Privacy notice in the meeting

The privacy notice is a short message that informs participants about Sally's presence in the meeting and how to manage their data. It appears in the meeting chat before or during the meeting (depending on your settings).

This is what the privacy notice looks like in the meeting chat

By default, the message is shown in the user's language. If multiple users belong to the same directory, the directory language will be applied.

Why it matters: This helps you meet transparency obligations and sets clear expectations for participants.

What's new

The configuration of the privacy notice has been redesigned. The wording is now edited in a dedicated popup, and you can:

• Define separate messages for when a single person adds Sally and when several people from your organization add Sally to the meeting.
• Insert dynamic parameters (meeting title, full name of the person adding Sally, bot name, privacy policy link) into your custom text via click or drag & drop.

Quick navigation:

1. Configure the initial privacy notice in chat
2. Configure the notice for new participants
3. Customize the wording (popup, single vs. multiple participants, parameters)

1. Configure the initial privacy notice in chat

1. Open Settings in the left sidebar.

Go to Settings

2. In Configuration, select Meeting Assistant.
3. Scroll to the Privacy section and open "Privacy Notice during the Meeting".

Open Meeting Assistant and scroll to Privacy Notice during the Meeting

4. Under Initial privacy notice in chat, pick one option:

• Send for every meeting – Always send a notice. Use when: You want consistent transparency for all meetings.

• Send only for external meetings – Send when participants are outside your domain(s). Use when: Internal teams already know Sally; notify only external guests.

How "external" is determined

External vs. internal is based on your Internal Domain Whitelist. Configure it in How to set the internal domain whitelist. All domains not on the whitelist are treated as external.

• Do not send – Never send a notice. Use when: You provide equivalent information by other means and your legal basis allows it.

Important

If you disable the notice, participants may not be informed about processing in the meeting. Make sure this aligns with your legal requirements.

Choose when Sally sends the initial privacy notice

5. (Optional) Click "Configure" to open the popup and customize the wording of the initial notice. See section 3 for details.

When does customizing make sense?

Note: This is the text message that Sally posts directly in the chat of the video conference (e.g. Microsoft Teams, Google Meet, Zoom) once it joins the meeting. Don't confuse it with the privacy notice that is sent by email before the meeting.

Customizing the wording is useful, for example, when:

• Your organization follows a specific tone of voice or wording standard that the default notice does not match.
• You want to add extra information to the notice, such as a link to an internal records-of-processing register or a contact for your data protection officer.
• You want to send the notice in a specific language, regardless of each participant's language settings.
• You want to shorten or formalize the default text to better fit your compliance requirements.

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2. Configure the notice for new participants

Decide whether Sally should send a repeat privacy notice when new participants join an ongoing meeting.

1. Open Settings in the left sidebar.

Go to Settings

2. In Configuration, select Meeting Assistant.
3. Scroll to the Privacy section and open "Privacy Notice during the Meeting".

Open Meeting Assistant and scroll to Privacy Notice during the Meeting

4. Inside Privacy Notice during the Meeting, scroll to the Repeat privacy notice for new participants section and pick one of the two options:

• Always send – Always notify new joiners. Use when: People frequently join late or are added ad-hoc.

• Do not send – Do not notify new joiners. Use when: All participants are informed through other channels.

Important

If you disable the repeat notice, participants who join later will no longer be informed automatically about the data processing in the meeting. Make sure this aligns with your legal requirements.

Decide if new participants are notified again

5. (Optional) Click "Configure" to open the popup and customize the wording of the repeat notice. See section 3 for details.

When does customizing make sense?

Note: This is the text message that Sally posts directly in the chat of the video conference (e.g. Microsoft Teams, Google Meet, Zoom) as soon as a new person joins the ongoing meeting. Don't confuse it with the privacy notice that is sent by email before the meeting.

Customizing the wording is useful, for example, when:

• Your organization follows a specific tone of voice or wording standard that the default notice does not match.
• You want to keep the repeat notice shorter than the initial one, since existing participants have already seen the full notice.
• You want to add extra information to the notice, such as a link to an internal records-of-processing register or a contact for your data protection officer.
• You want to send the notice in a specific language, regardless of each new participant's language settings.

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3. Customize the wording (popup, single vs. multiple participants, parameters)

Both the initial and the repeat privacy notice can be customized in a dedicated popup that opens when you click the "Configure" button next to the respective section.

The popup has the same structure for both notices:

• A Default / Custom toggle at the top.
• Two side-by-side text editors: one for Single participant (when one person adds Sally) and one for Multiple participants (when several people from your organization add Sally to the meeting at the same time).
• A bar with dynamic parameters that you can click or drag & drop into the text.
• A live preview below each editor.

Initial privacy notice popup with custom text and dynamic parameters

3.1 Default vs. Custom

• Default – Sally sends its standard, pre-approved privacy notice. Recommended if you want a ready-to-use, compliant default.
• Custom – You define your own wording for one or both editors.

info

If one of the two text fields is left empty, it will be replaced by the standard privacy notice. If both fields are left empty, the standard privacy notice will be sent and your setting will be reset to "Default".

3.2 Single participant vs. Multiple participants

• Single participant – Defines the message that appears in the chat when one person adds Sally (for example: "John Doe added Sally").
• Multiple participants – Defines the message that appears in the chat when several people from your organization add Sally to the meeting (for example: "John Doe and Jane Smith added Sally").

You can write a different message for each case or leave one of them empty to fall back to the standard notice.

3.3 Available parameters

Click a parameter chip or drag & drop it into the editor to insert a dynamic placeholder. Sally automatically fills in the real value when the notice is sent in the meeting chat:

Parameter	What it inserts
Meeting title	The title of the current meeting.
Full name (adding person)	The full name of the person who added Sally to the meeting. (Single participant editor)
Full names (adding people)	The full names of the people from your organization who added Sally to the meeting. (Multiple participants editor)
Bot name	The display name of the Sally bot in the meeting.
Privacy policy link	The link to your privacy policy.

3.4 Use default text as starting point

Click "Use default text as starting point" above each editor to pre-fill it with Sally's standard wording. From there you can adjust individual words or add additional parameters without writing the notice from scratch.

For the repeat notice, an additional shortcut is available: "Copy text from 'Initial privacy notice in chat'" copies the wording you already configured for the initial notice into the repeat-notice editor.