🔒 Encryption Standards
Modern AI meeting tools use multiple layers of encryption to protect your sensitive meeting data:
🗄️ Encryption at Rest
Data stored on servers is protected with AES-256 encryption, the same standard used by banks and government agencies.
- ✓AES-256 bit encryption for stored recordings
- ✓Encrypted database storage for transcripts
- ✓Secure key management with regular rotation
- ✓Hardware Security Module (HSM) backed certificates
🌐 Encryption in Transit
Data moving between your devices and servers is secured with transport layer security:
- ✓TLS 1.2+ for all data transfers
- ✓HTTPS-only connections enforced
- ✓Certificate pinning to prevent interception
- ✓Perfect forward secrecy for session keys
🔑 Single Sign-On (SSO) Features
Enterprise SSO integration provides centralized authentication and improved security:
🏢 SAML 2.0 Integration
Security Assertion Markup Language enables secure single sign-on across enterprise applications:
- •Identity provider (IdP) integration
- •Centralized authentication management
- •Reduced password fatigue and security risks
- •Support for Okta, Azure AD, OneLogin, Ping Identity
🔐 OAuth 2.0 / OIDC
Modern authorization framework for secure API access:
- •Short-lived access tokens (15-minute lifetimes)
- •Refresh token rotation
- •Scope-based permission control
- •Social login options for smaller teams
👥 SCIM User Provisioning
System for Cross-domain Identity Management automates user lifecycle management:
- ✓Automated user account creation when employees join
- ✓Instant deprovisioning when employees leave
- ✓Role and group synchronization with IdP
- ✓Reduced manual IT administration overhead
- ✓Audit trail for all provisioning actions
💡 SCIM reduces security risks by ensuring departed employees lose access immediately, eliminating orphaned accounts that could be exploited.
⏱️ Data Retention Controls
Configure how long your meeting data is stored to meet compliance requirements:
📋 Audit Logging & Monitoring
Comprehensive audit trails for compliance and security investigations:
Who accessed which meeting and when
All administrative actions logged
Export, share, and download activities tracked
Failed authentication attempts recorded
Integration with SIEM platforms
Tamper-evident log storage
🛡️ Access Controls & Permissions
Granular permission systems to control who can access meeting data:
👤 Role-Based Access Control (RBAC)
- •Custom role definitions
- •Group-based permission assignment
- •Department-level access restrictions
- •External sharing controls
🔐 Additional Controls
- •Multi-factor authentication (MFA)
- •IP allowlisting for office access
- •Session timeout configuration
- •Device management policies
📊 Security Features by Tool
| Tool | Encryption | SSO | SCIM | SOC2 | Retention Controls |
|---|---|---|---|---|---|
| Fireflies.ai | AES-256 + TLS 1.2+ | SAML, OAuth | ✓ Yes | ✓ Type II | Custom + Private Storage |
| Sembly AI | AES-256 + TLS | SAML | ✓ Yes | ✓ Type II | Configurable |
| Otter.ai | AES-256 (AWS SSE) | SAML | Enterprise | ✓ Yes | Admin controls |
| Fathom | Standard | OAuth | Limited | ✓ Yes | Basic |
| Gong | Enterprise-grade | SAML, OAuth | ✓ Yes | ✓ Type II | Full controls |
⚠️ 2025-2026 Security Considerations
As AI meeting tools evolve, new security challenges emerge:
🤖 AI Agent Security
AI agents that join meetings automatically represent potential insider threats. Ensure your tool implements privilege escalation defenses and prompt injection protection.
👤 Identity-Based Attacks
AI-generated deepfakes of executives (CEO doppelgangers) pose new risks. Look for tools with speaker verification and anomaly detection.
👻 Shadow AI Risks
Employees using unauthorized AI tools create visibility gaps. Choose enterprise tools with admin controls to prevent shadow AI usage.
📜 Regulatory Compliance
EU AI Act high-risk requirements take effect August 2026. Ensure your meeting AI vendor is preparing for expanded compliance requirements.
✅ Enterprise Security Checklist
Use this checklist when evaluating AI meeting tool security:
🔒 Encryption
- AES-256 encryption at rest
- TLS 1.2+ encryption in transit
- End-to-end encryption option
🔑 Access Controls
- SAML 2.0 SSO support
- SCIM provisioning
- MFA enforcement
- Role-based access controls
📋 Compliance
- SOC2 Type II certification
- GDPR compliance
- HIPAA option (if needed)
- Data Processing Agreement available
🗄️ Data Management
- Configurable retention policies
- Data residency options
- Right to deletion support
- Audit logging