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A meeting notetaker that joins your calls, on a server you control
Our meeting notes service sets up a notetaker bot that joins your video calls as a visible participant, records and transcribes them, and stores the result on a self-hosted server rather than in yet another subscription tool. Participants see the bot in the call and are told it is recording; nothing is recorded in secret.
What we do for you
- A notetaker bot you invite to a meeting like any participant, with a clear name
- Recording and transcription of the call
- Hosting on a self-hosted server (yours, or one we run for you), so recordings do not sit in a third-party notetaker's cloud
- A short notice text for invitations and the start of calls, so participants know before it starts
- Access rules: who in your team can read which transcripts
- A retention period agreed with you, after which recordings are removed
Who it is for
- Fits: teams with many client or internal calls who lose decisions and details afterwards
- Fits: organisations that prefer recordings to stay on infrastructure they control
- Fits: managers who need a searchable written record of what was said
- Does not fit: recording people without telling them — we will not set that up
- Does not fit: meetings whose content cannot be recorded at all under your sector's rules (we check with you first)
Why self-hosted
Most notetaker tools send your recordings and transcripts to their own cloud, under their own terms and retention rules. Many meetings contain client information, prices, staff matters. A self-hosted notetaker keeps the audio and text on a server you control, with access and deletion rules you decide. We run this setup on our own infrastructure; for a client, it can run on your server or on one we manage in your name.
What the meeting platforms do about recording
The big video platforms are built around the idea that people know when they are recorded. Google Meet says participants "get a notification when the recording starts or stops", and that an administrator may require all participants to give explicit consent before features such as recording or transcription start. Microsoft Teams says all participants are notified as soon as a recording starts, and adds: "Depending on your region, you may need everyone's permission before you can record them."
A bot that joins as a participant is visible in the participant list, which is the point: nobody should discover afterwards that a call was recorded.
Your obligations, and how we help you meet them
A recording of a voice and a transcript of what someone said are personal data. Under the GDPR, people must be told who is responsible for the processing and for what purposes and on what legal basis (Article 13), and data must not be kept longer than necessary (Article 5). For AI-based processing, the CNIL also asks for a clearly defined purpose, minimal data and a retention period fixed in advance.
- We give you a short notice for invitations and for the start of each call
- The bot does not join a meeting it was not invited to
- Recordings and transcripts are kept for the period you choose, then removed
- Access is limited to the people who need it
- The decision to record a given meeting remains yours and your participants'
How we set it up
- Agree the use. Which meetings, for what purpose, who reads the transcripts, how long they are kept.
- Install. We deploy the notetaker on a server you control and connect it to the video platforms you use.
- Write the notices. A line for calendar invitations and a sentence to say at the start of calls.
- Test. A few internal meetings to check audio quality, transcription and access rules.
- Hand over. A one-page guide for your team: how to invite the bot, where transcripts are, how to delete one.
Hosted tool or self-hosted notetaker?
| Question | Typical hosted notetaker | Self-hosted notetaker |
|---|---|---|
| Where recordings live | The provider's cloud | A server you control |
| Retention rules | The provider's settings and terms | Yours |
| Setup effort | Low | Higher: a server to run and maintain |
| Who can switch it off | The provider and you | You |
Questions we get
Will participants know they are being recorded?
Yes. The bot appears in the call under a clear name, and we give you a notice for invitations and the start of calls. We do not set up hidden recording.
Which video platforms does it work with?
The notetaker joins common video-call platforms as a participant. We confirm compatibility with the tools you use before installing.
Where are recordings stored?
On a self-hosted server — yours, or one we run in your name — not in a third-party notetaker's cloud.
How long are recordings kept?
For the period you decide, which should be no longer than the purpose requires. After that they are removed.
Do I need everyone's consent?
Rules differ by country, and platforms such as Microsoft Teams remind you that you may need everyone's permission. We help you inform participants; the legal decision stays with you.
Sources
- Google Meet Help — Record a video meeting (checked 2026-10-06)
- Microsoft Support — Record a meeting in Microsoft Teams (checked 2026-10-06)
- GDPR, Chapter III (Article 13) — CNIL edition (checked 2026-10-06)
- GDPR, Chapter II (Article 5) — CNIL edition (checked 2026-10-06)
- CNIL — AI: how to comply with the GDPR (checked 2026-10-06)