This guide outlines the policies and key Fireflies features to responsibly record and transcribe meetings.
Related article: Policy on keeping information safe
Ensuring transparency, control, and security with Fireflies
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Security and compliance
Security and compliance at Fireflies are extremely important to us. We take your trust in Fireflies to safeguard your data very seriously. When anyone signs up for a Fireflies account, they must agree to our terms of service and to the proper use of the Fireflies platform in their respective region/country.
Related article: Policy on keeping information safe
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Fireflies bot naming convention
Fireflies notetaker is designed to be transparent about its presence in meetings. That's why it's named "Fireflies.ai Notetaker {the name of the person who invited it}, to clearly indicate to all participants that a bot is recording the meeting on behalf of the person who invited it.
Related article: How to customize the bot name.
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Control how the bot should join
Fireflies offers several ways to capture live meetings. The most common is through the Fireflies AI Notetaker, which can join meetings as a participant.
When you first sign up, Fireflies asks you to review which type of meetings you want the bot to join as a participant and with whom you want to share the recaps. This setting gives you control over how you want to use Fireflies.
You can also configure these settings from the Fireflies dashboard.
Related: Read some FAQs on how Fireflies joins and records your meetings.
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Platform rules
The Fireflies dashboard also includes Platform rules that we encourage users to read and follow before using Fireflies.
Should I disclose that I am recording meetings?
- While the onus is on the user to inform participants that the call is being recorded for note-taking and transcription purposes, we strongly encourage you to notify the participants.
- This is also stated in the terms of service and on the platform rules page. It's one of the first things you are notified of when you sign up for Fireflies.
- Certain states/countries have different call recording laws, which we highly recommend users look at and research.
Can Fireflies notify participants in advance that it will record the call?
Fireflies has a compliance notification feature accessible to all users from the settings page.
If a user enables this feature, an hour before the meeting, an email will be sent to all participants informing them that the meeting will be recorded for note-taking purposes. You can customize the email body.
This email also provides participants with a link to opt out of having Fireflies attend the call. Even if one participant opts out, Fireflies will not join and capture the meeting.
Allowing Fireflies into a meeting
For many video-conferencing platforms (like Zoom and Google Meet), attendees have the option to admit participants outside their organization into the meeting.
Similarly, the Fireflies AI notetaker also explicitly seeks permission to join the meeting. Anyone in the meeting can admit or deny entry.
Can Fireflies be removed from a meeting that it joined?
Yes! The Fireflies bot can be removed from a meeting like any other participant. This can be done for any web conference app we support. Learn more.
Once removed, Fireflies will stop capturing the remaining meeting. Fireflies only records meetings where it stays for at least 3 minutes. Kicking the notetaker out before that will ensure that meetings are not recorded.
As a Fireflies user, you can also remove the bot from the dashboard by clicking the stop icon. Doing so will also wipe off all the data captured during the meeting.
Can a participant without a Fireflies account delete a meeting captured by Fireflies?
Participants who are not Fireflies users can request the person on whose behalf Fireflies joined to delete the meeting from their dashboard. Once deleted, the meeting is completely wiped from our system.
If the user is unresponsive to the request, a non-Fireflies user can send a deletion request to support@fireflies.ai
Email us from the same email ID that you used to join the meeting so we can validate the details.
- In the email, provide us with the Fireflies meeting ID, your name, email ID, and the person on whose behalf Fireflies joined the meeting.
- The meeting ID can be found on the Fireflies meeting recap link. For example, for this meeting recap: https://app.fireflies.ai/view/Fireside-Chat-Rowan-Nick::HKuj6fxYcD, the meeting ID would be HKuj6fxYcD.
If, for whatever reason, you didn't get the meeting recap or don’t know the meeting ID, please provide the title of the meeting, date, time, the email of the person Fireflies joined on behalf of. Any information that will help our support team will be most valuable here.
Conclusion
- Call recording rules vary by state and country, so it's essential for Fireflies users to be informed about them and use the tool responsibly.
- Fireflies provides the tools for users to record, transcribe, summarize, and analyze their meetings and be more productive. However, it is the user's responsibility to ensure that other people in the meeting are informed. Security, privacy, and compliance are of the utmost importance for Team Fireflies.
- That is why we take a transparent approach and multiple steps to empower users to make the right choices.
- In the event, the users don't comply, we offer the ability for participants to have the specific meeting recordings and transcripts to be wiped.
At the end of the day, Fireflies is a technology. How it is used will ultimately depend on the user's intent.
The best thing to do as a participant is to have a conversation with the user and ask why they plan to use Fireflies to capture a particular meeting and if they could remove it from the meeting or delete the recording entirely if needed.
Related article: How do we keep your information safe?
If you still have questions about using Fireflies, feel free to ask them here.