Recording Transparency
What customers must do before using Loopion in a meeting and how Loopion helps keep meeting capture transparent.
Last updated: 19 July 2026
Important
Customers are responsible for ensuring that their use of Loopion is lawful. Before using Loopion to capture a meeting, customers and their authorised users must ensure that participants receive any notices required by applicable law and that an appropriate lawful basis has been established. Where consent is legally required, the customer is responsible for obtaining and recording that consent.
1. How Loopion supports transparency
Loopion is designed to make its presence clear:
- The Loopion assistant joins as a visible, named meeting participant;
- It does not intentionally join meetings as a hidden participant;
- Meeting audio is processed to produce the requested transcript, summary, decisions and actions;
- Loopion operates zero post-processing audio retention;
- Audio is deleted when processing is complete or can no longer be completed;
- Audio is not retained as part of the customer's meeting history; and
- Meeting outputs may be made available to authorised users or shared through customer-enabled notifications and meeting integrations.
The presence of the Loopion assistant does not replace the customer's responsibility to provide appropriate notice.
2. Customer responsibilities
The customer and its authorised users must:
- Inform participants before meeting capture begins;
- Explain that Loopion will process meeting audio and produce meeting outputs such as transcripts, summaries and actions;
- Explain how those outputs may be accessed or shared;
- Establish an appropriate lawful basis for the processing;
- Obtain consent where required by applicable recording or privacy law;
- Consider the laws applying in every relevant participant location;
- Follow applicable employment, confidentiality and monitoring requirements;
- Follow the customer's own organisational policies; and
- Avoid using Loopion where recording or processing would be unlawful.
Recording and privacy requirements can vary between jurisdictions. Customers should obtain appropriate legal advice where they are uncertain about the requirements applying to a meeting.
3. Recommended notice
Customers may include wording such as the following in the meeting invitation:
Loopion will join this meeting to produce a transcript, summary and action record. Please contact the organiser before the meeting if you have any concerns.
The organiser should also remind participants when the meeting begins.
4. Participant concerns and rights
Participants may raise concerns with the meeting organiser before or during the meeting.
Depending on applicable law and the circumstances, individuals may also have rights relating to their personal data, including rights of access, correction, deletion, restriction or objection.
Where the customer controls the meeting content, requests should normally be directed to the customer or meeting organiser. Loopion will assist the customer with valid requests where required under our Data Processing Agreement.
Questions may also be sent to:
Further information is available in our Privacy Policy.
Questions about this page?
We're happy to help — get in touch any time.