Online meetings are daily routine in many organizations. But who records all those great ideas, decisions, and action points? Where a colleague used to take notes by hand, an AI tool is now increasingly used. It automatically converts spoken text into meeting minutes. Convenient—but is it GDPR-proof?
A quick refresher: what exactly does the GDPR entail?
The GDPR sets requirements for the processing of personal data. This is a broad concept. Anything that can identify a person falls under it: names, voices, email addresses, job titles, and so on. So if your AI note-taker recognizes participants in a meeting and stores their statements, the GDPR applies.
Silence means consent?
The GDPR requires a legal basis for each processing of personal data. There are six in total, the most well-known being ‘consent’. The consent must be freely given, specific, informed, unambiguous, and demonstrable. A simple “Is it okay if I use AI?” is not sufficient. In addition, the GDPR sets requirements for aspects such as security and retention periods.
When using an AI tool in your meeting, pay special attention to the following points:
- Always ask all participants for consent before starting the AI tool (e.g., through a pop-up). Everyone must be able to give or refuse consent; do not start the tool if anyone says ‘no’.
- Include a link to your privacy statement in the consent request mentioned above.
- Ensure that data is encrypted and that proper access management is in place.
- Include the AI tool in your processing register .
- Make sure you have control over data retention periods. You must delete personal data as soon as you no longer need it.
If you process special categories of personal data —such as medical data, political opinions, or religious beliefs—then even stricter rules apply. In such cases, an AI note-taker is usually not a suitable solution unless you have explicit consent or there is an overriding public interest.
In short: AI can take a lot of work off your hands, but only if used in a legally responsible way. Unsure whether your AI tool complies with the GDPR, or want to receive more information about this topic? Feel free to contact us—we’ll be happy to help.
