Spotlight.ai Notetaker Security FAQ

The Spotlight.ai Notetaker is designed with transparency, control, and enterprise-grade security in mind. This article answers common security questions from customers and prospects.

Is anyone notified when the Notetaker joins?

✅ Yes. A consent reminder email is automatically sent to external participants before every meeting the Notetaker joins — no one is transcribed without prior notice.

Can the Notetaker join any meeting?

❌ No. The Notetaker only joins meetings that meet specific conditions. For full details, see When Will the Spotlight.ai Notetaker Join My Meetings?

Is the Notetaker visible in the meeting?

✅ Yes. The Notetaker appears as a named participant in the meeting — it does not operate silently or invisibly.

Can the Notetaker be removed during a meeting?

✅ Yes. The meeting organizer can remove the Notetaker at any time during the meeting, just like removing any other participant.

Can we control which meetings it joins?

✅ Yes. Admins can limit the Notetaker to specific users or groups. Individual users can also block it from joining meetings with specific email domains directly from their profile settings.

Who authorizes it?

Authorization depends on the meeting platform:

• Microsoft Teams: A Microsoft Administrator must explicitly authorize the Notetaker via Microsoft Entra before it can access any calendar or Teams meeting.
• Zoom: The Notetaker follows Zoom's default behavior for third-party Notetakers — no special admin authorization is required beyond your organization's standard Zoom settings.

Is data encrypted?

✅ Yes. All data is encrypted both in transit and at rest.

Is Spotlight.ai SOC 2 certified?

✅ Yes. Spotlight.ai is SOC 2 Type 2 audited across Security, Availability, Confidentiality, and Privacy.