An AI transcribes our meetings, is that allowed?
AI minutes are handy but attendees need to know it is happening. Silent recording is not OK in NL.
Try this first
- 1Ask consent at the start of the meeting, verbally and in the calendar invite. One person objects: turn it off.
- 2Be clear where the transcript ends up (Teams Premium, Otter, Read.ai, Fireflies). External tools means third parties means a DPA is required.
- 3Set a retention period. A transcript is not minutes, dropping raw data after say 30 days saves you later questions.
- 4Note: an AI bot joining your call counts as an attendee. Ask explicit consent for external meetings or keep it disabled.
- 5Put in your AI policy which transcription tool is standard and which is not, avoids ten random Otter accounts.
When to bring us in
If a customer asks why a bot was in their call: call us for a clean explanation, do not improvise.
See also
- Can I paste a customer file or email into ChatGPT?Depends on the account and settings. Free ChatGPT and a Team tenant behave very differently from what most people assume.
- I want a one-page AI policy for my teamA real one-pager beats a thick document nobody reads. Four headers and concrete examples.
- How do I tell if an AI answer is made up?Models sound confident even when they are wrong. A few habits catch most mistakes.
None of the above fits?
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