Your Privacy & Our Meeting Recordings at Avidly/Hype & Dexter
How Avidly/H&D manages meeting recordings, covering consent, data security, external sharing, and GDPR compliance.
At Avidly, we value transparency. This policy outlines how we use AI tools to record and transcribe meetings to better serve our clients while maintaining strict GDPR and data security standards.
1. How We Record
We utilize Fireflies.ai, Fathom.video, and Google Gemini (Enterprise) for note-taking and summaries. To ensure your privacy:
- Notification: We will inform you at the start of every session if an AI assistant is present.
- Consent: We seek explicit verbal or written consent before recording.
- Opt-out: If any participant objects, the recording will be stopped immediately.
2. Data Usage & Security
- Purpose: Recordings are used solely for internal information sharing, ensuring project accuracy, and team alignment.
- No AI Training: We have configured our tools so that meeting data is never used to train public AI models.
- Storage: Data is stored in SOC2 Type II and GDPR-compliant environments. While some data may be processed in the US, we maintain strict Data Processing Agreements (DPAs) to ensure EU/UK standard protection.
- Access: Only authorized Avidly personnel involved in your project have access to these recordings. We will never share recordings externally without secondary, explicit written approval.
3. Your Rights & Retention
We do not keep your data forever.
- Retention: Recordings are typically retained for [X] months before being purged.
- Your Rights: You may request access to, or the immediate deletion of, any recording featuring your likeness or voice at any time.