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Free Template · Policies

AI Meeting Assistant Policy TemplateSet the Rules Before the Bots Join the Call

AI notetakers like Otter, Fireflies, and Granola, and built-in features like Zoom AI Companion and Teams Copilot, create verbatim records of everything said in a meeting. This template gives you a complete, adoptable policy: approved tools, consent and disclosure rules, prohibited meeting types, data handling, and copy-paste disclosure scripts your team can use today.

Download Template (.docx)AI Acceptable Use Policy

Why Meeting AI Needs Its Own Policy

A general AI policy rarely answers the questions meeting assistants raise: who consented, where the transcript lives, and what happens when someone else's bot joins your call.

Consent is a legal question
Recording laws vary by jurisdiction. Several US states, including California and Florida, require every participant to consent, and Australian states apply differing listening-device laws. A bot in the participant list is not consent.
Transcripts undermine privilege
A verbatim record of a legal, HR, or M&A discussion is discoverable and can destroy legal professional privilege. Some meetings should never be transcribed, with or without consent.
Transcripts are a new data store
Recordings and summaries full of personal data and confidential detail accumulate in vendor clouds, often on free personal accounts with no retention limits and no admin oversight.
Uninvited bots are now routine
External participants bring their own notetakers, which auto-join from their calendars. Without a rule, your people do not know whether they can keep talking or must eject the bot.

What the Policy Covers

Thirteen ready-to-adopt sections. Replace the bracketed placeholders, review the consent table with counsel, and publish.

1
Scope and definitions
Covers standalone notetakers, meeting bots, and built-in AI like Zoom AI Companion, Teams Copilot, and Google Meet, on corporate and personal accounts.
2
Approved and prohibited tools
A tool register with placeholder rows plus six approval criteria: enterprise controls, no training on your content, known storage regions, retention controls, and vendor review.
3
Consent and disclosure rules
Disclosure before the assistant starts, handling objections without pressure, external-participant rules, and a jurisdictional consent quick-reference table.
4
Prohibited meeting types
Legal, HR and disciplinary, M&A, board, medical, whistleblower, and active-incident meetings, with the safer alternative for each.
5
Data handling
Where recordings, transcripts, and summaries are stored, default retention periods, sharing rules, and how deletion requests are honored.
6
Uninvited bot handling
A six-step response when an external bot joins: pause, identify, remove, request deletion, and report repeat offenders to security.
7
Disclosure scripts
Four ready-to-use scripts: verbal meeting-start, calendar invitation footer, external guest email line, and an objection response for hosts.
8
Enforcement, exceptions, and acknowledgment
Violation handling, a time-limited exceptions register, an acknowledgment table, and a one-page quick reference for staff.

Copy-Paste Disclosure Scripts

The scripts included in the template, ready to adapt. Swap in your tool name, storage location, and retention period.

Verbal script · start of meeting

Quick note before we start: this meeting is being recorded and transcribed by [TOOL NAME], our approved AI notetaker. It captures a transcript and a summary, which are stored in [LOCATION] and kept for [RETENTION PERIOD]. If anyone would prefer we not record, say so now or message me privately, and I will switch it off. No transcript has been captured yet.

Calendar invitation footer

This meeting will be recorded and transcribed using [TOOL NAME], [ORGANIZATION NAME]'s approved AI meeting assistant, to produce notes and action items. Transcripts are stored securely in [LOCATION] and retained for [RETENTION PERIOD]. If you prefer not to be recorded, reply to the organizer before the meeting or say so at the start, and the assistant will not be used.

External guest email line

Please note that we use [TOOL NAME], an AI meeting assistant, to record and transcribe our calls so we can share accurate notes afterwards. Let me know if you would rather we take manual notes instead, and we will happily do so.

Objection response · for hosts

No problem at all. I have switched the notetaker off and removed it from the meeting. We will take manual notes and circulate them instead.

When an Uninvited Bot Joins

The policy gives hosts a clear sequence, so nobody keeps talking while an unknown notetaker records.

1
Pause the meeting and hold substantive discussion while the bot is present.
2
Identify the owner: it is often an external participant's assistant auto-joining from their calendar.
3
Ask for it to be removed unless every participant and the host agree it may stay.
4
Eject it with the platform controls if the owner cannot be identified or does not act.
5
Ask the owner to delete any partial recording or transcript, in writing for sensitive meetings.
6
Report unidentifiable or recurring bots to security as a potential data-leakage incident.
Related Resources
AI Acceptable Use Policy TemplateAI Data Classification GuideAI Tool Approval Request FormAll Templates
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