AI meeting notes policy template: what to cover, with sample wording
Before an AI note-taker joins your meetings, someone in IT, HR or legal will ask who consented, what gets recorded and where the data goes. Here's a free outline of a one-page policy you can adapt, plus what each vendor offers to help.
Template, not legal advice. Recording, privacy and employment rules differ by state and country. Have your counsel, HR or privacy team review before you rely on it.
The 8 sections of a one-page AI meeting notes policy
- Approved tools. Name the note-takers people may use, and the account type (company workspace, not personal sign-ups).
- Notice and consent. Sample: "Organizers tell attendees in the invite and at the start of the meeting that an AI note-taker is running. Anyone can ask for it to be turned off."
- Never record. HR and performance conversations, compensation, health, legal matters and security incidents. Default off for 1:1s.
- External guests. Ask clients and candidates before recording; use a short opener script.
- How notes are used. Sample: "AI recaps are a draft. The organizer checks decisions and owners before sharing."
- Retention. How long recordings and transcripts are kept, and who deletes them.
- Security. SSO where available, who's an admin, whether the vendor trains on your data.
- Exceptions. Who can approve a new tool or a one-off recording.
What vendors offer for notice, retention and training
| Tool | Notice / consent features listed | Retention & training | Source |
|---|---|---|---|
| Granola | "Let people know you're using Granola": per user on Basic and Business, admin-enforceable on Enterprise | Audio deleted after transcription; retention and training opt-out per user, workspace-wide on Enterprise | pricing |
| Sembly | Notification and consent tracking on Pro, MAX and Enterprise | Retention settings from Pro; training opt-out on every plan | pricing |
| Otter.ai | Recording disclaimer email and MS Teams recording permission capture listed under admin & security (check the plan column) | Custom data retention listed | pricing |
| Fireflies.ai | Transcript and Summary Only Mode listed under security & privacy | Custom data retention listed; says data is never used for AI training | pricing |
| Bluedot | Not listed on the pricing page | Custom data retention on Business; says data is never used to train AI models | pricing |
Feature names as listed on each vendor's pricing page, Oct 21, 2026. Plan availability varies; confirm with the vendor.
Want the finished version?
The AI Note-Taker Policy & Rollout Pack ($29) turns this outline into ready-to-edit documents:
- A filled-in 1-page policy with brackets for your company details
- Consent scripts: calendar invite text, meeting opener, external-client email, opt-out reply
- The full "never record" list with default-off meetings
- An 18-question vendor security checklist with a decision log
- A 2-week pilot plan with a scorecard and go / no-go criteria
- A rollout announcement email plus a Slack/Teams version
See the AI Note-Taker Policy Pack →
Still choosing a tool? See the AI note-taker tracker, note-takers without a bot or the cost calculator.
FAQ
What should an AI meeting notes policy include?
At minimum: approved tools, how attendees are notified and can opt out, meetings that are never recorded, rules for external guests, how AI recaps are checked and shared, retention, security requirements and who approves exceptions.
Do I need consent to use an AI note-taker in meetings?
Recording and consent laws differ by state and country, and some require all participants to consent. Telling attendees in the invite and at the start of the call is a common baseline. This is not legal advice; check with your counsel.
Which meetings should never be recorded by an AI note-taker?
Common exclusions are HR and performance conversations, compensation, health, legal matters and security incidents. Many teams also default 1:1s to off.
Do AI note-takers have built-in consent features?
Some do. Granola lists a notice that it's being used, admin-enforceable on Enterprise. Sembly lists notification and consent tracking on Pro and above. Otter lists a recording disclaimer email and Microsoft Teams recording permission capture.
Is there a ready-made AI note-taker policy template?
Yes. The TeamStack AI Note-Taker Policy & Rollout Pack includes an editable one-page policy, consent scripts, a never-record list, a vendor security checklist and a 2-week pilot plan in Word, PDF and Markdown.