Meeting Documentation Policy

1.  Purpose of Transcription and Note-Taking

Brand Alchemie uses secure transcription and note-taking tools integrated with video conferencing platforms to generate written transcripts and AI-assisted summaries of scheduled calls. This includes, but is not limited to, client engagements, discovery calls, advisory sessions, and other professional meetings.

Transcripts and AI-generated notes are used for the following purposes:

• Documentation and internal note-taking

• Preparation of follow-up summaries or action steps

• Internal analysis and quality improvement

• Development of internal systems, tools, and service enhancements

Transcription and AI-assisted note-taking support accurate documentation, continuity of communication, and service quality.

2.  Confidentiality

All transcripts and AI-generated notes are treated as confidential information.

They will not be shared with third parties or used externally without the participant’s prior written consent, except where disclosure is required by law.

Access to transcripts and notes is limited to Brand Alchemie and authorized internal team members, contractors, or secure systems used for documentation and analysis.

Brand Alchemie takes reasonable measures to protect the security and confidentiality of this information.

3.  Use of Anonymized Insights

Brand Alchemie may analyze, synthesize, and incorporate anonymized themes, insights, language patterns, or recurring challenges discussed during calls in order to:

• Improve existing services

• Develop new offerings

• Create educational content

• Strengthen internal systems and processes

• Inform marketing communications

No identifying personal or business information will be used or disclosed without express written permission.

4.  Opt-Out Option

Participants may request that transcription and AI-assisted note-taking not be used by notifying Brand Alchemie in advance of the scheduled meeting or at the start of the call.

If an opt-out request is made, transcription and AI-assisted note-taking will not be used. Brand Alchemie may instead take manual written notes for documentation and follow-up purposes.