Notetaker: privacy and security overview
Last updated: October 16, 2026
Available on: Mac and Windows.
Notetaker uses cloud processing for meeting transcripts and summaries. Review consent, protection, retention, sharing and access before you record or share a meeting.
What Flow captures, and consent
With your permission, Flow captures microphone and system audio and sends it to Wispr. It hears only audio available to your computer; no bot joins the call. Before recording, grant Microphone and System Audio permissions. On Mac, if system-audio access was denied, allow Wispr Flow under System Audio Recording in System Settings.
Obtain recording permissions, notices and consent yourself, including for participants who don't use Flow. Bot-free recording does not notify participants, so don't assume a notice was sent. Requirements vary by jurisdiction and policy; consult your legal team.
Important: If consent is withdrawn, delete the whole meeting. Deleting part of a meeting isn't available.
Processing and security
Protection: Data is encrypted in transit and at rest with managed, regularly rotated keys, and internal access uses least-privilege role-based controls with multi-factor authentication.
International transfers: The Data Processing Addendum (DPA) incorporates EU Standard Contractual Clauses, and a UK Addendum is available. Confirm individual subprocessors' locations and transfer terms in the current DPA and subprocessor materials.
AI processing: Cloud transcription and summarization involve third-party AI providers acting as subprocessors under the DPA, whose retention and training terms differ. Processing can include audio, short speaker voice samples, dictionary terms, attendee names and language preferences.
Training: Wispr doesn't use customer content for training unless you or your organization turn on Improve the model for everyone in Settings → Data and Privacy. It's always off on Growth and Enterprise plans and when a HIPAA Business Associate Agreement (BAA) is signed. Organization-managed choices may be locked.
Important: Submitting transcript feedback sends that record's text, audio and context, even when Improve the model for everyone is off.
Request the SOC 2 report, DPA, subprocessor list and security documents through the Wispr Trust Center; some require an NDA.
Retention and deletion
Data | Retention |
Uploaded meeting audio | Deleted 7 days after it's uploaded. |
Local meeting audio | Deleted from your computer 7 days after the recording was last written. |
Transcript, title, notes and Flow Summary | Kept until you delete the meeting. |
How meeting audio is deleted
Wispr does not store the live audio stream. A local copy stays on your computer after upload so Flow can resume or retry, and Flow automatically retries recordings that didn't reach Wispr, though retries are limited. Local audio isn't removed while a meeting is recording, paused or finishing. Saved transcripts and summaries remain after audio is deleted. If you retry after the local recording has been removed, Flow shows "The full recording is no longer available to retry."
Active processing can keep uploaded audio slightly longer than seven days, and removal isn't instantaneous. These schedules still apply under organization restrictions or with a signed BAA. If a BAA blocks recording, no audio is sent to Wispr.
Delete a meeting
Warning: Deleting a meeting permanently removes access to its note, summary and transcript across devices and ends shared access. It deletes the meeting's audio and speaker-identification data and immediately removes local recording files. Removal of all stored copies can finish later.
Choose the delete action for the meeting in the Notetaker list.
Confirm in the Delete meeting? dialog. This can't be undone.
If "Couldn't delete the meeting. Please try again." appears, retrying is safe, even if deletion partly completed. Discarding a recording also removes its local files immediately. Enterprise audit logs record meeting deletions.
Who can see a meeting
Where sharing is enabled for your account, open Share notes to review access. Recipients must sign in with the invited email address to use an email invitation.
Access | Content |
Owner | Your own content remains accessible despite sharing restrictions or disabled sharing. |
Email invitation or folder access | Summary and Transcript by default. |
Company or public link | Summary only. |
The visibility choices are Only people invited, Everyone at {{domain}} with the link and Anyone with the link, subject to organization policy. Summaries can still contain resolved speaker names.
Other viewers never receive your typed notes or My thoughts, and your private contact-linked speaker mentions and contact links are hidden. Only owners and explicit invitees see note-recipient emails; signed-out public-link visitors see the owner's name and avatar, not their email.
Warning: Copying the link of a note you haven't configured applies "Anyone with the link" unless your default or organization narrows it. Invitation emails contain summary previews that revoking access can't retract.
Copying preserves an existing visibility choice and never widens an invited-only default. If your organization disables sharing, copying is blocked. If changing visibility fails after copying, an error appears even though the link is already on your clipboard.
Share and invitation emails
Every email sent when a note is shared — including calendar auto-shares — identifies you by your full name, shown as "Your Name via Wispr Flow" in the From line, heading and preview text. Replies go to a no-reply address, not to you. Your email address may also appear in the body so recipients can contact you; it's left out when your address is missing, unusable, or an Apple Private Relay address.
Organization sharing policy
The note owner's organization governs sharing, even across organizations: public links, named internal and external recipients, internal recipients only, or sharing disabled. "Internal" means organization membership, not a matching email domain. Ineligible recipients are rejected without blocking eligible invitations.
Without a policy, public links are allowed; an older organization setting that restricted sharing still permits internal sharing only. Disabling sharing blocks new shares and invites but preserves notes and existing links; re-enabling restores those links. If owners leave their organization, colleagues lose team-link access, while owner and invitee access remain.
Removing shared access
Use a recipient's Remove action in Share notes to withdraw their invitation. Invited-only notes disappear from their apps unless another folder, company or public-link permission still provides access. Full revocation permanently invalidates the link and removes all recipients; narrowing visibility keeps invitees.
A failed invitation email doesn't cancel access. Delivered previews reflect the summary at invitation time; removing a recipient sends no email.
Organization restrictions and HIPAA
Notetaker doesn't depend on the Dictation cloud storage setting; recording and sharing work whether it's on or off. A signed personal or organization HIPAA BAA blocks Notetaker recording and locks dictation cloud storage off; an organization BAA also keeps Improve the model for everyone off. Dictation remains available.
Personal BAA messages take precedence over organization restrictions. The available actions depend on who signed the agreement:
Situation | Action |
Personal BAA | Use Open Settings → Data and Privacy to review Revoke BAA. |
Organization BAA: admin | Use Open Admin Portal to manage the organization's BAA. |
Organization BAA: member | Contact your admin. |
Enterprise admins can also block recording of meetings based on attendees' email domains. Participant consent doesn't override these restrictions.
Still need help?
Contact your admin or Wispr Support with your platform, device, the exact message and the steps you tried if recording or sharing stays blocked and you can't tell which restriction applies.