Sonix GDPR and Data Protection: Why Upload-Based Transcription and their Hosting Is Risky

Sonix GDPR and Data Protection: The Basic Issue

Sonix is a transcription platform that automatically converts audio and video files into text. Unlike tools like Zoom AI Companion or Microsoft Copilot, Sonix does not operate during meetings. Instead, users must record a conversation and manually upload it to the platform. This gives users more control, but it also shifts responsibility. From a GDPR perspective, this workflow introduces several legal challenges.

How Sonix Works: Post-Meeting Upload

Sonix is not a live tool. Users first create an audio or video file and then upload it to Sonix for transcription. The tool is especially popular for interviews, podcasts, and recorded meetings.

The following data may be processed:

• Complete media files (audio or video)
• All spoken content
• Speaker identification, timestamps, and metadata

All processing typically takes place on servers located in the United States.

Transparency Gaps: Recording Is the Critical Step

Since Sonix doesn’t participate in the live meeting, the GDPR-relevant moment is the recording itself. In many cases, participants are recorded without being properly informed or without giving clear consent. The actual upload happens later, but the data privacy risk begins during recording.

The GDPR requires:

• Article 5(1)(a): Lawfulness, fairness, and transparency
• Article 13: Notification at the time of data collection (i.e., during recording)
• Article 6: A legal basis — typically consent — is mandatory

The lack of control over what happens after the recording makes this especially tricky for participants.

Servers Outside the EU: A Legal Risk

Sonix typically stores and processes data in the U.S. While the company claims high security standards, the GDPR requires more than technical promises.

Core concerns include:

• U.S. authorities may request access to data under laws like the CLOUD Act
• The EU does not consider the U.S. a fully safe third country (per Schrems II)
• GDPR Articles 44+ require safeguards like Standard Contractual Clauses (SCCs)

A Transfer Impact Assessment (TIA) is also advisable, especially for sensitive content. However, these steps are often impractical for small teams or individuals.

What’s Required for GDPR Compliance

To use Sonix in line with GDPR, users must ensure:

• All participants are informed before recording
• Explicit consent is obtained for both recording and transcription
• International data transfers are protected by valid contracts and safeguards
• Data retention and deletion practices are clearly defined and documented

The key point: Responsibility lies with the user, not Sonix.

Sonix GDPR and Data Protection: Theory vs. Practice

In real-world usage, recordings are often made casually or without planning. Participants may not be told that the content will later be transcribed or that it will be stored in a non-EU cloud. Sonix itself does not offer tools to verify participant consent or track compliance.

This leads to:

• Hidden GDPR violations
• Legal uncertainty
• Risk during audits or in case of complaints

Conclusion: Sonix Is Legally Sensitive — Especially Due to Consent and Hosting

Sonix is technically powerful, but it presents several challenges from a GDPR perspective:

• Recording must be handled in compliance with GDPR
• U.S. hosting adds risk unless properly mitigated
• Consent is not optional — it’s required

Compared to tools like Sally, which offer visible bots and exclusive EU hosting, Sonix requires more effort to use in a compliant way. Anyone relying on it should create clear processes and document all necessary steps.

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