Please be wary about AI notetakers in online meetings

5 June 2025

We’re aware that AI notetakers are still being used by external attendees in online Teams meetings.

Please make sure you're aware of our position on AI notetakers:

• No external AI notetakers allowed: External participants should be informed before the meeting starts that AI notetakers are not permitted. The meeting chair will handle notetaking and distribution.
• Examples of AI notetakers: Some common AI notetaking apps include Leexi.ai, Read.ai, and Otter.ai.
• Why it matters: We have no security controls over external AI notetakers. They can record and summarise meetings, collect and share personal details, and note actions. This can lead to unauthorised data sharing and potential security risks.
• Stay vigilant: We understand it’s hard to monitor, especially in large meetings. However, please try to prevent the use of external AI notetakers.
• Upcoming solution: We will soon introduce an AI notetaker for our online meetings using MS 365 Co-pilot, giving us full control over the information.
• Report issues: If you find an external AI notetaker has been used in a meeting, log a security incident ticket on HALO immediately.