New York Workers Using AI Meeting Notes Should Know About This Growing Privacy Risk

If your workplace uses AI tools to take notes during meetings, you may want to pay close attention to when those tools are turned on. Privacy experts say AI meeting transcripts can create legal and privacy concerns, especially if people don't know they are being recorded or if the transcript is later used in a lawsuit.

Lawsuits Raise Questions About AI Meeting Tools

Earlier this year, five Illinois residents filed a class action lawsuit against Microsoft. They claim the live transcription feature in Microsoft Teams collected voice data without the written consent required under Illinois law.

Otter.ai has also been sued over claims that its AI transcription service recorded and processed private conversations without properly notifying everyone taking part in the meetings. The companies have denied wrongdoing or are responding through the legal process, but the lawsuits have raised new questions about how AI meeting tools should be used.

Why Meeting Transcripts Can Become a Problem

Experts say many people think of AI transcripts as simple meeting notes, but they can contain much more than that. A transcript may include discussions about employees, customers, legal matters, finances, or business plans.

If a company becomes involved in a lawsuit or government investigation, those transcripts could become evidence. Because of that, businesses may have to explain why the meeting was recorded, who approved it, who had access to the transcript, and whether it accurately reflected what was said.

New York Businesses Should Have Clear Rules

For employers across Upstate New York, it's important to create clear policies before using AI note taking tools. Workers should know when meetings are being recorded and what information is being collected.

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Companies should also think before using AI transcription during human resources meetings, legal discussions, disciplinary meetings, or other conversations involving sensitive information.

AI Can Be Helpful, But It Should Be Used Carefully

AI meeting tools can save time and make it easier to review later. But privacy experts say convenience should not come at the expense of privacy or accuracy. As more workplaces across Upstate New York begin using AI, businesses may want to review their policies to avoid legal and privacy problems in the future.