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Privacy notice in the meeting

The privacy notice is a short message Sally posts in the chat of the video conference as soon as she joins a meeting. It tells participants that Sally is taking notes and how they can object.

Meeting chat in Microsoft Teams showing Sally’s privacy notice
Figure 1: What the notice looks like in the meeting chat

By default, the message appears in the user's language. If several users belong to the same directory, the directory language is used.

Why it matters

This helps you meet transparency obligations and sets clear expectations for every participant.

Who can change this

This setting applies organization-wide, it is defined the same way for everyone in the company.
Only owners and admins can change it, members cannot.

Quick navigation:

  1. Configure the in-meeting notice
  2. Configure the late-join notice
  3. Adjust the texts

1. Configure the in-meeting notice​

  1. Open Settings at the bottom of the left sidebar.
Sally sidebar with the Settings entry highlighted at the bottom left
Figure 2: Open Settings
  1. Under Administration, open Data Protection and pick Duty To Inform on the left.
  2. Open the Privacy notice during the meeting section. The line below shows which setting is currently active.
  3. Under In-meeting notice, pick one of the three options:
    • In every meeting: Sally posts the notice in every meeting, even when only internal users are present.
    • Only with external participants: the notice is only posted when at least one external participant is present. This is the recommended default.
    • Never: Sally posts no notice in the meeting at all.
Privacy notice during the meeting section with the three in-meeting notice options highlighted
Figure 3: Choose when Sally posts the notice
How "external" is determined

Whether someone counts as internal or external follows your internal domains. Every domain that is not marked as internal counts as external.

Important

With Never, participants learn nothing about the recording inside the meeting. Make sure that fits your legal requirements.

  1. Use Configure texts if you want to change the wording of the message.
Privacy notice during the meeting section with the Configure texts button highlighted
Figure 4: Configure texts opens the dialog for the wording
  1. Click Save.

2. Configure the late-join notice​

When someone joins later, Sally can post the notice a second time. That way people who missed the start still see it.

  1. In the same section, open the dropdown under Notice on late join and pick Enabled or Disabled. In the example it is set to Enabled.
  2. Use Configure texts next to it to adjust the wording.
  3. Click Save.
Privacy notice during the meeting section with the Notice on late join area highlighted
Figure 5: The notice for participants who join later
Important

With the notice switched off, people who join later learn nothing about the recording inside the meeting.

Pause between notices

Pause between notices (seconds) sets how much time passes between two notices. When several people join in quick succession, this keeps the chat from filling up with notices.

Privacy notice during the meeting section with the Pause between notices field highlighted
Figure 6: Set the gap between two notices

3. Adjust the texts​

Both notices can be reworded. You open the dialog through Configure texts in each case. For the first notice it is called Configure the in-meeting notice, for the later one Configure the late-join notice. Both are built the same way.

One thing not to mix up: this is the message in the chat of the video conference, so in Microsoft Teams, Google Meet, Zoom, or Webex. The email before the meeting is configured elsewhere, see privacy notice by email before meetings.

3.1 Default text or your own​

The Use Sally's default text switch sits at the top of the dialog.

  • On: Sally sends the ready-made text. You see it below as Default text (preview).
  • Off: you write your own texts.
Configure the in-meeting notice dialog with the Use Sally’s default text switch on and the preview below
Figure 7: Working with the default text
Info

If you leave one of the two text fields empty, the default privacy notice is sent there. Leave both empty and Sally sends the default privacy notice and resets your setting back to the default text.

3.2 Text for 1 person and for several people​

If you want to write the texts yourself, you see two text fields. They are separate because the message reads differently depending on how many people added Sally:

  • Text for 1 person: when a single person adds Sally, "Max Mustermann added Sally to the meeting" for example.
  • Text for several people: when several people add Sally, "Max Mustermann and Karen Kunst added Sally to the meeting" for example.

Each field counts the characters, with 1000 as the maximum.

Configure the in-meeting notice dialog with the text fields for one and for several people and the variable bar highlighted
Figure 8: Your own texts for one and for several people adding Sally

3.3 Available variables​

Show variables unfolds the bar above the text field, visible in figure 8. Click a variable or drag it into the text. Sally replaces it with the real value when the notice is sent.

VariableWhat is inserted
Name of the botThe name Sally appears under in the meeting.
Title of the meetingThe title of the current meeting.
Full name (person adding)The name of the person who added Sally.
Full names (people adding)The names of the people who added Sally.
Link to the privacy policyThe link to Sally's privacy policy.

Each of the two name variables belongs to one field: Full name (person adding) sits in Text for 1 person, Full names (people adding) in Text for several people.

3.4 Use the default text as a template​

Use the default text as a template fills the field with Sally's text. From there you change individual words instead of writing everything from scratch.

For the late-join notice there is also Copy the text from the in-meeting notice. It takes over the wording you set for the first notice.

Configure the late-join notice dialog with the template and copy buttons and the highlighted text
Figure 9: Wording for the late-join notice

When you are done, click Save, or Cancel to discard the changes.

When your own text is worth it

Sally's default text fits most cases. Writing your own is useful, for example, when:

  • Your organization follows a specific tone of voice or wording standard that the default text does not match.
  • You want to add extra information, 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 fit your compliance requirements.
  • You want to keep the late-join notice shorter than the first one, since the people already in the meeting have seen the full notice.