Summary
We record and transcribe our meetings so we can focus on the conversation rather than on taking notes. Everything happens on our own computers: no audio or text is sent to an outside AI service, and audio is deleted as soon as the transcript is made. You can opt out at any time, before or during the meeting, and we will take written notes instead.
When we record
- Meetings are recorded and transcribed by default, announced in the invitation.
- Anyone can opt out by replying to the invitation, by saying so at the start, or by asking us to stop at any point (for the rest of the meeting or part of it).
- Health or personal matters are never recorded, whatever anyone agrees to.
- When someone opts out, we take our own written notes instead. Nothing is recorded, transcribed or summarised by AI.
- If someone asks us to stop partway through, we stop. If they ask, we also delete what was recorded before that point.
How participants are informed
- Notice in the invitation, linking to this page:
This meeting will be recorded and transcribed on our own computers. Nothing is sent to an outside AI service. Tell us if you would rather not be recorded, and we will take written notes instead. How we handle recordings: practice.betterodds.org/policies/ai-notetakers
- A reminder at the start of the meeting, before anything is recorded.
Where it happens
- Recording, transcription and summaries happen only on our own computers. Nothing is sent to an outside AI service.
- Calls are recorded and transcribed on our laptop. Audio never leaves it.
- Summaries are made by an AI model running on our own office computer, reached over an encrypted private connection between our own devices. Only the transcript text travels, never audio.
- Transcripts and summaries are stored on our own computer, in a folder that is not synced to any cloud service.
- The tools are described by category, not named. Tool changes are recorded in the changelog.
Summaries
- AI-generated summaries are labelled as such and checked by us before they are relied on.
What we never do
- Bots that join meetings automatically or invisibly.
- Tools that train on recordings or transcripts.
- Voiceprints, speaker profiles, emotion or engagement scoring.
- Wearable or always-on recording devices.
Transcripts
- Transcripts are our working notes and are never shared.
- Notes or action points we send to clients may be drafted with the help of an AI summary, but we always check and edit them before sending, and we take responsibility for what they say.
Retention
- Audio is deleted as soon as the transcript is made.
- Transcripts and AI summaries are deleted no later than three months after the assignment ends.
- A client can ask us to delete them earlier, at any time.
Legal basis
- Our legal basis is legitimate interest under GDPR. We have weighed our interest against participants’ privacy and documented that assessment, and everyone is told in advance in the invitation.