People you record must know they are being recorded and that AI summarises the conversation. In online meetings the notetaker says so itself. For phone calls and in-person conversations, you do.
Online meetings: the notetaker's message
When the notetaker joins a Teams, Google Meet or Zoom meeting, it shows a visible name and logo, and posts one message in the chat for everyone. By default it says:
Hi, I am {botName}, the AI notetaker of {recruiterName}. This meeting is recorded, transcribed and summarised with AI. Do you not want this? Tell {recruiterName}, and they remove me from the call.
Hyre fills in the notetaker's name and your name. If someone doesn't want to be recorded, remove the notetaker from the meeting.
Changing the message (for example into another language)
Go to Settings › Notetaker. You must be an owner, admin or manager.
Under Chat message on join, enter your own text, at most 500 characters. Use
{botName}and{recruiterName}for the names. If you leave the field empty, Hyre uses the English default.Save.
Watch out
People who join later don't see the message. And in a meeting where the chat is closed to the notetaker, it doesn't appear. So say it out loud as well.
In a meeting with people from more than one organization that use Hyre, the notetaker always posts the default message and default name.
Phone calls
Hyre only records calls that go through Hyre: calling with Call in Hyre, or adding your Hyre number to a call. There is no automatic announcement. Say at the start of the call that you are recording and that AI summarises it.
In-person conversations and memos
For a recording with Record in Hyre, or with a Plaud or Hey Pocket recorder, nobody gets an automatic notice. Tell the people in the room that you are recording, before you start.
Not recording
Per meeting: in your calendar, mark the event so the notetaker doesn't join.
By default: under Settings › Notetaker, switch off Join my meetings automatically. You then invite the notetaker yourself with Add Notetaker when you do want to record.
Afterwards: delete the conversation in Conversations.
Good to know
You are responsible for informing candidates and clients. Your agency is the controller, Hyre is the processor. Put in your privacy notice that you record conversations and summarise them with AI, and why.
Tip for invites: add a line to your calendar invite, for example: "I use an AI notetaker that records and summarises this call. Rather not? Just let me know."
How long? We keep the video recording of a meeting for 30 days. The transcript and summary stay until you delete them. See Retention, do not contact and erasing a person.
If someone asks you to delete a recording, delete the conversation. If someone wants out of your systems completely, have an owner or admin erase the person.
Watch the video
Video: Privacy and your data in the Hyre Academy (2 min, Dutch). Video: Notetaker in the Hyre Academy (1 min, Dutch).
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