AI Notetaker Policy Template for a 50-200 Person Company

Yes, a 50-200 person company can allow AI notetakers, once one person owns the decision and six controls are in place: one approved tool, a disclosure rule, sensitive-meeting exclusions, private-by-default access, a retention rule you can run, and a signed DPA with no training on your data. Below: who decides, a one-page policy and a one-week rollout.

If nobody knows whether you are allowed today, the honest answer is that it is undecided, and undecided usually means people already use personal accounts and free tools you cannot see. This page is the short version for companies without a security team. For the full vendor review (SSO, SCIM, audit logs, Slack scopes, data residency), use our IT admin checklist; we don't repeat it here. Reline makes an AI notetaker, so where we mention it, we say what it has and what it lacks.

Pick one owner, not a committee. At this size the owner is usually the IT lead or the head of operations, because they will run the tool. The owner writes the policy and collects three sign-offs, each a short review rather than a project.

Leadership approves the final page once. After that, the owner reviews it every six months or whenever you change tools.

An IT lead who is nervous about AI notetakers is usually worried about four things: a bot nobody invited, recordings of meetings that should never be recorded, notes shared too widely, and meeting data ending up where it should not. These six controls cover all four. Ask for evidence in a trial workspace, not a yes on a sales call.

What can wait at this size: SSO, automatic deprovisioning (SCIM), an audit log and a SOC 2 report. They matter more as you grow, and the IT admin checklist shows how to test each one.

Paste this into your handbook, fill the brackets and keep it to one page. Each clause matches one of the six controls.

AI meeting notetaker policy. Owner: [NAME, ROLE]. Effective: [DATE]. Next review: [DATE + 6 MONTHS]. Applies to everyone who records, transcribes or summarizes company meetings.

1. Approved tool. Use only [TOOL NAME], on your company account, to record, transcribe or summarize company meetings. Personal accounts, browser extensions, free transcription apps and other notetaker bots are not allowed for company meetings. Ask [OWNER] to review any new tool before you use it.
2. Disclosure. If you record, say so at the start of the meeting and, where practical, in the invite. Ask external participants before you record. If anyone objects, stop recording and take notes by hand.
3. Do not record. HR, performance and disciplinary meetings; legal or privileged discussions; security incidents; M&A or other non-public financial information; meetings with health or other regulated personal data. Exceptions need written approval from [LEGAL OR OWNER].
4. Access and sharing. Notes are private by default. Share each note only with the people who need it. Do not create public links for meeting notes unless [OWNER] approves. When someone leaves, [THEIR MANAGER] takes over their notes and [OWNER] removes their access on their last day.
5. Retention. Keep recordings and transcripts for [N] days and meeting notes for [N] months, then delete them, unless a documented legal hold or business reason applies. [OWNER] runs a deletion check every [MONTH OR QUARTER].
6. Data handling. The approved tool must have a signed DPA and must not use our meetings to train AI models. Do not paste meeting content into unapproved AI tools. Treat transcripts as confidential, like the conversation itself.

Questions go to [OWNER]. A breach of this policy is handled like any other breach of our acceptable-use rules.

1. Day 1: name the owner and find what is already in use. Ask in your team chat which notetakers people use, check calendar invites for bot attendees, and list the AI apps with access in your Google Workspace or Microsoft 365 admin console.
2. Day 2: trial one or two tools with three to five volunteers. Score each against the six controls and keep the evidence: screenshots of sharing settings, the DPA, the result of the delete test.
3. Day 3: get the sign-offs. Legal or privacy reviews the disclosure wording and the DPA, HR reviews the do-not-record list, and you brief the works council if you have one.
4. Day 4: configure before anyone records. Set sharing defaults, turn off public links if the tool allows it, write down the deletion routine and add a recording notice line to your external meeting invite template.
5. Day 5: announce and switch. Send the message below, buy seats for the approved tool, remove unapproved bots and app grants, and put the six-month review in the owner's calendar.

Use the six controls with any vendor, including us. Here is what Reline has today and what it does not.

Pricing for a company rollout: Free is $0 (10 hours of transcription a month). Professional is $15 per user per month, or $12 billed annually, with unlimited recording and transcription. Enterprise is $32 per user per month, or $26 billed annually, and adds SSO, the audit log, policy locks and a custom DPA and MSA.