Recording Consent

1. How Loopion Records Meetings

Loopion joins your scheduled meetings as a named participant ("Loopion Assistant"). When the meeting begins:

• Loopion joins the call as a visible participant — attendees can see it in the meeting
• Audio is captured in real-time for transcription
• AI processes the transcript to extract action items, owners, and deadlines
• Audio files are deleted after processing (within 7 days)
• Actions and transcripts are stored in your workspace

2. Your Consent Obligations

As the meeting organiser or Loopion workspace administrator, you are responsible for:

2.1 Informing Participants

All meeting participants must be informed that:

• The meeting will be recorded by an AI assistant
• Audio will be temporarily captured and processed
• AI will generate a transcript and extract action items
• A recap may be posted to a shared Teams channel

2.2 Obtaining Consent

Depending on your jurisdiction and organisation's policies, you may need to:

• Include a notice in the calendar invitation that the meeting will be recorded
• Announce at the start of the meeting that recording is active
• Obtain explicit consent from each participant
• Provide participants the option to opt out or leave the meeting

2.3 Legal Compliance

You must comply with all applicable laws, including:

• UK/EU: General Data Protection Regulation (GDPR), UK Data Protection Act 2018
• UK: Regulation of Investigatory Powers Act 2000 (RIPA)
• US: Relevant state recording consent laws (one-party vs two-party consent states)
• Workplace: Internal policies on employee monitoring and recording

3. Recommended Practices

We recommend the following best practices:

• Add a line to your calendar invitation template: "This meeting will be recorded by Loopion for action tracking. Please let the organiser know if you have concerns."
• Have a brief verbal announcement at the start of recorded meetings
• Make your organisation's recording policy available to all employees
• Allow participants to request their data be excluded

4. Participant Rights

Participants whose meetings are recorded have the right to:

• Be informed that recording is taking place
• Request access to any personal data captured about them
• Request deletion of their data from Loopion
• Object to the recording and leave the meeting

Workspace administrators can manage participant data through the Loopion platform. For data subject requests, contact privacy@loopion.ai.

5. Our Commitment

Loopion is designed with transparency in mind:

• Our assistant joins as a visible, named participant — never silently
• Audio is processed and deleted — we don't keep raw recordings
• Transcripts and actions are only accessible to workspace members
• We provide tools to delete meeting data at any time

6. Contact

If you have questions about recording consent or need guidance for your organisation, contact privacy@loopion.ai.