--- title: Guide to Managing Security and Compliance Risks Related to AI Meeting Assistants description: Are your employees aware of the risks associated with AI assistants? This guide will help your organization navigate using AI assistants in meetings. image: https://blog.cybercoach.com/hubfs/AI%20meeting%20assistant%20compliance%20guide.png --- [![CyberCoach Full Logo with Bot Icon](https://blog.cybercoach.com/hubfs/CyberCoach_Full_Logo_Black-2.svg)](https://www.cybercoach.com?hsLang=en) - [English](https://blog.cybercoach.com/guide-to-managing-security-and-compliance-risks-related-to-ai-meeting-assistants) - [Español](https://blog.cybercoach.com/es/guía-de-gestión-de-riesgos-de-seguridad-con-asistentes-de-reuniones-ia) - [Português - Brasil](https://blog.cybercoach.com/pt-br/guia-para-gerenciar-riscos-de-segurança-e-conformidade-relacionados-a-assistentes-de-reunião-com-ia) - [Suomi](https://blog.cybercoach.com/fi/opas-ai-assistenttien-riskienhallintaan) - PRODUCT ## CyberCoach at a glance An industry-changing platform built on peer-reviewed research: phishing, secure coding, and AI skills training, delivered directly in Teams, Slack, or the browser. ### [The Science Behind CyberCoach Why traditional phishing simulations don't work, according to peer-reviewed research from ETH Zurich.](https://www.cybercoach.com/science-behind-cybercoach?hsLang=en) ### [Is Phishing Simulation Legal Under GDPR? 9 steps GDPR requires before you phish your employees — and a new simulation approach that doesn't need any of them.](https://www.cybercoach.com/legal-basis-phishing-simulation?hsLang=en) ### [Pricing Flexible plans, also monthly. ](https://www.cybercoach.com/pricing?hsLang=en) ### [Blog Latest insights into security awareness and what's new with CyberCoach.](https://blog.cybercoach.com) ### [Customer Stories Read more about how CyberCoach has helped organizations across different industries modernize their approach to security and AI training. ](https://www.cybercoach.com/customer-stories?hsLang=en) ### [OT Security Training Targeted training for employees working with OT technology.](https://www.cybercoach.com/ot-security-training?hsLang=en) - [AI TRAINING](https://www.cybercoach.com/ai-security-training?hsLang=en) ## [AI Training The most comprehensive role-based AI security and productivity training — built to help employees use AI effectively and safely, and keep your organization compliant with the EU AI Act.](https://www.cybercoach.com/ai-security-training?hsLang=en) ### [AI Security Training Why choose CyberCoach for your AI security training needs?](https://www.cybercoach.com/ai-security-training?hsLang=en) ### [EU AI Act Training Requirements: What You Actually Have To Do AI literacy training has been mandatory since February 2025.  ](https://www.cybercoach.com/eu-ai-act-training-requirements?hsLang=en) - [FOR DEVELOPERS](https://www.cybercoach.com/secure-development-training-for-developers?hsLang=en) ## [For Developers Go beyond OWASP Top10 and offer hands-on interactive training for technical roles in secure coding and efficient use of AI. ](https://www.cybercoach.com/secure-development-training-for-developers?hsLang=en) ### [Secure Coding Skills Meet ISO/IEC 27001 or SOC 2 requirements for secure development practices with no-nonsense training for your developers and other technical roles, directly in Microsoft Teams or Slack chat. ](https://www.cybercoach.com/secure-development-training-for-developers?hsLang=en) - [COMPANY](https://www.cybercoach.com/about-us?hsLang=en) ## [About us We're growing into the most diverse training platform company on the planet.](https://www.cybercoach.com/about-us?hsLang=en) ### [About Us Get to know our international team.](https://www.cybercoach.com/about-us?hsLang=en) ### [Contact Us Get in touch.](https://www.cybercoach.com/contact-us?hsLang=en) ### [Careers We are hiring.](https://www.cybercoach.com/careers?hsLang=en) ### [Partner with us Learn more about our partner program.](https://www.cybercoach.com/partnerships?hsLang=en) - [English](https://blog.cybercoach.com/guide-to-managing-security-and-compliance-risks-related-to-ai-meeting-assistants) - [Español](https://blog.cybercoach.com/es/guía-de-gestión-de-riesgos-de-seguridad-con-asistentes-de-reuniones-ia) - [Português - Brasil](https://blog.cybercoach.com/pt-br/guia-para-gerenciar-riscos-de-segurança-e-conformidade-relacionados-a-assistentes-de-reunião-com-ia) - [Suomi](https://blog.cybercoach.com/fi/opas-ai-assistenttien-riskienhallintaan) [FREE TRIAL](https://www.cybercoach.com/free-trial?hsLang=en) [GET A DEMO](https://meetings-eu1.hubspot.com/maria-bique/cybercoach-demo?uuid=88959d26-2ff7-4dd0-8ebd-dd43eb31443e) Training # Guide to Managing Security and Compliance Risks Related to AI Meeting Assistants Are your employees aware of the risks associated with AI assistants? This guide will help your organization navigate using AI assistants in meetings. [Maria Bique](https://blog.cybercoach.com/author/maria-bique) May 7, 2024 [AI Security](https://blog.cybercoach.com/tag/ai-security) [Awareness](https://blog.cybercoach.com/tag/awareness) [Privacy