Security Notice: No AI Bots Allowed in Internal or External Meetings

Dear Team,

This notice serves to inform all employees that, effective immediately, the use of AI-powered meeting note-takers—including, but not limited to, Otter.ai, Fireflies.ai, Read.ai, and similar transcription services—is strictly prohibited for all internal and external meetings.

This action is in direct response to ongoing concerns regarding data privacy, confidentiality, and our adherence to PIP (Privacy and Information Protection) policies. These AI tools often store data on third-party servers that do not meet our security standards. By recording and storing sensitive conversations, these tools pose a significant risk to our protected information.

🔒 What You Must Do Immediately:

• Do not invite, install, or utilize any AI note-taking bots in your meetings.

• Remove any existing AI note-taker integrations from your meeting platforms (e.g., Microsoft Teams, Webex, Zoom).

• If these bots were activated through a third-party platform (not directly on your meeting tool), you must visit the respective AI provider’s website to deactivate permissions and/or delete your account.

• Delete any data, transcripts, or recordings generated by such tools unless their retention has been explicitly approved by Compliance.

• If you're unsure whether a tool falls under this policy, contact IT or Compliance before use.

⚠️ Disciplinary Action:

Failure to comply with this policy will result in disciplinary action, up to and including termination of employment.

We appreciate your immediate attention to this matter and your continued commitment to protecting our company’s sensitive information.

If you have any questions, please reach out to IT or Compliance for clarification.

Thank you,