callers differently in the morning, at midday and in the evening: time windows with weekday settings automatically replace your default greeting.
- Personalized greetings with variables: “Hello {callerVorname}!”Greet known callers by name: how to use {callerVorname}, {callerName} and {callerGender} in a group's welcome text.