Awareness](https://blog.cybercoach.com/tag/privacy-awareness) [Role-Based Training](https://blog.cybercoach.com/tag/role-based-training) [Security Awareness](https://blog.cybercoach.com/tag/security-awareness) [Training](https://blog.cybercoach.com/tag/training) ### Share this article [mailto:?subject=Check%20out%20https://blog.cybercoach.com/guide-to-managing-security-and-compliance-risks-related-to-ai-meeting-assistants&utm_medium=social&utm_source=email%20&body=Check%20out%20https://blog.cybercoach.com/guide-to-managing-security-and-compliance-risks-related-to-ai-meeting-assistants&utm_medium=social&utm_source=email](mailto:?subject=Check%20out%20https://blog.cybercoach.com/guide-to-managing-security-and-compliance-risks-related-to-ai-meeting-assistants&utm_medium=social&utm_source=email%20&body=Check%20out%20https://blog.cybercoach.com/guide-to-managing-security-and-compliance-risks-related-to-ai-meeting-assistants&utm_medium=social&utm_source=email) ### Subscribe ### Subscribe ![](https://blog.cybercoach.com/hubfs/AI%20meeting%20assistant%20compliance%20guide.png) Are your employees aware of the security and compliance risks associated with AI meeting assistants? This guide will help your organization navigate the potential pitfalls of using AI assistants in online business meetings. ## Understanding the Risks of AI Meeting Assistants AI meeting assistants work 24/7 and never take a day off. Some are even free. They pledge to enhance productivity in online meetings by eliminating manual note-taking and enabling post-meeting analysis. The catch is that the AI assistant must record the meeting from start to finish. What could go wrong? AI assistants may gain access to confidential business information and become potential sources of data breaches. They also collect and store personal data of meeting participants, raising concerns about data privacy and compliance with regulations such as the EU GDPR.  Organizations should make informed decisions about when and how to use AI meeting assistants in online business meetings, while also taking steps to protect confidential information and maintain compliance with data privacy regulations.   ## Implementing Security Measures for AI Meeting Assistants There are security measures organizations can take to mitigate the security risks associated with AI meeting assistants: - ### Supplier Review New AI agents should be vetted through a supplier security review process, like all third party services. This can be challenging, as employees may start using free agents without realizing the potential risks and need for review. A Data Protection Impact Assessment (DPIA) may also be required or recommended to identify privacy risks and plan mitigation prior to taking a new AI assistant into use.    - ### Meeting Platform Policies Even if no AI assistants are approved for internal use, they may show up in meetings with guest participants. Organizations can prevent external users from joining, or allow only identified users. This kind of strict policy will prevent AI agents from joining, but it may also be a blocker for day-to-day operations. Another approach to manage risk is to restrict the permissions of external users in meetings. It is important to talk to employees affected by these policy changes prior to implementing them, to understand the business impact of restricting online meeting participation.  - ### Access Control The final step in mitigating the security and privacy risks of using AI assistants is to actively manage how recordings and AI insights are stored and who can access them. Keeping access to a minimum and enabling additional security features, such as multi-factor authentication (MFA) and enterprise SSO logins, play an important role in protecting the confidentiality of meeting recordings and insights.    ## Ensuring Compliance with Data Privacy Regulations When employees use AI meeting assistants, organizations are responsible for compliance with relevant data privacy regulations. Foremost, organizations should ensure that employees are aware of the need to inform meeting participants about the use of AI assistants and seek their consent to collect and process their personal data. Organizations should also evaluate the data handling practices of AI assistant providers to ensure they are compliant with privacy regulations. This includes understanding how the provider handles and protects personal data, and whether it has appropriate data protection measures in place. It is also important to understand who the provider shares the collected data with, and where it is stored and transferred. For AI assistant recordings and data generated, organizations should establish data retention and deletion policies. These policies should comply with relevant data protection laws regarding data storage and retention periods. By taking these steps, organizations can use AI meeting assistants in a way that protects the rights of meeting participants. ![cybercoach AI assistant training quote](https://blog.cybercoach.com/hubfs/cybercoach%20AI%20assistant%20training%20quote.svg) ## Training Employees on Secure Usage of AI Assistants Training employees on safe usage and privacy rights is essential to mitigate the security risks associated with using AI assistants in meetings.  