Global employer guide to recording and transcribing internal meetings

Why should I read this?

Recording and transcribing internal meetings is becoming increasingly common across all sectors.

With a simple press of the 'record (and transcribe)' button, organizers can help absent colleagues catch up or streamline the preparation of meeting minutes. Artificial Intelligence (AI) can generate summaries or draft minutes. These can be convenient and time-saving actions.

However, when meetings are recorded and transcribed in an employment context - whether for internal discussions, business planning, disciplinary matters, performance management, or sickness absence - it’s essential to press 'pause' and weigh the benefits against the risks.

Our global employer guide (linked below) is designed to help employers navigate the key data privacy and employment law considerations.

What do I need to know?

Employers considering recording and/or transcribing internal meetings using AI across a global workforce must comply with a complex landscape of employment and data protection laws.

Key employer questions include:

• Should we seek employee consent before recording and transcribing meetings?
• What are the specific data protection considerations to think through, particularly if discussing sensitive personal data?
• Which employment laws must we consider and comply with?
• What other risks should we be aware of, such as protecting legally privileged information, data subject access rights, and more?

We’ve prepared a global employer guide to recording and transcribing internal meetings that answers these questions, shares global best-practice tips, and highlights key issues to be aware of in sample jurisdictions and regions, including Asia, Europe, the UK, and the US.

While there are common global themes - such as the need for transparency, robust data privacy and security, clear internal policies, and human oversight of AI-generated outputs - there are also important differences to note across jurisdictions. These include variations in employee consent requirements, the scope of employee rights, definitions and treatment of sensitive personal data, and approaches to AI risk categorization and regulatory enforcement.

How can we help?

Our global team of specialist AI lawyers at Eversheds Sutherland is at the forefront of advising on the intersection of technology and employment and data privacy law. We regularly support clients with:

• Navigating global AI and employment law developments, including the EU AI Act
• Building AI compliance frameworks and policies for HR and legal teams
• Understanding global data privacy requirements
• Completing global and local audits of workforce-related risks
• Delivering practical training for HR and in-house counsel on AI, to support both innovation and compliance

For further information or to discuss how we can support your organization, please contact your usual Eversheds Sutherland contact or one of our team members listed below.

View the guide