AI note-taking tools with consent requests for clients.

Why recording client meetings (and doing it right) makes a real difference.

When you record client meetings with proper consent in place, it gives you a complete, accurate record of what was discussed, agreed, and committed to. For you, there's no more scrambling to reconstruct a conversation from memory, and for clients, knowing their adviser takes documentation seriously builds trust.

AI note-taking tools that include consent support make this even easier. They either prompt you to ask for consent before you hit record, or send an automated disclosure to meeting participants. Either way, the consent step is built into the process, so it happens consistently, not just when you remember to do it. The right approach for your firm depends on your workflow and what your regulator expects to see.

AI note-taking tools with consent support: a list.

Here’s how each tool handles consent:

Contented

Contented is used by professionals in regulated industries - financial services, legal, healthcare, and local government. Before you hit record, Contented prompts you to ask your client for consent. The prompt is built into the recording workflow, so it's not something you have to remember to do manually before every call.

The three-step workflow - record, transform, share - produces business-ready documents, not raw transcripts. Contented has 50+ expert templates, including formats designed for compliance filing. Contented is SOC 2 Type I certified and GDPR compliant. Data is stored in AWS, Australia. You can configure how long recordings and documents are retained before they are deleted - useful if your regulator specifies a minimum or maximum retention period.

Fathom

Fathom can automatically email external attendees before scheduled meetings to request recording consent. Users can switch this on in their own settings, and admins can set it for their team. Fathom can also display an in-meeting banner telling attendees it's recording.

Fathom is SOC 2 Type II certified, HIPAA-compliant, and GDPR compliant. Its data is stored in the United States, with a data-processing agreement available for EU and UK users.

Marloo

Marloo is built for financial advisers. Marloo’s privacy policy makes the adviser or firm responsible for obtaining all necessary consents from meeting participants and end-clients.

Marloo is SOC 2 Type II and GDPR compliant. It stores Australian and New Zealand customer data in Sydney and UK and EEA data in London.

Fireflies.ai

Fireflies.ai is a broad-market AI notetaker. It is SOC 2 Type II and GDPR compliant, with HIPAA compliance available for Enterprise customers via a business associate agreement. Fireflies.ai states that customer meeting data is not used to train AI models by default. Its desktop app provides an audio consent message and a watermark showing a recording notice on your camera, plus a meeting chat notification. It can email participants an hour before the meeting to let them know Fireflies will record.

Otter.ai

Otter.ai's enterprise suite includes advanced admin controls and data retention policies. Otter.ai can email all invited attendees before a meeting to say Notetaker will be recording. Users can turn this on individually, and Enterprise admins can enforce it across a workspace.

Otter.ai is SOC 2 Type II certified, with HIPAA compliance available on the Enterprise plan.

Granola

Granola is an AI notepad designed for individuals in back-to-back meetings. It holds SOC 2 Type II certification and is GDPR compliant. Granola offers two consent options: an automatic chat message posted when it starts transcribing, and a Granola watermark that shows a visible indicator on your video for the whole call. All data is stored on AWS servers in the United States.

Microsoft Copilot

Microsoft Copilot is a general-purpose AI assistant integrated across Microsoft 365. Its meeting intelligence capabilities depend on Teams and the broader Microsoft ecosystem. Consent management for recorded meetings is handled at the Teams admin level rather than through a dedicated client notification workflow.

Feature comparison: consent and compliance across tools.

Best practices for consent workflows in AI meeting tools.

Configure consent prompts or notifications before your first recording.

Check data residency for your jurisdiction. Australian and New Zealand clients expect data stored in Australia - which matters if you're working with sensitive client information. Confirm where your tool stores data before you go live.

Match your template to the regulatory requirement. A Statement of advice has different content requirements than a healthcare clinical note. Use templates built for your industry, not generic meeting summaries.

Review your tool's subprocessor list. AI tools use third-party LLM providers. Confirm those providers are contractually prohibited from using your client data to train their models.

Why our customers choose Contented.

We built Contented for professionals who are accountable for what happens in a client meeting - not just what was said, but whether it was properly recorded, disclosed, and documented. The consent prompt, the AI transformation, and the compliance-ready output are one connected workflow, not three separate tools stitched together. If your meetings produce documents that regulators review, Contented is built for that reality.