Top Enterprise AI Meeting Assistants 2025
Fellow - Best for Team Workflows
Fellow is a comprehensive meeting workflow platform built around AI note taking, recording, and transcription for Google Meet, Zoom, and Microsoft Teams. Recognized by The New York Times Wirecutter as a top pick for transcribing and summarizing meetings in 2025.
Security & Compliance
- SOC 2 Type II certified
- GDPR, CCPA compliant
- HIPAA compliant with BAA
- Annual third-party security testing
Enterprise Features
- SSO/SAML authentication
- Multi-factor authentication
- Advanced admin controls
- Full data control and retention
Note: Fellow never allows partner LLMs to train on your data.
Microsoft Copilot - Best for Microsoft 365 Organizations
Microsoft Copilot offers native integration with Teams and the entire Microsoft 365 ecosystem, making it ideal for organizations already using Microsoft products.
Security & Compliance
- SOC2 + ISO27001 + FedRAMP
- Built-in HIPAA compliance (with healthcare plans)
- BAA coverage included
- Enterprise security suite
Enterprise Features
- Native Microsoft 365 integration
- Data residency controls
- Identity management via Azure AD
- Comprehensive admin dashboard
Fireflies.ai - Best for Sales & CRM Integration
Fireflies.ai leads with comprehensive SOC2 Type 2 compliance and powerful CRM integrations, making it particularly strong for sales teams.
Security & Compliance
- SOC2 Type II certified
- HIPAA compliant with BAA
- GDPR compliant
- Enterprise-grade encryption
Enterprise Features
- SSO/SAML support
- Advanced admin controls
- Private storage options
- Custom data retention
Read.ai - Best for Privacy-First Organizations
Read.ai is built with privacy, transparency, and user control at its core. It announces measurements at meeting start and requires host approval.
Security & Compliance
- SOC2 Type II certified
- HIPAA compliant with BAA
- Privacy-first architecture
- Transparent data practices
Enterprise Features
- Host-controlled recording
- Automatic consent notifications
- SSO integration
- Admin dashboard
Zoom AI Companion - Best for Zoom-Centric Organizations
Zoom AI Companion is included at no additional cost in Zoom Pro, Business, and Enterprise plans as of 2025, offering native AI capabilities.
Security & Compliance
- SOC2 Type II certified
- FedRAMP authorized
- HIPAA compliant
- End-to-end encryption option
Enterprise Features
- Included in existing Zoom plans
- Native Zoom integration
- Admin controls via Zoom dashboard
- Data residency options
Enterprise Security Requirements Checklist
Compliance Certifications
- SOC 2 Type II (minimum requirement)
- ISO 27001 certification
- GDPR compliance
- HIPAA with BAA (for healthcare)
- FedRAMP (for government)
- CCPA compliance
Authentication & Access
- SSO/SAML 2.0 support
- Multi-factor authentication
- Role-based access control (RBAC)
- Principle of least privilege
- User provisioning/deprovisioning
- Session management controls
Data Protection
- AES-256 encryption at rest
- TLS 1.3 encryption in transit
- Data residency options
- No AI training on customer data
- Customer-managed encryption keys
- Data backup and recovery
Admin Controls
- Centralized admin dashboard
- Custom data retention policies
- Meeting recording controls
- User activity monitoring
- Immutable audit logs
- Bulk user management
Data Residency Options by Vendor
In 2025, major AI platforms have expanded data residency options. Eligible customers can keep customer content stored at rest in-region including Europe, UK, US, Canada, Japan, South Korea, Singapore, India, Australia, and UAE.
| Vendor | Data Residency Regions | Private Cloud Option |
|---|---|---|
| Microsoft Copilot | US, EU, UK, Asia-Pacific + more | Yes (Azure) |
| Google Gemini Enterprise | Multiple regions via GCP | Yes (VPC-SC) |
| Fireflies.ai | US, EU | Yes (Enterprise) |
| Fellow | US, Canada, EU | Limited |
| Zoom AI Companion | US, EU, APAC | Yes (Zoom Data Center) |
Enterprise Pricing Guide 2025
Typical Enterprise Pricing Ranges
- Fellow Enterprise: Custom pricing, typically $20-30/user/month with volume discounts
- $19/user/month billed annually, Enterprise tier custom
- Microsoft Copilot: $30/user/month (requires Microsoft 365 license)
- Zoom AI Companion: Included in Zoom Pro ($15.99), Business ($21.99), Enterprise plans
- Custom pricing based on organization size
Enterprise Pricing Considerations
- Volume discounts typically available for 100+ seats
- Annual billing often 15-20% cheaper than monthly
- SSO and advanced security usually included in enterprise tiers
- Custom SLAs and dedicated support may add 10-20%
- Implementation and training services are often additional
The Shadow IT Problem
According to 2025 research, 83% of organizations report employees installing AI tools faster than security teams can track. This creates significant compliance and security risks.
How to Address Shadow AI
- Implement approved AI tool lists with clear procurement processes
- Deploy endpoint monitoring to detect unauthorized AI installations
- Provide compliant alternatives that meet user needs
- Create clear acceptable use policies for AI tools
- Train employees on security risks of unauthorized tools
Enterprise Implementation Timeline
Week 1-2: Assessment
- Requirements gathering
- Security review
- Vendor evaluation
- Compliance mapping
Week 3-4: Procurement
- Contract negotiation
- BAA signing (if needed)
- SSO configuration
- Admin setup
Week 5-8: Pilot
- Limited rollout (10-20 users)
- Integration testing
- Policy development
- User feedback
Week 9+: Rollout
- Phased deployment
- Training programs
- Monitoring setup
- Ongoing optimization
Key Takeaways for Enterprise Buyers
Must-Have Features
- SOC 2 Type II or ISO 27001 (minimum)
- SSO/SAML authentication
- RBAC with granular permissions
- Immutable audit logs
- Data encryption at rest and in transit
- Clear data handling policies
Red Flags to Avoid
- No current compliance certifications
- Unclear data handling policies
- No SSO/MFA options
- Training on customer data
- Limited audit capabilities
- No Business Associate Agreement
