Meeting Recording & Retention

Last updated August 10, 2026

brainmate is operated by Brain M8 LLC. This page explains what the brainmate Notetaker does when it joins a meeting, how long each kind of data exists, and what remains afterward.

How the notetaker joins a meeting

The notetaker only attends meetings a brainmate customer (the "host") sends it to — by pasting a meeting link or by turning it on for a calendar event. It joins as a visible participant named brainmate Notetaker and posts a notice into the meeting chat when it arrives, so everyone present knows the meeting is being recorded and transcribed. If you would prefer not to be recorded, say so in the meeting or leave — the host can also remove the notetaker at any time.

What is recorded, and for how long

Audio and video are captured by our meeting infrastructure provider, Recall.ai, solely to produce a transcript. Recordings are deleted automatically within 72 hours of the meeting on a timed schedule we set when the notetaker is dispatched. We never download, store, or play back the audio or video ourselves, and there is no way to retrieve a recording through brainmate.

The transcript exists to be summarized. After the meeting ends, it is used once — to write the structured meeting note described below — and is then deleted from our systems in the same step that files the note, typically within minutes of the meeting ending. brainmate does not retain, display, or offer verbatim transcripts. If our automated safety checks flag transcript content, no note is filed and that transcript is held for manual review instead; you may request its deletion at the address below.

No voiceprints. Speaker names in the summary come from meeting-platform display names. We do not create voiceprints, speaker-recognition profiles, or any other biometric identifier, and we have configured our provider chain accordingly.

What is kept

The lasting artifact is a written summary notein the host's private brainmate workspace: a title, the meeting date and attendee names, a short summary, decisions, and action items. The host owns this note — they can edit it, archive it, or delete it like any other note. Basic operational records (when a notetaker was dispatched, meeting link, session status, and recording duration for billing) are retained as account data.

AI processing

Transcription is performed within Recall.ai's service, which does not use meeting content to train AI models. The summary is generated by our AI provider under commercial terms that likewise do not permit training on customer content. Meeting content is never used to train models.

Questions and deletion requests

To ask about a specific meeting, request deletion of a summary or a held transcript, or exercise privacy rights, contact chase@brainm8.ai. Our Privacy Policy covers brainmate as a whole.