AI & Recording Notice

Meeting recording and consent

Recording and consent. The platform can automatically join, record, and transcribe virtual and in-person meetings. Federal and state laws govern the recording of conversations, and a minority of states require the consent of every participant before a conversation may be recorded (see the list below). Before recording begins, the platform presents an automated notice to participants that the meeting will be recorded and transcribed, provides a means to decline, and records the fact, time, and manner of consent for the Provider’s records. The Provider (meeting host) remains responsible for enabling these notices for every meeting, for obtaining any additional or affirmative consent required by the laws applicable to each participant (including all-party-consent states), and for not recording any participant who has declined. By enabling the recording features, the Provider represents that all consents required for each meeting have been or will be obtained. Cloudbase provides the notice-and-consent tooling and consent log; it does not independently verify each participant’s legal status or location and is not the party obtaining consent.

Participant notice (displayed before recording starts): “This meeting is being recorded and transcribed by an automated assistant. By remaining in the meeting you consent to being recorded. If you do not consent, please tell the host or leave the meeting now.” Where any participant may be in an all-party-consent state, the host should obtain express affirmative consent from every participant and rely on the platform’s consent log.

All-party-consent states (treat as requiring every participant’s consent): California, Florida, Illinois, Maryland, Massachusetts, Michigan, Montana, Nevada, New Hampshire, Oregon, Pennsylvania, and Washington. Connecticut and Delaware are effectively all-party for telephone recording.

Transcription and meeting notes

The platform’s transcription and meeting-intelligence features generate automated transcripts, notes, action items, and summaries from audio. Automated transcription is not verbatim and may contain errors, mis-attributions, or omissions — particularly with overlapping speech, accents, technical terminology, or poor audio quality. Transcripts and derived notes are drafts for the Provider’s review and do not constitute a certified or official record. Cloudbase does not warrant transcription accuracy, and no transcript or derived output should be relied upon without Provider review and correction.

Bilingual and translated output

Where the platform transcribes or translates non-English speech or bilingual conversations, the output is machine-generated and may be inaccurate, incomplete, or contextually incorrect. Machine translation is not a substitute for a qualified human translator or interpreter and should not be relied upon for legal, tax, financial, or other consequential decisions. Cloudbase does not warrant the accuracy or completeness of any translated or bilingual output. The Provider is responsible for confirming that any translated communication accurately reflects the underlying conversation.