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If you have downloaded an AI transcription, notetaker, or speech-to-text application such as Otter.ai or Fireflies.ai, be aware that the default settings may allow it to access all your Zoom and Teams meetings. This means it will automatically join and record the full meeting and make a transcription that could be automatically sent to all those invited to the meeting. This may result in the accidental disclosure of sensitive information.

It is recommended that you turn off all the following automatic settings and only use this functionality in a deliberate way if/when you need it:

  • Auto-join all meetings
  • Send links in chat messages during the meeting
  • Auto-capture meeting screens

Instructions for changing these are available on the application website:

Additionally, in Zoom you can turn on the Block users in specific domains from joining meetings and webinars setting to prevent AI notetakers joining meetings that you host.

It is a good idea to read the Terms of Service and data privacy policies for the application before downloading it.

If you have any questions about meeting or audio file transcriptions, contact AskOtago.