Why is Read AI in My Meeting?

If you keep seeing Read AI pop into your meetings and find yourself wondering, “Why is Read AI here?” then you’ve come to the right place. 

We believe meeting recording technology should always be open and transparent. So, here’s exactly why Read AI is in your meeting, including what it’s doing and how it got in. We’ve also included a detailed review of the steps that tens of thousands of people take every day when they add Read AI into their meetings and workflow. 

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What is Read AI doing?

As you may or may not know, Read AI is a productivity platform and meeting notetaker that can help you make your meetings more effective, help you find what you want to know across your workplace content, and surface suggestions and next steps with the benefit of AI technology that learns more about you every day.

When it joins a meeting, it’s there to record video, transcribe the conversation, summarize key points and action items, and analyze other signals like words per minute, engagement, and tone to help you understand whether the meeting was productive—and where you could improve.

Think of it as a highly trained assistant who never misses a detail. But unlike a human assistant, Read AI also organizes and remembers everything from your workday—from meeting notes to emails to Slack threads. You can use its Search Copilot feature to search across all of your content as well as information that’s been shared from your team, and take advantage of many other features and innovations released on an ongoing basis. It’s a powerful platform that’s always under your control.
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How did Read AI get here?

For those who are new to the technology, meeting note takers may be new and possibly uncomfortable to use, at least at the beginning. Indeed, there’s a spectrum of privacy safeguards that some note takers may and may not adhere to. But while other platforms skip essential steps like requesting participant consent (which is actually required by law in 12 states), Read AI is built on a foundation of data control, transparency, and user privacy.

Read AI only shows up when everyone gives consent. That happens at multiple times:

• During user onboarding, users choose whether to connect their calendars and whether they want Read AI to attend every meeting, only meetings that the user hosts, or only meetings they invite it to manually. Here’s a step-by-step guide. 
• At the start of every meeting, Read AI introduces itself and gives a clear indication of the ways to stop the recording and to opt out. Chat messages let everyone know what’s happening, and who invited Read AI into the call.
• Throughout the call, Read AI stays visible as a participant and continues to share reminders in the chat. At any point, someone can stop the recording or opt out entirely, which cancels the recording and completely prevents a report from being generated.

It’s also important to know that your data stays locked in your account. It’s only accessible to you and those you’ve explicitly shared it with. Read AI never trains on your content unless you’ve opted into the CEIP, or customer experience improvement program. (Only about 10–15% of users do—and even then, the underlying data is never stored. It’s used strictly to evaluate product performance.)

Read AI's privacy and security standards are rigorous enough to meet the needs of even the most tightly regulated industries. From healthcare to finance, our platform is built to align with regulatory frameworks like HIPAA, SOC 2, and GDPR. That means you can get the benefits of AI without compromising your data or your reputation.

Read AI is Here to Help, Not Hover

At its core, Read AI exists to make you more successful at work. But we also know that AI only earns its place when it operates transparently—and with your consent.

That’s why Read AI is always visible, always optional, and always working for you.

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