Acceptable Use Policy for Artificial Intelligence (AI) Notetaking Tools During AACE International Meetings and Webinars

Introduction

In today's collaborative environment, meetings play a critical role in the exchange of ideas, strategic planning, decision-making, and fostering collaboration among team members. With the advent of advanced technologies, AI notetaking tools have become popular for capturing and transcribing meeting discussions. However, the use of these tools raises important concerns regarding privacy, security, and the integrity of information shared during meetings.

AACE International is committed to protecting the confidentiality and privacy of all meeting participants. Sensitive information shared during meetings must be treated with the utmost discretion, and participants are expected to refrain from using external devices or applications that could compromise the confidentiality of meeting discussions.

Purpose

The purpose of this policy is to protect the confidentiality of AACE International meetings, preserve the integrity of official meeting records, safeguard AACE International intellectual property, and establish requirements governing the use of artificial intelligence (AI) notetaking tools during meetings hosted, organized, or sponsored by AACE International.

Scope of the Policy

This policy applies to all employees, contractors, sponsors, advertisers, volunteers, Board members, committee members, members, nonmembers, invited guests, and other participants who attend meetings hosted, organized, or sponsored by AACE International. It applies to both virtual and in-person meetings, including meetings conducted through Microsoft Teams, Zoom, or other collaboration platforms. The policy covers all AI notetaking tools, including, but not limited to, transcription software, voice recognition applications, automated meeting assistants, AI meeting bots, and similar technologies.

Policy Guidelines

Definition of AI Notetaking Tools

AI notetaking tools include any software, application, browser extension, virtual meeting assistant, or artificial intelligence service that records, transcribes, summarizes, analyzes, or generates notes from meeting audio, video, chat, or shared content. These tools may be cloud-based, locally installed, browser-based, or integrated into meeting or productivity platforms. Examples include Microsoft Copilot, Zoom AI Companion, Otter.ai, Fireflies.ai, Read.ai, Fathom, Google Gemini, ChatGPT meeting integrations, and similar technologies.

Prohibition of AI Notetaking Tools

Participants may not enable, invite, or use any AI notetaking tool, AI meeting assistant, automated transcription service, or similar technology during AACE International meetings unless prior written approval has been granted by an authorized AACE International representative under the exceptions described in this policy.

Confidentiality and Privacy

Meeting discussions may include confidential business information, copyrighted AACE International intellectual property, member information, financial information, strategic initiatives, certification information, or unpublished materials. Uploading or transmitting this information to unauthorized AI systems may violate organizational policies, contractual obligations, or applicable laws.

Meeting participants are responsible for protecting confidential and proprietary information shared during meetings. Unauthorized recording, transcription, or processing of meeting content by AI tools may expose sensitive information to third-party systems and create privacy, security, legal, or intellectual property risks.

Recording of Meetings

Unless expressly authorized by the meeting organizer or an authorized AACE International representative, participants may not make audio or video recordings or use AI tools that automatically record, transcribe, summarize, or analyze meeting discussions. This includes AI meeting assistants that join meetings as participants or process meeting content in real time or after the meeting.

Accuracy of Records

Maintaining accurate and reliable records of meeting discussions is essential. For AACE International-sponsored meetings, including Board, Committee, Task Force, Council, and other governance or organizational meetings, AACE International may designate an official recorder, secretary, or other authorized representative, as appropriate, to prepare and maintain the official meeting record or minutes. Manual notetaking and designated official meeting records provide greater control over the content and context of meeting documentation while reducing the risk of errors, omissions, or misinterpretations that may occur with AI-generated transcripts.

Exceptions to the Policy

In limited circumstances, the use of AI notetaking tools may be permitted with prior approval from the meeting organizer or other authorized AACE International representative. Requests will be evaluated on a case-by-case basis, taking into consideration:

• The purpose and nature of the meeting.
• The sensitivity of the information being discussed.
• Accessibility or accommodation requirements.
• Legal or regulatory obligations.
• The potential benefits and risks associated with using AI notetaking tools.
• Whether the AI notetaking tool has been approved by AACE International for organizational use.

Implementation and Enforcement

Communication of the Policy

This policy will be communicated to employees, contractors, sponsors, advertisers, volunteers, Board members, committee members, members, nonmembers, invited guests, and other meeting participants through appropriate AACE International communication channels, including email, the organization's intranet or collaboration platforms, training sessions, and meeting invitations. Meeting organizers should remind participants of this policy at the beginning of meetings, when appropriate.

Monitoring and Compliance

Meeting organizers, supervisors, and designated AACE International representatives are responsible for promoting compliance with this policy. Participants who fail to comply may be required to disable AI notetaking tools immediately or leave the meeting. Employees who violate this policy may be subject to disciplinary action in accordance with AACE International policies. Volunteers, committee members, Board members, contractors, and other meeting participants may have meeting privileges revoked or be subject to other actions deemed appropriate by AACE International. Any unauthorized AI-generated notes, transcripts, recordings, summaries, or other meeting content created in violation of this policy must be deleted immediately upon request by AACE International, to the extent practicable.

Review and Revision

This policy will be reviewed periodically to ensure it remains effective, relevant, and aligned with evolving technology, legal requirements, and organizational needs. Any revisions will be communicated promptly to all affected parties.

Related Policies

This policy should be read in conjunction with the AACE International Acceptable Use of Artificial Intelligence Policy and any other applicable AACE International Information Security Policy, Records Management Policy, Privacy Policy, or other technology-related policies. Where multiple policies apply, participants are expected to comply with the most restrictive applicable requirements.

Conclusion

This policy is intended to protect sensitive information, maintain the integrity of official meeting records, and foster a secure and trusted communication environment. By complying with this policy, all participants help preserve the privacy, accuracy, and confidentiality of AACE International meeting discussions.