Artificial Intelligence (AI) meeting assistants are smart tools that help make meetings more efficient by handling tasks like scheduling and taking notes. However, they do have some drawbacks, such as privacy concerns and potential misunderstandings. Because of these issues, using AI-powered meeting assistants at BU requires an assessment by our IT team.
What AI assistants might this refer to?
Third-party tools like Fireflies.ai and Otter.ai, which record, transcribe, or summarise meetings, should not be used in BU meetings without consulting IT Services. These tools can pose risks to our data security and confidentiality.
Additionally, free generative AI tools, such as ChatGPT, must not be used to handle any BU or personal data. This includes use in BU staff and student meetings (Teams, Zoom, etc.), intellectual property, and any personally identifiable information (PII). If the service is free, your data might be used in ways you don't expect.
Key risks
1. Loss of control
AI tools can auto-join Microsoft Teams meetings - without the organiser's knowledge or consent.
Participants often cannot remove them once they’ve joined.
Tools may send out automated summaries containing sensitive data.
2. Unintentional use
Students and staff may accidentally trigger these tools via calendar integration (e.g. Outlook, Google Calendar).
This can result in unauthorised recording or transcription of meetings.
3. Security concerns
Data is often processed on external servers, outside BU’s secure infrastructure.
Using "free" tools may mean paying with your data.
Risks include data breaches, unauthorised access, and regulatory non-compliance.
4. External engagements
Do not proceed with external meetings if an AI assistant is active.
Politely request deactivation, e.g.
“For confidentiality and compliance reasons, we request that AI notetakers be disabled during our discussions.”
What can you do to help protect our data and yours?
Disable auto-join and calendar sync in any AI meeting tools
Inform all participants if recording or note-taking tech is used - even after BU IT approval
Never use third-party AI tools with BU systems without consulting BU IT Services.
Report any unknown assistant joining your meetings to BU IT Services immediately.
Support available - BU IT Services can:
Evaluate AI tools for security compliance.
Recommend safe alternatives
Assist with Teams configuration to prevent unapproved tool access.
Contact:IT Service Desk on (01202 9) 65515 or freephone (UK only) 0808 196 2332.
