When security and compliance teams evaluate meeting transcription, they care about three things: certifications (like SOC 2), data handling (especially under GDPR), and who joins the call. A visible bot isn't just a trust issue—it's often a dealbreaker for legal, procurement, and regulated industries. Here's what to look for and why no-bot, SOC 2 certified tools tend to win in enterprise evaluations.
What security and compliance teams look for
Enterprise buyers want to see that a vendor takes security and privacy seriously. That usually means: SOC 2 (or equivalent) so you have evidence of controls over access, encryption, and incident response; GDPR alignment so meeting data is handled with proper lawful basis, retention, and data subject rights; clear data handling—where data is stored, who can access it, and whether it's ever used to train AI models; and how the tool joins the meeting—because a visible bot adds a third participant and often triggers extra review or policy blocks.
SOC 2 and meeting transcription
SOC 2 Type II is the standard many enterprises require. It means an independent auditor has verified that the vendor's controls—access management, encryption at rest and in transit, monitoring, and incident response—operate effectively over a sustained period (typically 6+ months). For meeting transcription, that translates to: your meeting data is protected, access is logged and limited, and the vendor has a formal security program. When evaluating tools, ask for the SOC 2 report (or summary) and confirm it covers the environment where your meeting data is processed and stored.
GDPR and meeting data
If you have EU data subjects or operations, GDPR applies to meeting data. Key obligations: inform participants that the meeting is being recorded and that AI may process the content; document lawful basis (e.g. legitimate interest or consent) and respect data subject rights—access, correction, deletion—typically within 30 days; control retention so you can align with your own policies and delete when required; and confirm the vendor does not use your data to train AI models. Cross-border transfers need appropriate safeguards (e.g. Standard Contractual Clauses). Non-compliance can mean fines up to €20 million or 4% of global revenue, so vendor choice matters.
Why no bot matters in the enterprise
A tool that joins the call as a participant—visible in the roster—creates friction in enterprise settings. 47% of sales professionals report losing deals because of meeting bot concerns; 68% of legal professionals avoid cloud-based AI meeting tools for confidentiality; 82% of healthcare providers cite HIPAA and privacy concerns with visible bots. Even when recording is agreed, a visible bot signals real-time capture and processing, which can trigger lengthy security reviews, policy blocks, or outright rejection. No-bot alternatives—where the tool captures from the user's device or browser and doesn't add a participant—deliver the same outcomes (transcripts, AI summaries, action items) without the extra attendee. That often means faster approval and fewer compliance hurdles.
What to ask vendors
Before committing, get clear answers on:
- SOC 2 – Type II report or summary; scope (which systems and data).
- GDPR – Lawful basis, retention and deletion, data subject request process, cross-border mechanisms; confirmation that customer data is not used for AI model training.
- Data location and access – Where is meeting data stored? Who can access it? What encryption (e.g. AES-256 at rest, TLS in transit)?
- Consent and retention – How are participants informed? Can you set retention and trigger deletion?
- No bot – Does the tool join the call as a participant, or does it capture from the user's side? For many enterprises, the latter is the only option that gets past legal and procurement.
Choose a tool that fits your compliance bar
Enterprise meeting transcription should meet your security and compliance bar—SOC 2, GDPR-aligned handling, and clear answers on data and AI training. And if you want to avoid the trust and approval issues that come with a visible bot, choose a tool that doesn't join the call. You get the same transcripts and AI notes, with fewer hurdles for security and compliance teams. Try AI meeting transcription without a bot with W3copilot—SOC 2 certified and no participant in the call.