Start with a simple data map
Write down what leaves the device and what remains afterward. Audio, transcripts, summaries, manually typed notes, and attached files are distinct data types. A service that does not retain an audio recording can still retain a detailed transcript.
Granola’s security page, for example, distinguishes audio handling from stored transcripts and notes. That illustrates why a single statement about recordings should not be read as a statement that no meeting information is stored.
| Stage | Question for the vendor or administrator |
|---|---|
| Capture | What audio or screen content can the application access? |
| Processing | Which services process the information, and where? |
| Storage | Which artifacts remain after the meeting? |
| Sharing | Who can open a link, and is authentication required? |
| Retention | What is kept, for how long, and under whose control? |
| Deletion | What is removed, and are backups or legal exceptions documented? |
Check sharing with a real access test
Do not infer access restrictions from an unlisted URL or a “private” label without checking what those terms mean. With an approved non-sensitive test note, inspect the sharing options and verify who can open the link. Use your organization’s permitted testing process.
A copied link can be forwarded, pasted into a shared document, or included in a support ticket. Decide which sharing mode is appropriate before the first real meeting, rather than after a confidential summary has circulated.
Read training choices at the correct level
Check both the service’s own data-use policy and its statements about other processing providers. An assurance about third-party model training may not describe the service’s own improvement program. Look for opt-out controls, default settings, administrator enforcement, and whether the terms differ by plan.
Record the source page and the settings used during evaluation. Recheck them before expanding access or changing subscriptions. A previous screenshot is useful evidence of your review, but not a promise that a service will never change.
Make participant awareness part of the workflow
A visible bot is one possible cue that a meeting is being captured. A local application may not provide the same cue. Use an explicit, understandable notice and follow the organization’s requirements and applicable rules. This guide does not determine which recording laws apply to a particular meeting.
Give people a meaningful way to raise concerns or request an uncaptured discussion. Avoid capturing highly sensitive meetings until the responsible organization has approved the specific workflow and account configuration.
Decide what would make you reject the tool
Set rejection criteria before comparing polished summaries. Examples include an unacceptable data location, missing administrator controls, inadequate deletion options, or a sharing model that does not fit the team’s needs. A convenient interface should not silently override those requirements.
If the documentation is unclear, request clarification from the vendor before uploading real meeting material. For a broader purchase decision, use our meeting-tool selection guide. For output review, see how transcripts and summaries differ.
