Read.ai GDPR and Data Protection: Visible Bot, Risky Data Export

Read.ai GDPR and Data Protection: The Basic Problem

Read.ai is an AI-powered meeting assistant that analyzes and transcribes conversations, generates summaries, and provides meeting insights. It joins meetings through a visible bot — a benefit in terms of transparency under the GDPR. However, the main concern lies in the fact that data is typically transferred to and processed in the United States, which poses a significant challenge for GDPR-compliant use.

How Read.ai Works: Visible Bot Is an Advantage

The Read.ai bot is invited as a visible participant in meetings and appears in the participant list. Attendees can see the bot, and in many cases, the chat shows who invited it. The bot listens in real time and generates transcripts, summaries, and performance metrics like meeting scores.

The following data may be processed:

• Transcribed spoken content
• Participant names, roles, timestamps, and meeting structure
• Sentiment analysis and participation metrics (if enabled)

While this visibility helps with transparency, it does not replace the need for legal safeguards.

Visibility Isn’t Enough: GDPR Requires More

Even though the bot is visible, that does not automatically fulfill the GDPR's requirements. Organizations must still comply with:

• Article 5(1)(a): Lawful, fair, and transparent processing
• Article 13: Obligation to inform affected individuals
• Article 6: Requirement for a valid legal basis, such as consent or legitimate interest

In practice, Read.ai is often used without ensuring that all participants have been properly informed or have given consent — a serious issue, especially in sensitive or external meetings.

Servers Outside the EU: A Major Risk

Read.ai processes and stores its data in the United States. Even if the company emphasizes strong encryption and security, the key GDPR concern remains: who has access to the data?

Risk factors include:

• The U.S. is not recognized as a safe third country under the GDPR (per Schrems II)
• U.S. authorities may gain access under laws such as the CLOUD Act
• GDPR Articles 44 and following require specific protections like SCCs

General statements about encryption or limited data use do not satisfy these legal obligations.

Read.ai GDPR and Data Protection: Where the Challenges Lie

Read.ai enables a transparent meeting setup thanks to its visible bot. However, GDPR compliance still requires:

• Informing all participants clearly before or at the beginning of the meeting
• Documented consent, particularly when recordings or further data processing are involved
• Contractual and technical safeguards for U.S.-based data transfers

Without these, users face real compliance risks.

Read.ai GDPR and Data Protection: Theory vs. Practice

In real-world usage, Read.ai is often activated without proper explanation or consent. While the bot is visible, many users mistakenly assume this is enough. Few consider — or secure — the international transfer of data. For companies with strong data protection standards, this poses a significant risk.

Conclusion: Read.ai Can Be GDPR-Compliant But Only with Effort

Read.ai offers strong functionality and visible transparency. However, the transfer of data to the U.S. remains a significant hurdle for GDPR compliance.

To use Read.ai legally, users should:

• Inform all meeting participants well in advance
• Collect and document their consent
• Ensure legal and secure data processing when transferring outside the EU

Tools like Sally, which combine visible bots with exclusive EU hosting, provide a safer and more streamlined alternative for privacy-conscious organizations.

Disclaimer: This article is for informational purposes only and does not constitute legal advice.