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GDPR Compliance with Meetily

Complete guide to achieving GDPR compliance with Meetily's privacy-first AI meeting assistant. Learn how local processing ensures automatic compliance and data sovereignty.

✅ Meetily is GDPR Compliant by Design

Thanks to 100% local processing, Meetily automatically satisfies most GDPR requirements. Your meeting data never leaves your organization's infrastructure, ensuring data sovereignty and privacy protection.

Table of Contents

Why Meetily is GDPR Compliant by Design

🏠 Local Processing

All meeting transcription and AI processing happens locally on your devices. No meeting data is transmitted to external servers, ensuring complete data control.

🌍 Data Sovereignty

Meeting data remains within your organization's jurisdiction at all times, automatically satisfying GDPR's territorial requirements.

🔒 Privacy by Design

Meetily implements privacy by design principles (Article 25), with no data collection infrastructure or cloud dependencies.

📋 No DPA Required

Since no data is processed by third parties, Data Processing Agreements (DPAs) with external vendors are not required for core functionality.

GDPR Principles & Meetily Alignment

Article 5: Principles of Processing

✅ Lawfulness, fairness, transparency

Local processing with user consent ensures lawful basis

✅ Purpose limitation

Data used only for meeting transcription and summaries

✅ Data minimization

Only processes audio data necessary for transcription

✅ Storage limitation

User controls data retention on their local devices

Article 25: Data Protection by Design

  • Technical measures: Local processing eliminates data transfer risks
  • Organizational measures: Privacy-first architecture by default
  • Data minimization: Only processes necessary meeting audio
  • Pseudonymization: Meeting participants can be anonymized

Article 32: Security of Processing

🔐 Encryption

Local file encryption at rest, secure processing

🛡️ Confidentiality

No network transmission maintains confidentiality

🔄 Integrity

Local processing prevents unauthorized alterations

⚡ Availability

Offline capability ensures continuous availability

GDPR Implementation Checklist

✅ Technical Implementation

  • Install Meetily locally

    Download and install on organization-controlled devices

  • Configure local storage

    Ensure meeting data is stored in compliant locations

  • Set up access controls

    Configure user permissions and device security

  • Enable audit logging

    Track data processing activities for accountability

📋 Legal & Organizational

  • Update privacy policy

    Include meeting recording and transcription practices

  • Obtain meeting consent

    Implement clear consent mechanisms for meeting participants

  • Document processing activities

    Maintain records as required by Article 30

  • Train staff

    Educate users on GDPR-compliant meeting practices

Data Processing Assessment

Meetily Data Flow Analysis

📥 Data Collection

  • • Meeting audio (temporary)
  • • Participant names (optional)
  • • Meeting metadata

⚙️ Data Processing

  • • Local AI transcription
  • • Summary generation
  • • Action item extraction

💾 Data Storage

  • • Local device storage
  • • User-controlled retention
  • • No cloud transmission

✅ GDPR Compliance Status

Data Controller: Your organization (complete control)
Data Processor: None (local processing only)
Data Transfers: None (no third-party transmission)
Retention: User-defined (complete control)

Documentation & Records

📄 Required Documentation

  • • Privacy Impact Assessment (PIA): Document risk analysis for meeting processing
  • • Processing Records: Maintain Article 30 records for meeting data processing
  • • Consent Forms: Templates for meeting participant consent
  • • Data Retention Policy: Define meeting data lifecycle management

📋 Sample Documentation Templates

Privacy Notice Template

Include in meeting invitations and policies

"This meeting may be recorded and transcribed using Meetily, a privacy-first AI assistant. All processing happens locally on our devices. No data is transmitted to external services."

Consent Mechanism

Clear opt-in for meeting participants

"By joining this meeting, you consent to local recording and transcription for meeting notes. You can request deletion of your data at any time."

Organizational Measures

👥 Staff Training

  • • GDPR principles and requirements
  • • Meeting consent best practices
  • • Data subject rights handling
  • • Incident response procedures

🛡️ Access Controls

  • • Device security requirements
  • • User authentication protocols
  • • Meeting data access logs
  • • Regular access reviews

📊 Monitoring & Auditing

  • • Regular compliance assessments
  • • Processing activity monitoring
  • • Data subject request tracking
  • • Security incident logging

⚡ Incident Response

  • • Breach detection procedures
  • • 72-hour reporting protocol
  • • Data subject notification
  • • Remediation action plans

Ready for GDPR-Compliant Meeting AI?

Start using Meetily today and achieve GDPR compliance through privacy-first, local processing architecture.

Download Meetily FreeEnterprise Solutions

✅ GDPR Compliant by Design • ✅ Local Processing • ✅ No Cloud Dependencies