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The free tool below runs entirely in this browser — no account, nothing stored or transmitted. Redact anything you would not want kept before you type it.
Open the companion tool →Why the transcript belongs to more people than the host
A transcript captures everyone's words: a client's health detail, a coworker's salary question, a supplier's candid opinion. The host chose the tool; the other participants are recorded by it, and in many places their consent is the part that carries legal weight.
Where the text lives decides the risk: a workspace the vendor can read, a model that trains on it, and a retention policy measured in years are three different exposures. Asking the vendor those questions in writing is normal procurement, not paranoia.
The protocol
- Find out which tool is recording: the meeting platform's built-in assistant, a separate bot that joins the call, or a device in the room.
- Read the tool's data terms for three things: whether content is used to train models, how long transcripts are retained, and whether subcontractors or the vendor's staff can access them.
- Check who in your organization can open the transcripts, and whether sharing links are open by default.
- Tell the other participants before the next meeting, in writing, in one line: this meeting is transcribed by an AI assistant, here is who can access it, and ask me to turn it off if you prefer.
- For sensitive conversations — legal, medical, HR, or client-confidential — hold the meeting without the tool, and say so on the invitation.
What the tool does
Describe the notetaker and get a data reading: who is captured, where the transcript lives, what to ask the vendor, and the one-line disclosure to put on the invitation. It runs in this browser; nothing is sent or stored.
Limit first: This is a data-question aid, not legal advice and not a compliance review. Retention terms differ by vendor and plan, and they change.
Open the companion tool →One human next step
If your organization has a privacy or compliance contact, route the retention question to them in writing. If a transcript of a confidential conversation was shared more widely than intended, that is worth raising formally and quickly — noting who has access is part of the fix.
Research log and safety checks
AI-assist path: not used for a verdict. The reading is about retention and access, which are documented facts in the vendor's terms; a model summary of a contract would be less reliable than the reader reading the three relevant clauses. §6.10: not a frontier-pace topic.
§0.5 protection result: category is data-privacy-exposure; crisis-adjacent: no; fear/urgency/scarcity toolkit used: no. The protective function is free and the paid feature is convenience only.