How Avidly/H&D manages meeting recordings, covering consent, data security, external sharing, and GDPR compliance.
At Avidly, we prioritise transparency and your privacy when it comes to recording our meetings. This article explains how we manage recorded sessions to ensure your data is handled securely and responsibly.
How We Record and Use Your Data
We use Fireflies.ai, Fathom.video and Google Gemini as our approved AI notetaker tools. At the start of any recorded meeting, we will:
- Inform all participants that the meeting is being recorded.
- Clearly state that the recording is for internal information sharing within Avidly.
- Seek your explicit verbal or written consent before proceeding. This consent will be logged in the meeting minutes.
- Should you object, the recording will be stopped immediately.
External Sharing and Data Security
If we intend to share a recording outside Avidly, we will inform you separately and obtain your explicit approval, which will also be logged.
Your data is stored securely:
- Gemini, Fathom and Fireflies.ai. Video stores all data in the United States and is GDPR compliant for our EU/UK clients.
- Gemini, Fathom and Fireflies.ai hold HIPAA, SOC2 Type II, and GDPR compliance certifications, ensuring high security standards.
- Gemini, Fathom and Fireflies.ai do not use this meeting content to train their AI models, keeping our discussions confidential.
- We will never use your transcripts to train any public model.
- All recording data and metadata are removed upon account deletion, with backups purged after seven days.
Your Trust Matters
The organiser of each meeting is responsible for ensuring that you have obtained and verified the information. Your trust is paramount to us, and we are committed to maintaining the highest privacy and data security standards.
If you have any questions, please do not hesitate to contact your Avidly representative.