AI Note Takers and the Law: Are You Compliant?
The rise of AI note-taking tools like Google Gemini and Microsoft Copilot is transforming the way we record and summarise meetings. While they offer convenience and improved productivity, their increasing presence—sometimes without consent—raises both legal and ethical concerns. In some cases, AI bots are entering meetings unannounced or replacing human attendees altogether, prompting important questions around transparency, etiquette, and compliance.
In Australia, recording private conversations without proper consent is illegal in most states and territories. Even in jurisdictions that allow one-party consent, sharing recordings without permission is still restricted. AI tools that automatically capture, store, and share meeting content may breach the Privacy Act 1988 and Australian Privacy Principles if they handle personal or sensitive information. This is particularly concerning for industries like healthcare, legal, or HR, where professional standards and privacy obligations demand explicit consent.
Beyond legality, there’s also a pressing need for updated organisational policies and digital meeting etiquette. Who has access to AI-generated notes? Where are these files stored, and for how long? Many default settings make notes accessible to entire teams without oversight. As AI continues to integrate into workplace systems, organisations must clarify expectations and establish protocols to ensure these tools are used responsibly, legally, and transparently.