How to tell people you are recording a meeting

Why we recommend telling people even with no bot

With a bot, people see one more participant. With an app that records from your computer, like PolarParrot, they see nothing. So we recommend telling them yourself.

The app reminds you when you set it up and while you record.

How to tell people

1. Before the meeting. If you can, put it in the invite.
2. At the start. Say it out loud, before you press record.
3. Say what it is for. For example, to write the notes. Say too if an AI will read them.
4. If someone says no, do not record. Take notes by hand.

A line you can use: "I'm going to record this so I can write up the notes. Is that OK with everyone?"

Some tools tell people for you

With Gemini notes in Google Meet, participants get a notice. Notion, with its Meet add-on, gives notice in the chat and above the camera. PolarParrot does not notify others on the call: you have to do that yourself.

Do I need to tell people when I use an AI notetaker without a bot?

We recommend telling them anyway. Whether the law requires more than that is not something we can answer: it depends on the country, on who records, on why and on what is discussed. We do not give legal advice.

• In Spain, the data protection authority is the AEPD. Its frequently asked questions on obligations for companies and the self-employed are a good starting point. They are in Spanish.
• In other EU countries, each has its own authority. They are on the European Data Protection Board list.
• If you record for your company, ask whoever handles this there first.
• If you have doubts about a specific case, ask a lawyer.