AI Meeting Privacy: Recording and Retention Checklist
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Quick answer: decide what may be captured before enabling AI notes
An AI meeting assistant may process recordings, transcripts, participant identities, chat messages, and generated summaries. Before enabling one, decide which material your team needs, who may access it, where it is processed, and when it should be deleted.
Start with the actual service configuration and your organization's requirements. An “AI” label or a vendor's general security page does not tell you how your particular plan is configured.
Turn the useful parts into next steps
Vife Agent can convert this guide into a prioritized workflow with tasks, risks, and reusable prompts.
Before the meeting
Tell participants what will be recorded or transcribed and how the result will be used. Provide the notice or consent required for the meeting and its participants. Account for guests and people who join after the recording starts.
For a sensitive discussion, consider whether ordinary notes are sufficient. Avoid collecting a complete recording merely because the tool makes it convenient.
Use this checklist before a trial:
| Question | What to establish |
|---|---|
Capture | Audio, video, chat, transcript, or only supplied notes? |
Access | Meeting host, all attendees, external guests, or a restricted group? |
Processing | Which service receives the material and under which account terms? |
Retention | How long are recordings, transcripts, and generated notes kept? |
Deletion | Does deletion cover the source, derived notes, and shared copies? |
Sharing | Are links restricted, public, or discoverable by the organization? |
Record answers from the settings and terms that apply to the account. Do not assume that an enterprise option is included in a personal subscription.
During the meeting
Make the recording state visible. If the conversation moves into material that should not be captured, use the meeting platform's controls and your team's process. A request to “ignore that part” in a later prompt does not undo the original collection.
Avoid placing passwords, tokens, or unnecessary personal records in shared screens or chat. Use the information needed for the decision rather than a complete data dump.
After the meeting
Review the draft notes before distribution. Remove material that does not belong in the audience's copy, while preserving the decisions accurately. Confirm that any source links follow the same access policy as the summary.
Apply the retention schedule to both the original and its derivatives. Exported files, email attachments, and copies in another workspace may not be removed when the meeting platform deletes its recording.
Use supplied notes deliberately in Vife
Vife's AI document creator can help structure notes you choose to supply. Review Vife's privacy policy and your own requirements before uploading meeting material. This does not imply a special meeting-data agreement or an automatic live recording feature.
An example drafting request is:
Turn these approved notes into an internal decision memo. Include only the project decisions and open questions. Mark uncertain statements for review and omit unrelated personal details. Do not distribute the memo.
Frequently asked questions
Is consent always the same in every meeting? No. Requirements depend on the participants, context, location, and applicable organizational rules. Check the requirements that apply to the actual meeting.
Does a summary contain less sensitive data than a recording? Sometimes, but it may still contain personal or confidential information. Review its content and access controls.
Continue with the source verification checklist before relying on generated notes.