AI is everywhere in the workplace, and meetings are no exception. AI notetaking solutions offered by Otter, Fathom, Chorus, Avoma, and others have become common tools for creating efficiency. 

But here’s the challenge: bringing AI into your meetings isn’t just about convenience. It's an opportunity to measure what really matters in meetings, but that is only possible if you and your attendees are comfortable with AI in the room. In search of that comfort, it’s worth asking the right questions to protect your data and ensure you’re getting real value. 

At Relate, our AI meeting analyst and coach, Sandi, is built with trust at the core, literally. From enterprise-grade encryption to behavioral insights that help teams communicate better, we practice what we preach, trust.  

Here are five questions every leader should ask before choosing which AI solution to invite to your meetings. 

Meeting conversations often contain sensitive business information. Ask: 

• Is my data encrypted in transit and at rest? 

• Where is my data stored? 

• How long is my data retained and can this be customized? 

• Is my data deleted once I stop using the platform? 

• Do they have certifications like GDPR, HIPAA, SOC 2, CIS, CCPA, and ISO 27001:2022? 

Some tools use your conversations to train their models or allow broad internal access to transcripts and summaries. Leaders should ask: 

• Is my data ever shared outside my company? 

• Is it used to train third-party AI models? 

• Can I restrict access at the role or team level? 

• Can the solution be deployed on premises? 

• Who does the summary go to, all attendees or just me? 

Relate puts access and privacy in your hands. Only authorized users can view insights, and your data is never shared or repurposed. 

As Rebecca Bultsma’s viral LinkedIn post points out, auto-joining bots can create awkward, and even risky, situations by entering calls they shouldn’t. 

With Relate transparency is baked in. Meeting attendees will always be notified when Sandi is present in a meeting and see a brief summary on what Sandi's role is. 

Efficiency matters: notetakers reduce manual effort and ensure decisions aren’t lost. But efficiency isn’t the same as effectiveness. 

Relate goes further by acting as a meeting coach: 

• Providing behavioral insights tied to trust, clarity, and accountability 

• Offering feedback loops that help teams communicate better over time 

• Improving employee effectiveness by 10% (the equivalent of adding 1.3 FTEs for every 10 users) 

Finally, ask whether the provider signals transparency and trust. With many AI tools, it’s unclear where your data goes or how it’s used. Some AI tools have a level of persistence once installed, or if meeting summary buttons are clicked. In our testing, we noted that some programs leave persistent registry keys after removal. This should be a red flag to Security teams.  

At Relate, Sandi’s logo is more than a design choice, it’s a point of safety. When you see Sandi in your meeting, you know your data is secure, actionable insights stay with your team, and the AI is there to help you build trust and clarity—not just to record. 

AI solutions can deliver real efficiency, but choosing the right one means asking tough questions about data, safety, and effectiveness. 

• If you want meeting summaries, there are plenty of tools for that. 

• If you want trust, security, and measurable improvement, Relate is built for you. 

With certified compliance, enterprise-grade encryption, and a coaching-first design, Relate helps leaders and teams grow with confidence. 

Ready to experience a safer, smarter way to bring AI into your meetings? Try Relate today.