MITIMCo Privacy Notice: AI Notetaker

This notice describes how an AI- assisted transcription and note-taking tool utilized by MITIMCo processes personal data when used during meetings. The tool captures audio directly from the meeting organizer’s device, transcribes the meeting content in real time, and generates summaries and notes. If you object to the use of such a tool for any particular meeting, please let the meeting organizer know in advance so appropriate arrangements can be made for the meeting.

What Personal Data the Tool Collects

When the tool is activated during a meeting, the following personal data may be processed:

Audio content: spoken words from all meeting participants
Speaker identification: names and voices of participants

How Your Personal Data is Processed

The tool transcribes audio directly from the meeting organizer’s device and does not store the audio recording itself. Only the transcript of the meeting and notes you create are retained in an AWS-hosted, encrypted infrastructure. AI-generated transcripts and summaries are produced by artificial intelligence and should be reviewed for accuracy before being shared. The tool does not use artificial intelligence to make automated decisions about you. Neither the tool, nor other third-party AI providers use your personal data, transcripts, or meeting summaries for AI training purposes.

Legal Basis for Processing

MITIMCo relies on your consent and/or legitimate interest as its legal bases for processing your personal data via the tool. Your consent is obtained by your participation in the meeting after disclosure of the use of the tool in the meeting invitation.

How Your Personal Data is Shared

MITIMCo shares transcripts and/or meeting summaries with participants of the meeting, upon request. Transcripts and summaries are not shared with any additional parties, unless expressly disclosed by MITIMCo in advance.

Data Retention

MITIMCo retains meeting summaries as part of its permanent institutional records and may also retain meeting transcripts.

Data Protection and Access Rights

Depending upon your geographic location, you may have the right in certain circumstances to (1) access your personal information; (2) to correct or erase information; (3) restrict processing; and (4) object to communications, direct marketing, or profiling. To the extent applicable, the European Economic Area’s General Data Protection Regulation (GDPR) provides further information about your rights. You also have the right to lodge complaints with your national or regional data protection authority.

If you are inclined to exercise these rights, we request an opportunity to discuss with you any concerns you may have. To protect the personal information we hold, we may also request further information to verify your identity when exercising these rights. Upon a request to erase information, we will maintain a core set of personal data to ensure we do not contact you inadvertently in the future, as well as any information necessary for MIT archival purposes. In the event of an actual or threatened legal claim, we may retain your information for purposes of establishing, defending against or exercising our rights with respect to such claim.

By providing information directly to MIT, you consent to the transfer of your personal information outside of your location to the United States. You understand that the current laws and regulations of the United States may not provide the same level of protection as the data and privacy laws and regulations of other jurisdictions. You are under no statutory or contractual obligation to provide any personal data to us. The controller for your personal information is MIT.

If you are in the EEA or UK and wish to assert any of your applicable GDPR rights, please contact dataprotection@mit.edu. You may also contact MIT’s representatives listed below:

MIT Representative in the European Economic Area

EU	UK
J-PAL Europe Email: jpaleurope@povertyactionlab.org Address: 48 Boulevard Jourdan, 75014 Paris, France	MIT Press UK Address: 71 Queen Victoria Street, London, United Kingdom, EC4V 4BE

Additional Information. We may change this Privacy Statement from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our Site or by contacting you directly.

Contact Us. For questions about this Privacy Policy or how your data is handled, please contact dataprotection@mitimco.mit.edu.