Are AI meeting transcription tools allowed?

Contrasting

Treat third-party transcription joiners as a serious data-leakage risk. The Playbook says organisers should ban third-party tools up front; Knowledge Hub how-tos say obtain participant consent before AI transcription or summarisation. Prefer approved tools, get consent, and do not treat consent as a substitute for the ban on unassured third-party joiners.

Warning Conflicting or tensioned advice across sources

Playbook: state that third-party meeting transcription tools are not allowed. Knowledge Hub Using AI at work: ask for consent before using AI to transcribe, summarise, or process the discussion.

How to navigate this: Default to the Playbook ban for unassured third-party tools; consent is additional, not a replacement.

From the guidance

Contrasting AI Playbook for the UK Government

Position: Organisers should state up front that third-party meeting transcription tools are not allowed.

These present a serious risk of data leakage as they silently upload meeting recordings to an AI service for transcription and analysis. When hosting virtual meetings, organisers should verify the identity of all attendees and state up front that the use of third-party meeting transcription tools is not allowed.

Section: Embedded AI applications

Read this in AI Playbook for the UK Government (opens in new tab)

Contrasting AI Knowledge Hub: Using AI at work

Position: Ask for consent before using AI to transcribe, summarise, or process a discussion.

If using AI in group meetings, ask for consent from participants before using AI to transcribe, summarise, or process the discussion.

Section: AI content and Freedom of Information

Read this in AI Knowledge Hub: Using AI at work (opens in new tab)

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