Using AI safely
Are AI meeting recorders and note-takers safe to use?
AI note-takers can join your calls, transcribe everything and produce a tidy summary with action items. They save real time. They also record conversations, store transcripts on someone else’s servers, and occasionally get things badly wrong. A few ground rules let you use them without surprises.
The short version
Ground rules
- Tell everyone at the start, and get agreement before recording.
- Use tools approved by your business, with clear data settings.
- Check summaries before relying on or sharing them.
- Don’t record sensitive conversations by default.
Consent and the law
Laws on recording conversations differ between Australian states and territories. In some, recording a private conversation without the consent of everyone involved can be an offence. Rather than working out which rules apply to every call, the simple approach is:
- Tell everyone at the start that a note-taker is recording and transcribing.
- Get agreement, and stop recording if anyone objects.
- Be careful with uninvited bots. Some tools automatically join every meeting on your calendar, including ones with external guests who haven’t agreed.
Privacy obligations also apply to personal information captured in transcripts, if your business is covered by the Privacy Act. If you’re unsure, get legal advice for your situation.
Where does the data go?
Before choosing a tool, find out:
- Where recordings and transcripts are stored, and for how long
- Whether the provider uses your data to train AI models
- Who in your business can access transcripts
- Whether you can delete recordings, and whether deletion is complete
Note-takers built into platforms you already use, like Microsoft Teams with Copilot or Google Meet with Gemini, keep data within your business account. Standalone note-taking apps add another company that holds your conversations.
Accuracy
AI summaries can:
- Attribute comments to the wrong person
- Miss nuance, sarcasm or a change of mind later in the meeting
- Invent decisions or action items that weren’t agreed
Treat AI notes as a draft. Have someone who was in the meeting check them before they’re shared or relied on, especially for decisions, client commitments or anything legal or HR related.
Some meetings shouldn’t be recorded
Performance reviews, disciplinary matters, health discussions, legal advice and sensitive client conversations are usually better without a recorder. Decide this in advance rather than in the moment.
Sensible team rules
- Only use note-takers your business has approved.
- Turn off automatic joining. Add the note-taker deliberately.
- Announce recording at the start of every meeting.
- Don’t record meetings with external guests unless they agree.
- Store transcripts in your business systems, not personal accounts.
- Delete recordings you no longer need.
Add these to your AI use policy.
Common questions
A client’s AI note-taker joined our meeting. What should we do?
It’s fine to ask what it is, where the data goes, and to ask them to turn it off for sensitive parts of the conversation.
Is a transcript better than a recording?
Transcripts are smaller and easier to search, but they’re still a detailed record of what was said. Treat them with the same care.
Can we use AI notes as minutes?
Yes, once a person has reviewed and corrected them.
Sources
This guide is general information, not legal or financial advice. If you think you’ve lost money or personal information, contact your bank and the services named above straight away.
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Want a hand with this at work?
These guides are free to use. If your business wants help putting the checks, accounts and devices in place, our team can do it with you.