Classify the source before upload
Not every file should be treated the same way. A public lecture, a private team meeting, a medical discussion, and a client contract carry different privacy expectations. Classify the source before uploading so you know what review standard applies.
If you are not the only person in the recording, consider whether you have permission to process it. For professional meetings, follow your organization's policy before using any external tool.
Redact when the detail is not needed
Many useful notes do not require names, phone numbers, addresses, account identifiers, or private background details. Redact information that is not necessary for the purpose of the note. The best privacy control is not sending data you do not need processed.
Redaction should preserve meaning. Replace a name with a role when possible, such as 'project sponsor' or 'student A,' so the note remains understandable without exposing unnecessary identity details.
- Remove personal identifiers that are not needed.
- Keep roles when they matter for context.
- Do not upload files that your organization prohibits from external processing.
Review outputs before sharing
Generated notes can reveal more than intended by combining details from different parts of a source. Before sharing, review the output as a standalone document. Ask whether someone who never saw the original source should be allowed to see every detail in the note.
For team use, share the narrowest useful output. A decision log may be safe to share widely while the full transcript remains restricted.
Keep retention intentional
Privacy does not end after processing. Decide how long the original file, transcript, and generated notes should be kept. Students may keep material until an exam ends. Teams may need a policy tied to project closeout, audit needs, or contractual obligations.
Delete working copies when they are no longer useful. Keeping every intermediate version increases risk without improving the final note.
Next steps
- Classify each source before upload.
- Redact identifiers that do not support the note's purpose.
- Share reviewed outputs, not raw transcripts, when possible.