Use of AI Notetakers in MinnSPRA Virtual Events, Virtual Meetings & Online Spaces

Purpose

This policy establishes expectations for the use of AI-powered notetaking tools during MinnSPRA-hosted webinars, group meetings and shared online spaces to protect member privacy, maintain trust and authenticity while ensuring we continue to support accessibility.

Reasoning

The use of AI notetakers in virtual meetings can create unintended risks. These tools may record, transcribe, summarize and store conversations without the full awareness or informed consent of all participants. Even when used with good intentions, AI notetaking technology can capture sensitive information, informal remarks or preliminary discussions that were not intended for permanent record or broader distribution.

While AI notetakers can serve as helpful accessibility and productivity tools, they may also be used in ways unintended by the user, including sharing summaries externally with incomplete context, feeding content into external AI systems outside of MinnSPRA’s control or retaining searchable records indefinitely.

To protect member trust, encourage open dialogue and safeguard confidential information, MinnSPRA requires transparency and clear expectations around the use of AI notetaking technologies.

Scope

This policy applies to

• Board meetings
• Committee meetings
• Member webinars and workshops
• Virtual networking sessions
• Shared online collaboration spaces

Guiding Principles

MinnSPRA supports:

• Transparency in the use of recording technologies
• Respect for member privacy
• Accessibility for participants who benefit from assistive technologies
• Compliance with applicable state and federal data privacy laws

General Rule: No AI Notetakers Without Disclosure & Permission

AI notetakers (e.g., Otter, Fireflies, Fathom, Supernormal, Zoom AI Companion, etc.) may not be used in MinnSPRA-hosted meetings or webinars unless:

1. The meeting host has granted permission, and
2. All participants have been notified in advance or at the start of the meeting.

AI bots may NOT join meetings without the host's awareness and consent, especially if the person is not present in the meeting.

Official MinnSPRA Recordings

When MinnSPRA chooses to:

• Record a session
• Use AI-generated summaries
• Create transcripts

The organization will:

• Notify participants at registration and/or at the start of the meeting
• Clarify how recordings/transcripts will be used
• Store materials securely
• Limit distribution to intended audiences

Accessibility Exception

MinnSPRA recognizes that AI notetaking tools may function as accessibility supports. If a participant uses an AI notetaker for accessibility reasons:

• The participant should notify the host in advance, when possible.
• The tool must not distribute, store or share content beyond personal use.
• Recordings may not be distributed.

MinnSPRA will make reasonable accommodations in a manner consistent with accessibility best practices. A one-year agreement can be created between MinnSPRA and an individual who needs to use accessible technologies in ongoing meetings.

Confidential or Sensitive Discussions

AI notetakers are prohibited during:

• Executive session discussions
• Personnel matters
• Contract negotiations
• Legal or sensitive board discussions
• Board meetings

Unless explicitly authorized by the Board Chair and openly stated to all participants.

Enforcement

Hosts may:

• Remove unauthorized AI bots from meetings
• Ask participants to disable AI notetaking tools or be removed
• End a meeting if privacy expectations are violated

Violations of this policy may result in appropriate corrective action.

First Violation

1. The participant will receive a reminder of the policy.
2. The participant may remove unauthorized AI tools from the meeting
3. The participant may be asked to confirm compliance for future participation.

Repeated or Continuous Violations

1. The participant may be removed from the specific meeting or event.
2. The participant may temporarily lose access to MinnSPRA-hosted virtual events.
3. The issue may be referred to the MinnSPRA Board for review.

Egregious or Intentional Misuse

If a participant intentionally records, distributes or processes MinnSPRA content in violation of this policy, the Board may take additional action consistent with MinnSPRA bylaws, which may include:

1. Suspension of membership privileges
2. Revocation of membership
3. Removal from participation in future virtual events.

MinnSPRA reserves the right to take action necessary to protect member privacy, confidential information and organizational integrity.