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Glean Assistant Meeting Notes: Recording, Transcription, and Consent Guidance

This page explains how to use Glean Assistant meeting notes in a way that respects others' privacy and helps protect you and your organization.

This Guidance Is Not Legal Advice

This guidance:

  • Is provided for informational purposes only.
  • Does not constitute legal advice, and is not a substitute for consultation with qualified counsel.
  • Does not create any attorney-client relationship between you and Glean or its counsel.

You should consult your organization's legal, privacy, or compliance professionals to determine:

  • Whether and how you may lawfully use meeting notes in your specific circumstances.
  • What form of notice and consent is required.
  • What additional safeguards or documentation may be necessary.

1. What Glean Assistant Meeting Notes Does​

Glean Assistant includes a meeting companion that transcribes, summarizes, and makes meeting context searchable in one place.

You can use it to:

  • Generate live or near real-time transcriptions from meetings, calls, or other interactions that you choose to record.
  • Create summaries, action items, and other derived content from those transcripts.

Glean Assistant only records, transcribes, or processes content for meeting notes when you or your organization configure it to do so (for example, by joining a meeting, enabling meeting notes in a workflow, or turning on recording within a product experience).

How Glean Assistant meeting notes handle your data (including storage, retention, and model training) is described in more detail in:

Those documents control in case of any conflict with this page.

Refer to the Glean Privacy Statement, Data Processing Addendum, and service-specific documentation for authoritative details on how Glean Assistant handles recordings and transcripts.

Laws governing recording and monitoring vary widely by country, state, and context. In many jurisdictions, you must obtain consent before recording, monitoring, or transcribing others. Therefore, Glean strongly recommends that you always obtain consent from all meeting participants before activating meeting notes and that organizations define internal policies governing when and how meeting notes may be used.

2.1. User Obligations​

You are responsible for:

  • Determining whether and when consent is legally required for your use of meeting notes.
  • Obtaining, documenting, and honoring that consent from participants, where required.
  • Configuring and using meeting notes in accordance with your own internal policies, including employment, privacy, security, and acceptable use policies.

Glean does not:

  • Provide legal advice or determine whether your specific use of meeting notes is lawful.
  • Act as your "system of record" for consent.
  • Guarantee that any notice, disclosure, or consent mechanism is sufficient for your particular jurisdiction or use case.

2.2. Administrator/Owner Obligations​

If you are an administrator or workspace owner, you should:

  • Decide who may enable and use meeting notes, and in what contexts.
  • Configure default settings and retention periods consistent with your legal and compliance requirements.
  • Provide internal training and documentation so that users understand:
    • When they may (and may not) use meeting notes.
    • How to provide notice and obtain consent.
    • How to handle requests from individuals (e.g., access or deletion requests).

If you are unsure of your obligations, you should consult with your legal, privacy, or compliance team before using meeting notes.

This is a simplified overview and is not exhaustive. Laws may change and may be interpreted differently by regulators and courts.

  • "One-party consent" jurisdictions

    • Generally allow recording where at least one participant in the communication consents.
    • If you are a participant and you consent to recording, you may not need explicit consent from others.
    • Some jurisdictions still require notice even if only one party's consent is needed.

  • "All-party" or "two-party consent" jurisdictions

    • Require all participants (or, in some cases, all "parties to the communication") to consent to the recording.
    • This often applies to audio calls and may also apply to video, screen sharing, or in-person conversations.
    • Failing to obtain consent can lead to civil liability, criminal penalties, or both.

  • International laws (e.g., EU / EEA, UK, other regions)

    • Privacy and electronic communications laws (for example, the ePrivacy Directive in the EU, local telecom or surveillance statutes, and data protection laws like GDPR) may:
      • Require a lawful basis for recording and subsequent processing.
      • Require clear, specific notice to affected individuals.
      • Impose retention, access, and data subject rights obligations (e.g., access, deletion, objection).

  • Sector-specific and special contexts

    • Rules may be stricter in the following situations:
      • Employment contexts.
      • Education (e.g., students, classrooms).
      • Healthcare and regulated industries (e.g., HIPAA in the U.S., professional secrecy obligations).
      • Consumer or financial services (e.g., call recording rules).

You should obtain explicit consent before using meeting notes to record or transcribe:

  • Meetings, calls, or conversations that include participants located in all-party / two-party consent jurisdictions.
  • External participants (customers, prospects, vendors, or other third parties).
  • Meetings involving sensitive or regulated information (e.g., health, financial, or highly confidential data).
  • Employees or contractors where local law or internal policy requires specific notice or consent.

Where laws permit one-party consent, Glean still strongly recommends notice and, where feasible, explicit consent as a matter of best practice and transparency.

Depending on local law and your risk tolerance, consent may be:

  • Verbal and captured on the recording.
  • Written, such as in:
    • Meeting invites or calendar descriptions.
    • Click-through terms, onboarding flows, or employment policies.
    • Customer contracts, order forms, or online terms.

Where possible, use more than one of the following:

  • A clear statement in the meeting invite that meeting notes will be used for recording and transcription.
  • A verbal notice at the start of the meeting (and captured in the recording).
  • An on-screen notice, chat message, or disclaimer when meeting notes are enabled.

Glean may offer features (e.g., banners, indicators, or messaging templates) to help you provide notice. These are convenience tools only. You should not rely on them as your sole compliance mechanism.

5. Special Considerations​

5.1. Children and Vulnerable Individuals​

Do not use meeting notes to record or transcribe communications that include:

  • Children or minors (as defined by applicable law), unless:

    • You have obtained all legally required consents (for example, from parents or guardians).
    • Your organization's policies and any applicable education or child privacy laws (e.g., COPPA, local child protection laws) are satisfied.

  • Vulnerable individuals or contexts where additional ethical or legal obligations may apply.

5.2. Highly Sensitive or Regulated Data​

Do not use meeting notes in contexts involving the following data types without explicit authorization from your organization:

  • Health information (e.g., PHI under HIPAA in the U.S.).
  • Financial account data or payment card data.
  • Government-classified, state secret, or export controlled information.
  • Trade secrets or highly confidential commercial information.

Your organization may choose to disable meeting notes or restrict their use for specific groups, workspaces, or data types.

5.3. Cross-Border Data Transfers​

If meeting notes process data outside the jurisdiction where participants are located:

  • You may need to ensure appropriate cross-border transfer mechanisms are in place (e.g., standard contractual clauses, adequacy decisions).
  • Your legal and privacy teams should review Glean's data transfer documentation and ensure it aligns with your organization's obligations and risk profile.

6. Updates to This Guidance​

Glean may update this page from time to time. When we make material changes, we may provide additional notice within Glean Assistant, via email, or through other appropriate channels.

For questions about this page or about Glean Assistant meeting notes' privacy and data protection practices, please contact Glean Support or Glean's privacy / data protection contact, as listed in the Glean Privacy Statement.

© 2026, Glean Technologies, Inc.
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