SourceWhale is committed to protecting your data and maintaining high standards of privacy, security, and transparency. Our Notetaker feature is designed with recruiters and talent teams in mind - streamlining meeting documentation while respecting user and participant rights.
Compliance & Data Privacy
SourceWhale is GDPR and CCPA compliant, with clear data processing agreements in place.
Our platform is built with data protection by design, enabling you to manage access and consent with ease.
Customers retain ownership of their data. Admins can request data access or deletion at any time.
If you have a specific request or need assistance with compliance-related actions, please contact us at support@sourcewhale.com
Access Requests
Users can download transcripts and summaries directly from the Meetings page. Admins can request data access or deletion at any time.
Users can also disable Notetaker on a per-meeting basis via the toggle on the SourceWhale Meetings page.
Participant Consent & Transparency
We believe in giving meeting participants clarity and control. We recommend applying the following best practices when using Notetaker:
Notify participants in advance that an AI notetaker may join the meeting.
Clearly explain the purpose: summarising the conversation and logging notes for follow-up.
Offer participants the opportunity to opt out.
Example intro for your calls:
“To help me focus on our conversation, I’m using SourceWhale’s Notetaker to capture notes automatically. Let me know if you’d prefer not to have it on this call - totally fine either way.”
Recording Legalities
In terms of legality, rules for recording depend on local regulations. For a full breakdown, please visit our call and video recording laws and regulations help guide.
Controlling Notetaker Behaviour
Users have full control over how Notetaker behaves:
Decide which meetings Notetaker should join (e.g. toggling on individual meetings or all external meetings).
You can configure the Notetaker settings in the Meetings page within SourceWhale to enable or disable it, depending on your requirements.
Adjust CRM/ATS syncing preferences (admins only).
Set user-level permissions (e.g. admins can view all team meetings).
How can I control when the SourceWhale Notetaker joins my meetings?
If you’d like more control over how and when the Notetaker joins your meetings for example, requiring approval before it enters each video conferencing provider offers settings you can configure to manage this. Below is a summary of how it works across Zoom, Google Meet, and Microsoft Teams:
Zoom
Waiting Room: If enabled, the meeting host must manually admit the Notetaker at the start of the meeting. If not admitted, the meeting won’t be recorded.
Passcode: Must be included in the calendar invite to allow access (usually added automatically).
Unsupported settings: Notetaker won’t be able to join if Only authenticated users can join or End-to-end encryption are turned on.
If your Zoom setup is managed by an IT admin, you may need their support to adjust these settings.
Google Meet
Meeting Access Type: This setting determines whether participants (like Notetaker) can join automatically or must wait for approval.
If automatic entry is restricted, the host must admit the Notetaker manually when the meeting starts.
You can adjust this setting when creating the meeting or through Google Admin settings for your organization.
Microsoft Teams
Notetaker is invited to meetings via calendar invite and joins as a guest.
If your Teams environment uses a lobby for external participants, the host must admit the bot manually.
These controls are managed in the meeting organizer’s Meeting Options or through your Teams Admin Center.