Provide employees with information on the potential risks and vulnerabilities of AI assistants, and guide them on how to use them securely and compliantly. Remember that risks are not just related to data breaches involving confidential information. Employees need to understand how AI insights may become unreliable, and be trained to verify before making use of them. It is also important to train employees to identify and report any suspicious activity or potential security breaches involving AI assistants. Keeping your trainings updated with the latest developments in the threat landscape is crucial to ensure that employees understand their rights and responsibilities as users and participants in meetings with AI assistants. With CyberCoach, it is easy to provide role-based training on all aspects of secure online meetings that is always up-to-date.    ## Creating Policies for AI Assistant Use in Meetings In order to ensure the compliant and secure use of AI assistants in meetings, organizations should have clear policies in place. These policies should outline when it is appropriate to use AI assistants in meetings and provide guidelines on their usage. For example, policies may specify that AI assistants should not be used for discussions involving confidential information. Policies should also address data privacy and compliance requirements. This can include guidelines on obtaining participant consent, handling personal data, and complying with relevant regulations. Moreover, organizations should establish procedures for incident response and reporting in case of any security breaches or privacy incidents involving AI assistants. This can help ensure a timely and effective response to any potential issues. By creating these policies together with the employees who use AI assistants for work, organizations can promote a true culture of secure use of AI assistants in meetings.   ### Need role-based security and privacy training for your organization? Training for secure online meetings, compliant use of AI assistants, and more.  [Get Started Free](https://www.cybercoach.com/free-trial?hsLang=en) ## Similar posts Security Culture ### [Streamlining Compliance: Introducing CyberCoach's Risk Self-Assessment Feature](https://blog.cybercoach.com/introducing-cybercoachs-risk-self-assessment-feature?hsLang=en) Learn how CyberCoach's In-Chat Risk Self-Assessments simplify ISO 27001 and GDPR compliance, engaging your team directly within Teams or Slack. Maria Bique Oct 28, 2024 Security Culture ### [Guide to role-based security training for salespeople and account managers](https://blog.cybercoach.com/guide-to-role-based-security-training-for-salespeople-and-account-managers?hsLang=en) Discover how targeted security training can empower your sales team to build trust with customers and how we train our salespeople at CyberCoach. Maria Bique Sep 5, 2024 Awareness ### [Security Awareness Training Platform: How to Choose the Right one](https://blog.cybercoach.com/security-awareness-training-platform-guide?hsLang=en) What are the factors to consider when selecting the ideal security awareness training platform for your organization? Maria Bique Apr 9, 2024 ### Get notified of what's going on in AI and security awareness and compliance **Expert Tips:** Stay informed with curated content, expert opinions, and case studies that are relevant to your organization's security awareness strategy. **Special Offers:** Access to CyberCoach promotions and campaigns.  **Stay Informed:** Get the latest insights and updates on security and AI compliance trends, threats, and best practices delivered directly to your inbox. ![cybercoach_logo_white.svg.2023_03_15_16_58_04.0](https://blog.cybercoach.com/hubfs/cybercoach_logo_white.svg.2023_03_15_16_58_04.0.svg) ### Product - [For Developers](https://www.cybercoach.com/secure-development-training-for-developers?hsLang=en) - [AI Security](https://www.cybercoach.com/ai-security-training?hsLang=en) - [Manage Subscription](https://billing.stripe.com/p/login/28o4jRclF4gab1C6oo) - [FAQ](https://www.cybercoach.com/faq?hsLang=en) ### Connect - [Partner Program](https://www.cybercoach.com/partnerships?hsLang=en) - [Careers](https://www.cybercoach.com/careers?hsLang=en) - [For Media](https://www.cybercoach.com/media?hsLang=en) - [Contact Us](https://www.cybercoach.com/contact-us?hsLang=en) ### Legal - [Privacy](https://www.cybercoach.com/cybercoach-website-privacy?hsLang=en) - [General Terms](https://www.cybercoach.com/general-terms?hsLang=en) ### Company - [About Us](https://www.cybercoach.com/about-us?hsLang=en) - [Blog](https://blog.cybercoach.com) - [ESG Policy](https://www.cybercoach.com/esg-policy?hsLang=en) © 2026 CyberCoach All rights reserved ```json { "@context" : "https://schema.org", "@type" : "BlogPosting", "author" : { "@type" : "Person", "name" : "Maria Bique", "url" : "https://blog.cybercoach.com/author/maria-bique" }, "dateModified" : "2024-10-09T09:11:33.592Z", "datePublished" : "2024-05-07T12:00:09.000Z", "headline" : "Guide to Managing Security and Compliance Risks Related to AI Meeting Assistants", "image" : [ "https://blog.cybercoach.com/hubfs/AI%20meeting%20assistant%20compliance%20guide.png" ], "mainEntityOfPage" : { "@id" : "https://blog.cybercoach.com/guide-to-managing-security-and-compliance-risks-related-to-ai-meeting-assistants", "@type" : "WebPage" }, "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://blog.cybercoach.com/hubfs/cybercoach_marketplace_icon.svg" }, "name" : "CyberCoach" } } ``` ```json { "@context" : "https://schema.org", "@id" : "https://www.cybercoach.com/#organization", "@type" : "Organization", "foundingDate" : "2019", "legalName" : "Cult Security", "logo" : "https://www.cybercoach.com/hubfs/CyberCoach_Full_Logo_Black-2.svg", "name" : "CyberCoach", "sameAs" : [ "https://www.linkedin.com/company/cult-security", "https://x.com/cybercoachUS", "https://www.instagram.com/cybercoachus/", "https://www.youtube.com/@CyberCoachOfficial" ], "url" : "https://www.cybercoach.com/" } ``` ```json { "@context" : "https://schema.org", "@id" : "https://www.cybercoach.com/#software", "@type" : "SoftwareApplication", "applicationCategory" : "BusinessApplication", "applicationSubCategory" : "Security awareness and AI skills training", "availableLanguage" : [ "English", "Spanish", "Portuguese (Brazil)", "Portuguese (Portugal)", "French", "Dutch", "German", "Swedish", "Finnish" ], "description" : "CyberCoach is a role-based security awareness, privacy and AI skills training platform that runs as a conversational app inside Microsoft Teams, Slack or a web browser. Employees practice AI skills and responding to social engineering in short, psychologically safe scenario-based sessions. Learning is anonymous while successful completions are recorded per user so the organization can evidence training completion for compliance. 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Employees practice role-based skills such as responding to social engineering, ethical and productive use of AI and even secure coding skills in short conversational scenarios. Learning is anonymous, while successful completions are stored so the organization can evidence training completion for compliance frameworks such as ISO/IEC 27001 and SOC 2." }, "name" : "What is CyberCoach?" }, { "@type" : "Question", "acceptedAnswer" : { "@type" : "Answer", "text" : "Yes, but not by sending deceptive emails to employees. CyberCoach uses conversational phishing challenges in which employees practice recognizing and responding to social engineering scenarios in Teams, Slack or the browser. Peer-reviewed research, including Lain et al. (ETH Zurich, 2022 and 2024), finds that traditional email-based simulated phishing does not reduce risk and can increase misplaced trust in the inbox." }, "name" : "Does CyberCoach do phishing tests?" }, { "@type" : "Question", "acceptedAnswer" : { "@type" : "Answer", "text" : "No. Learning is anonymous: how an employee answered a training scenario is never visible to managers or administrators. What is recorded is successful completion, so the organization can evidence who has completed required training for compliance purposes. This is privacy by design: the sensitive part of the interaction stays private, and only the completion fact is retained." }, "name" : "Are individual employee answers visible to managers?" }, { "@type" : "Question", "acceptedAnswer" : { "@type" : "Answer", "text" : "Yes. CyberCoach can be deployed using pseudonymous identifiers, such as Slack or Microsoft UUIDs, so no personal data is shared with CyberCoach. Compliance reporting still works: the mapping between a UUID and a real person is resolved only for authenticated and authorized administrators within the customer's own organization." }, "name" : "Can CyberCoach be used without sharing personal data?" }, { "@type" : "Question", "acceptedAnswer" : { "@type" : "Answer", "text" : "CyberCoach supports security awareness and secure development training requirements under ISO/IEC 27001 and SOC 2, and includes assessments covering ISO 27001, GDPR and AI compliance on the Complete plan." }, "name" : "Which compliance requirements does CyberCoach support?" }, { "@type" : "Question", "acceptedAnswer" : { "@type" : "Answer", "text" : "CyberCoach is available in English, Spanish, Portuguese (Brazil), Portuguese (Portugal), Polish, French, Dutch, German, Swedish, Norwegian, Danish and Finnish, with more languages in development." }, "name" : "Which languages does CyberCoach support?" }, { "@type" : "Question", "acceptedAnswer" : { "@type" : "Answer", "text" : "Plans start at 49 EUR per month for Starter, 159 EUR per month for Advanced and 179 EUR per month for Complete, available monthly or yearly, including through the Microsoft Azure Marketplace." }, "name" : "How much does CyberCoach cost?" } ] } ```