What Property Managers Need to Know About Intercom System Compliance & Regulations

Why Compliance Matters for Intercom Systems

Compliance isn’t optional. It’s a necessity. Whether it’s legal liability, tenant trust, or financial protection, intercom system compliance is essential.

Legal Liability and Risk Exposure

Install an intercom system incorrectly, and you risk more than just a malfunctioning device. Legal penalties, such as citations or lawsuits, can result from violating local recording laws, ADA regulations, or fire safety codes. Courts have ruled against property owners who failed to manage recorded communications properly or restrict access controls. That’s why understanding requirements and following them precisely is non-negotiable.

Protecting Tenant Rights and Privacy

Smart intercoms often include video and audio recording features, which may raise privacy concerns. Depending on the state, audio recording may require one-party or two-party consent. Property managers need to ensure they’re not inadvertently violating tenants’ rights. Transparency around recording—through signage and tenant notifications—is essential to avoid privacy complaints or legal issues.

Building Reputation and Trust

Intercom system compliance goes beyond legality. Demonstrating awareness and adherence to regulations positions your property as professional, trustworthy, and tenant-focused. Properties prioritizing compliance tend to retain tenants and attract quality applicants. A well-managed intercom system sends a signal: you care about safety, accessibility, and privacy.

ADA Compliance for Intercom Systems

Accessibility isn’t just a moral imperative. It’s a legal requirement under the Americans with Disabilities Act (ADA). That means any intercom system must be usable by everyone.

Key ADA Requirements for Intercoms

ADA rules require accessible features in all public and common areas. For intercoms, this involves:

• Mounting height: Units should be reachable by wheelchair users, typically between 34–48 inches off the floor.
• Audio volume and clarity: Systems should include volume control and clear voice quality to assist those with hearing difficulties.
• Tactile controls: Raised buttons, Braille, or tactile labels help visually impaired users.
• Visual cues: LED indicators and on-screen instructions assist people with hearing loss.

These factors ensure that all users can interact with the system effectively and safely.

Designing Accessible Intercom Experiences

Designing an intercom with universal usability in mind benefits every user. Consider features like:

• Touchscreen with large icons
• Adjustable volume settings
• Clear visual display with real-time feedback

These details reduce confusion and improve the tenant experience, especially in emergencies or for those with impairments.

Working With Vendors Who Understand Accessibility Codes

Intercom system compliance is easier when your vendor understands ADA standards. A knowledgeable provider like Comelit will offer solutions designed from the ground up to meet or exceed these regulations, helping you avoid oversights that could cause problems down the line.

Looking for an intercom system that’s built with compliance in mind? Explore Comelit’s ADA-accessible, privacy-conscious solutions designed to meet today’s building codes and tomorrow’s expectations. Our Intercom Systems

Privacy Regulations and Recording Laws

Smart intercoms often include recording capabilities, but that brings serious privacy obligations.

Understanding One-Party vs. Two-Party Consent States

In one-party consent states, you only need permission from one person involved in the recording. But in two-party consent states, everyone on the call must agree. Property managers need to research local regulations to determine which category applies and install notices or consent prompts accordingly.

Managing Video Storage and Access Logs

Legal obligations don’t stop at recording. They extend to secure storage and responsible access management. Intercoms must securely encrypt recordings, apply proper retention schedules, and grant access only to authorized personnel. Compliance requires lawful justification for record retention and secure deletion when the data is no longer necessary.

Informing Tenants and Visitors About Recording

Proper signage is essential. Tell visitors and tenants when they are being recorded. Build consent into lease agreements and entry terms to avoid claims of unauthorized surveillance. Transparency is your best legal defense.

Local Building Codes and Fire Safety Regulations

Intercoms are often part of the building’s fixed infrastructure, so they must follow safety codes just like electrical or plumbing systems.

Electrical and Wiring Code Compliance

Intercom units use low-voltage power, which must be installed based on local building codes. Proper wiring, power routing, and grounding must be verified by a qualified electrician to ensure safety and avoid outages or fire hazards.

Fire Safety System Integration

In some jurisdictions, intercoms must integrate with emergency systems. This might include features like automated unlock instructions during smoke alarm events or links to mass notification systems. Proper integration enhances occupant safety and satisfies code requirements.

Consulting Local Authorities Before Upgrades

Regulations vary. Always check with your Authority Having Jurisdiction (AHJ)—such as fire marshal or building inspectors—before installing or upgrading. This ensures that your system meets local requirements from the start, saving time, cost, and risk.

How to Keep Your Intercom System Compliant Over Time

Intercom system compliance isn’t a one-time task. It’s a continuous process. Follow these best practices to stay on the right side of evolving regulations.

Schedule Regular Compliance Audits

Review your intercom setup annually or after upgrades. Check for ADA adherence, signage, secure records, and legal alignment at both state and local levels. These proactive audits prevent issues from becoming liabilities.

Train Staff on Proper Use and Legal Limitations

Your team should understand how to properly use features like recording and remote system access. When staff know what’s allowed and what’s not, misuse decreases. and compliance increases.

Choose Systems With Built-In Compliance Features

Modern intercoms often come with compliance tools built-in, such as:

• Adjustable volume settings and HUD-friendly displays for ADA
• Encrypted video storage with auto-deletion settings
• Recording indicators and consent prompts for audio/video

These features reduce manual compliance effort and make legal adherence straightforward.

How Comelit Helps Property Managers Stay Compliant

Comelit’s systems are designed with intercom system compliance in mind at every step. Here’s how we help:

• Accessibility-built design: Intercom units come with tactile buttons, adjustable volume, and mounting that meets ADA standards.
• Privacy-first recording: Comelit ensures encrypted storage, clear signage guidelines, and flexible configuration for consent preferences.
• Emergency system support: Units can integrate with alarms and fire systems where codes require it.
• Expert compliance support: Comelit partners guide you through local regulations, AHJ-facing documentation, and post-install audits.

With Comelit, property managers can install confident intercom systems that meet regulatory needs and enhance tenant experience.

Stay Compliant and Confident With Comelit

Compliance isn’t just a checklist. It’s a commitment to safety, tenant trust, and responsible property management. From ADA accessibility and privacy laws to local fire codes, every regulation your intercom system meets helps protect your building and your business.

Comelit’s intercom solutions are designed with compliance at the core. With ADA-friendly hardware, privacy-ready features, and flexible integration for emergency systems, we help property managers meet legal requirements without added stress. When you choose Comelit, you’re not just installing a system—you’re investing in peace of mind that lasts.