--- title: What are AI notetakers in online meetings, how to recognise and remove them and why they are not permitted description: AI notetakers are automated bots that join online meetings in Microsoft Teams and Zoom to record, transcribe, and summarise conversations. --- [Skip to content](https://help.stalbansdiocese.org/ai-notetakers#main-content) English Show submenu for translations [![dioceseofstalbans-technology\_474x247-1](https://help.stalbansdiocese.org/hs-fs/hubfs/dioceseofstalbans-technology_474x247-1.png?width=192&height=100&name=dioceseofstalbans-technology_474x247-1.png)](https://help.stalbansdiocese.org/?hsLang=en) - [🎟️Raise Support Ticket](https://help.stalbansdiocese.org/tickets-new) - [🎫My Tickets](https://help.stalbansdiocese.org/tickets-view) - [🧠Knowledge Base](https://help.stalbansdiocese.org/) Open main navigation Close main navigation - [🎟️Raise Support Ticket](https://help.stalbansdiocese.org/tickets-new) - [🎫My Tickets](https://help.stalbansdiocese.org/tickets-view) - [🧠Knowledge Base](https://help.stalbansdiocese.org/) - English Show submenu for translations - [My Tickets](https://help.stalbansdiocese.org/tickets-view) [My Tickets](https://help.stalbansdiocese.org/tickets-view?hsLang=en) How can we help? - There are no suggestions because the search field is empty. 1. 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[Artificial Intelligence (AI)](https://help.stalbansdiocese.org/software-services?hsLang=en#artificial-intelligence-ai) # What are AI notetakers in online meetings, how to recognise and remove them and why they are not permitted ## AI notetakers are automated bots that join online meetings in Microsoft Teams and Zoom to record, transcribe, and summarise conversations and should not be used (except Microsoft Copilot) #### 📃Contents - [What Are AI Notetakers? \>](https://help.stalbansdiocese.org/ai-notetakers#what) - [Why AI Notetakers Are Not Permitted \>](https://help.stalbansdiocese.org/ai-notetakers#why-banned) - [How to Recognise an AI Notetaker \>](https://help.stalbansdiocese.org/ai-notetakers#recognise) - [How to Remove an AI Notetaker \>](https://help.stalbansdiocese.org/ai-notetakers#remove) - [What You Can Use Instead \>](https://help.stalbansdiocese.org/ai-notetakers#alternatives) --- #### 📌 What Are AI Notetakers? AI notetakers are **automated bots** that join online meetings in Microsoft Teams and Zoom to **record, transcribe, and summarise conversations**. Popular examples include: - Otter.ai - Fireflies.ai - Fathom - Avoma These tools are often used by individuals to capture meeting notes without manual effort. --- #### 🚫 Why AI Notetakers Are Not Permitted In our organisation, AI notetakers are **not allowed** in meetings for the following reasons: - 🔐 **Privacy risks**: These bots may record sensitive or confidential information. - 📤 **Data security**: Transcripts are often stored on third-party servers outside our control. - 📜 **Compliance**: Use of such tools may breach data protection regulations (e.g. GDPR). - 🤝 **Transparency**: These bots can join silently, without everyone’s knowledge or consent. --- #### 👀 How to Recognise an AI Notetaker AI notetakers usually appear in the meeting participant list with names like: - “Otter.ai Notetaker” - “Fireflies.ai” - “Fathom Recorder” - “AI Assistant” They often join as **guests or anonymous users**, and may not have a camera or microphone enabled. --- #### 🧹 How to Remove an AI Notetaker If you spot an AI notetaker in your meeting: 1. Open the **Participants** panel. 2. Click the **three dots (···)** next to the suspicious name. 3. Select **Remove from meeting**. --- #### ✅ What You Can Use Instead If you need help with meeting notes, Microsoft's Copilot in Microsoft Teams works securely within our Microsoft 365 environment and complies with our data policies. Copilot in Microsoft Teams does require a license. Please read this article for more information: - **[What can I do with Microsoft 365 Copilot? \>](https://help.stalbansdiocese.org/copilot?hsLang=en)** - **[Copilot in Outlook & Teams \>](https://help.stalbansdiocese.org/copilot?hsLang=en#outlook-teams)** --- ### Related articles - **[Teams Training: Meeting Options \> Meeting access](https://help.stalbansdiocese.org/teams-training-meeting-options?hsLang=en#recommended)**   - [Communications](https://help.stalbansdiocese.org/communications?hsLang=en#main-content) - [Branding](https://help.stalbansdiocese.org/communications?hsLang=en#branding) - [Devices](https://help.stalbansdiocese.org/devices?hsLang=en#main-content) - [All Devices](https://help.stalbansdiocese.org/devices?hsLang=en#all-devices) - [Computer](https://help.stalbansdiocese.org/devices?hsLang=en#computer) - [iPhone, iPad & Android](https://help.stalbansdiocese.org/devices?hsLang=en#iphone-ipad-android) - [Personal](https://help.stalbansdiocese.org/devices?hsLang=en#personal) - [Links](https://help.stalbansdiocese.org/links?hsLang=en) - [Software & Services](https://help.stalbansdiocese.org/software-services?hsLang=en#main-content) - [Artificial Intelligence (AI)](https://help.stalbansdiocese.org/software-services?hsLang=en#artificial-intelligence-ai) - [Calendars & Tasks](https://help.stalbansdiocese.org/software-services?hsLang=en#calendars-tasks) - [CMS & Database](https://help.stalbansdiocese.org/software-services?hsLang=en#cms-database) - [Emails](https://help.stalbansdiocese.org/software-services?hsLang=en#emails) - [Files](https://help.stalbansdiocese.org/software-services?hsLang=en#files) - [Meetings](https://help.stalbansdiocese.org/software-services?hsLang=en#meetings) - [Finance](https://help.stalbansdiocese.org/software-services?hsLang=en#finance) - [Forms](https://help.stalbansdiocese.org/software-services?hsLang=en#forms) - [PDFs](https://help.stalbansdiocese.org/software-services?hsLang=en#pdfs) - [Printing & Scanning](https://help.stalbansdiocese.org/software-services?hsLang=en#printing-scanning) - [Security & Data Protection](https://help.stalbansdiocese.org/software-services?hsLang=en#security-data-protection) - [SharePoint & OneDrive](https://help.stalbansdiocese.org/software-services?hsLang=en#sharepoint-onedrive) - [Staff](https://help.stalbansdiocese.org/software-services?hsLang=en#staff) - [Teams](https://help.stalbansdiocese.org/software-services?hsLang=en#teams) - [Teams Phone](https://help.stalbansdiocese.org/software-services?hsLang=en#teams-phone) - [Video Conferencing](https://help.stalbansdiocese.org/software-services?hsLang=en#video-conferencing) - [Website](https://help.stalbansdiocese.org/website?hsLang=en) - [Contact](https://help.stalbansdiocese.org/contact?hsLang=en) [![Chill listening crop-3](https://help.stalbansdiocese.org/hs-fs/hubfs/apple-touch-icon-1.png?width=24&height=24&name=apple-touch-icon-1.png "Chill listening crop-3")](https://help.stalbansdiocese.org?hsLang=en) St Albans Diocesan IT Team Copyright © 2026, Diocese of St Albans