GDPR-Compliant Meeting Transcription

Last updated: February 13, 2026

TL;DR

Menutes is a fully GDPR-compliant meeting transcription tool built by an Estonian company. All audio processing and storage happens on EU servers. Data is encrypted in transit and at rest, never transferred outside the EU, and can be deleted at any time. Free plan includes 5 hours per month.

GDPR-compliant meeting transcription means recording and processing meeting audio entirely within the EU, with proper consent, encryption, and data subject rights. Menutes is built in Estonia by AI Eesti OU and processes all data under EU jurisdiction. No audio leaves the EU. Free to start with 5 hours per month.

Why does GDPR matter for meeting recordings?

Meeting recordings contain personal data: voices, names, opinions, and sometimes sensitive business information. Under GDPR, audio recordings of identifiable individuals are personal data that requires a legal basis for processing.

  • Consent: participants must know they are being recorded and agree to it
  • Data minimization: only collect what is necessary for the stated purpose
  • Data subject rights: participants can request access, correction, or deletion of their data
  • Data transfers: transferring audio to non-EU countries requires additional safeguards under Schrems II

Fines for GDPR violations can reach 4% of annual global revenue or EUR 20 million, whichever is higher. For meeting recordings, the most common risks are using US-hosted tools without proper data transfer agreements and failing to inform participants about the recording.

How Menutes handles GDPR compliance

Menutes is built by AI Eesti OU, a company registered in Estonia and operating under EU data protection law. This is not a checkbox exercise; the entire infrastructure is designed for EU compliance from the ground up.

EU data processing

All audio processing, transcription, and AI summarization happens within EU infrastructure. No data is transferred to the US or other third countries.

Encryption

Audio and transcripts are encrypted in transit (TLS) and at rest. Access is restricted to authenticated account holders only.

Deletion rights

Users can delete individual recordings or their entire account. Deletion is permanent and includes all associated audio, transcripts, and summaries.

Estonian jurisdiction

AI Eesti OU is subject to the Estonian Data Protection Inspectorate (AKI) and the EU General Data Protection Regulation. No ambiguity about which laws apply.

Why US-based meeting tools create GDPR risk

Most popular meeting transcription tools are US companies: Otter.ai, Fireflies.ai, Fathom, and Read.ai all process data in the United States. Since the Schrems II ruling in 2020, transferring EU personal data to the US requires Standard Contractual Clauses (SCCs) and supplementary measures.

Even with SCCs, US intelligence laws (FISA 702, Executive Order 12333) can compel US companies to provide access to data, including data of EU citizens. This creates a fundamental tension between US surveillance law and GDPR that SCCs alone cannot resolve.

The EU-US Data Privacy Framework (adopted 2023) provides some relief, but only for companies certified under the framework. Many smaller meeting transcription tools are not certified. For organizations that need certainty, using an EU-based tool eliminates the data transfer question entirely.

Checklist for GDPR-compliant meeting recording

  • Inform all participants before starting the recording
  • Document consent (verbal or written, depending on local requirements)
  • Use a tool that processes data within the EU
  • Set a retention policy and delete recordings when no longer needed
  • Ensure participants can request access to or deletion of their data
  • Include meeting recording in your data processing records (Article 30)

Try Menutes free

5 hours of free transcription per month. EU-hosted. GDPR compliant. No credit card required.

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Frequently Asked Questions

Yes, but you must comply with GDPR requirements. In most EU countries, you need to inform all participants that the meeting is being recorded, explain the purpose, and obtain consent. Some countries require explicit written consent, while others accept verbal consent with documentation. Always check your local regulations.

Menutes processes and stores all data within the European Union. The company, AI Eesti OU, operates under Estonian and EU jurisdiction. Audio recordings are encrypted in transit and at rest. No data is transferred to the United States or other third countries.

Yes. Under GDPR Article 17, data subjects have the right to erasure. Meeting participants can request that their audio and transcript data be deleted. Menutes provides tools for account holders to delete specific recordings, and full account deletion removes all associated data.

Under GDPR, you need a legal basis for processing personal data. For meeting recordings, this is typically consent or legitimate interest. Best practice is to inform all participants before recording begins and document their agreement. Menutes recommends verbal consent at the start of each meeting.

Yes. Menutes is built by AI Eesti OU, an Estonian company subject to EU data protection law. All data processing occurs within the EU. The service implements encryption, access controls, data minimization, and provides tools for data export and deletion in compliance with GDPR requirements.

When you delete your Menutes account, all associated data is permanently removed: audio recordings, transcripts, meeting summaries, and personal information. This process is irreversible and complies with GDPR Article 17 right to erasure. Deletion is completed within 30 days of the request.