Notetaker: privacy and security overview

Notetaker captures meeting audio on your computer, then uses cloud processing to create transcripts and summaries. Use this guide to review consent, storage, retention and sharing. Request the SOC 2 report, Data Processing Addendum (DPA), subprocessor list and security documents through the Wispr Trust Center; some require an NDA.

Capture and participant consent

Flow captures your microphone and system audio locally and streams it to Wispr for transcription. It hears only audio available to your computer. No Wispr bot joins the call. Audio held on your device during a connection interruption is transcribed after you reconnect.

You are responsible for the rights, permissions, notices and consents needed to record, monitor or transcribe participants, including people who do not use Flow. A bot-free recording does not itself notify everyone or obtain consent. Wispr does not obtain participant consent on your behalf. Requirements vary by jurisdiction and internal policy; consult your legal team if needed.

Processing, security and AI providers

• Location: Wispr processes customer data in the United States and does not operate regional service processing in the EU, EEA or Asia-Pacific. Confirm individual subprocessors’ locations and transfer terms in the current DPA and subprocessor materials; do not treat the service location as a guarantee about every provider.
• Protection: data is encrypted in transit and at rest using managed, regularly rotated keys. Internal access follows least privilege, with role-based controls and MFA.
• International transfers: the DPA incorporates EU Standard Contractual Clauses; a UK Addendum is available.
• AI processing: cloud transcription and summarization involve third-party AI providers acting as subprocessors under the DPA. Provider retention and training terms differ; consult the subprocessor materials in the Trust Center under NDA.
• Model training: Wispr does not use customer content to train its models without consent.

The authorized subprocessor list is incorporated into Annex III of the DPA. Wispr provides at least 10 days’ prior written notice before adding a subprocessor.

Retention and deletion

Data	Retention
Uploaded meeting audio	Deleted from Wispr’s servers when processing finishes, whether successful or failed.
Local meeting audio	Kept on your computer for about 24 hours after the meeting finalizes. Resume depends on this local copy.
Transcript	Kept indefinitely by default, unless you delete the meeting or a transcript retention window expires.
Title, notes and Flow Summary	Kept until you delete the meeting. Transcript retention does not delete these.
Calendar event data	No time-based expiry; see calendar controls below.

In Settings → Data & Privacy → Notetaker transcript retention, available windows are 1, 7, 30, 90, 180 or 365 days, or Never delete. Shortening the window requires confirmation and permanently removes older transcripts from your devices and Wispr’s servers within 24 hours. Existing uploaded transcripts remain subject to the schedule when Dictation Cloud Storage is turned off.

Deleting a meeting permanently removes its notes, summary, transcript and associated speaker-identification data across devices. The desktop Local data storage setting applies to dictation, not Notetaker. See Control how long Notetaker keeps your meeting data for the full retention controls and their effects.

Who can see a meeting

A meeting is private to its recorder until shared. Recipients are view-only; only the owner can invite people. My thoughts are excluded from shared notes.

• Share links, including domain-restricted links: Summary only; the Transcript stays locked.
• Email invitations: Summary and Transcript by default. The owner’s organization can restrict invited recipients to Summary only. Removing an invitation locks the Transcript the next time that recipient opens the note.
• Owner: retains full access to their own transcript regardless of the sharing-content policy.

The owner’s organization policy governs even when a recipient belongs to another organization. Explicit visibility choices are preserved; background sharing does not widen them. Admins can allow public links, specific internal/external recipients, internal recipients only, or disable sharing. Disabling sharing does not delete existing links or notes. Ask the owner’s administrator about access under the current policy. See Sharing meeting notes from Notetaker for the controls.

Optional calendar access

Connecting Google Calendar or Outlook supports event matching, participant names and reminders. Calendar data includes event titles, times, conference links, colours, recurrence identifiers and attendees. Location text is parsed for a meeting link and is not retained. Cancelled or stale events are marked inactive rather than deleted; deleting your Flow account removes calendar data.

Each person authorizes their own calendar. Disconnect it in Flow or revoke access in the provider’s settings. Disconnecting clears calendar data from your devices; existing notes retain event details already captured. See Meeting detection, reminders, and calendar.

Organization restrictions and HIPAA

Administrators manage Notetaker access, calendar connectors, sharing and blocked attendee domains. Domain rules rely on linked calendar attendees; ad-hoc meetings and failed checks are not blocked by that check.

A signed personal or organization HIPAA BAA blocks Notetaker recording. An organization cannot accept an org-wide BAA while Notetaker is enabled. Enabling Notetaker on a BAA-signed organization requires a separate BAA-revocation confirmation; this changes the agreement and should be reviewed by the appropriate administrator. Dictation remains a separate workflow.

If Flow shows an access or cloud-storage restriction, follow that message or contact your admin. See organization Notetaker controls. For contractual terms, formal questionnaires or security reports, use the Trust Center.