21 August 2026
AVAY keeps the meeting transcript in your organization's own cloud tenant, not a shared or public one, and any separate audio/video recording stays on the device that started it — it is never auto-uploaded. Consent is captured by making the AI a visible, announced participant in the meeting rather than a bot that dials in unannounced. In two-party-consent states, an admin can require an explicit accept/decline prompt before the AI transcribes a word.
Two different things get created in an AVAY call and they don't behave the same way. The transcript, the running notes, and the decisions log are text, generated live, and stored in your organization's own AVAY tenant — the same account boundary as everything else your org has recorded.
A separate audio/video recording is optional, turned on per meeting by whoever starts it, and the resulting file is saved to that person's own device. It does not sync to the cloud automatically. If your legal team's threat model includes 'a recording leaves the company on someone's laptop,' that's the actual mechanism to plan around — not a hypothetical.
AVAY has no separate bot that dials into someone else's meeting; the AI is a participant in the AVAY call itself, visible in the same list as everyone else. That changes what a consent notice can look like — it's a banner in the meeting window and a line in the chat when transcription starts, and the AI will say out loud, if asked or when it begins, that it's transcribing.
That's a different failure mode from a dial-in bot showing up as an easy-to-miss extra name on a long attendee list. It's also not a substitute for your org's own consent policy — AVAY gives you the mechanism to notify and log; whether that satisfies your jurisdiction's requirement is a legal question, not a product one.
In a state that requires all-party consent — California and Pennsylvania are the two legal teams ask about most — an org admin can set a policy that triggers an explicit accept/decline prompt for any participant joining from that region, before their audio is transcribed. Accept or decline is logged against that person for that specific meeting.
A participant who declines is excluded from the transcript while the meeting keeps running for everyone else. Outside a two-party-consent region, the same control still exists on request — anyone on the call can ask the AI to stop transcribing mid-call, and it will, immediately, for the rest of that session.
Org admins can delete a meeting's transcript, notes, and decisions from the org tenant, and on most plans the meeting host can request deletion of a specific meeting directly without going through an admin. Retention windows are set at the org level, not per meeting, so a legal team reviewing this should ask for that setting specifically rather than assume a default.
There's a hard boundary here worth stating plainly: AVAY cannot delete a recording file that was saved locally to someone's laptop. That file lives on their device, under their operating system's file permissions, outside AVAY's infrastructure. If your retention policy needs to cover that file, it has to name the device, not just the account.
Everything above happens inside AVAY's own tenant. The one place data leaves that boundary is a connector — a link a team attaches itself to push something into its own systems, a ticketing tool picking up an action item, for instance. A connector only fires on what it's built to send, and only when someone on the team has attached it; nothing reaches out on its own.
That's the actual scope a review should ask about: not 'does AVAY share data with third parties' as a blanket question, but 'which connectors does this org have attached, and what does each one send.' The answer is a short, specific list, and an admin can see it.
Most of the back-and-forth on this disappears if the reviewer asks for the right five things up front instead of a general privacy statement.
| Dial-in bot | AVAY (in-meeting AI) | |
|---|---|---|
| Who sees it join | Shows up as a named guest, easy to miss on a long list | Same participant list, plus a banner and a spoken announcement |
| Where the recording lands | Often uploaded to the bot vendor's cloud automatically | Transcript to org tenant; recording file stays on the host's device |
| Stopping it mid-call | Usually means the host removing the bot from the call | Anyone can ask it to stop transcribing without leaving |
No. Live transcription runs by default so the AI can take notes and answer questions during the call, but a separate audio/video recording only happens if someone turns it on for that meeting. That recording file saves to their device rather than uploading anywhere automatically.
Yes. In a two-party-consent region, the AI prompts for an explicit accept or decline before it starts transcribing, and someone who declines is left out of the transcript while the meeting continues for everyone else. Outside those regions, anyone on the call can still ask the AI to stop transcribing mid-call and it will.
Org admins can delete a meeting's transcript and notes from the org tenant, and on most plans the meeting host can request deletion of a specific meeting directly. AVAY can't reach a recording file that was saved locally to someone's laptop — deleting that has to happen on the device itself.
That depends on the data processing terms your organization agreed to, not on anything visible in the product itself, so check your org's AVAY contract or DPA rather than assume a default. This article covers the architecture and consent flow — it isn't a substitute for reading that agreement.
AVAY's own data processing agreement and privacy documentation is where a legal team should look for the specific commitments, since those details change and shouldn't be quoted secondhand here. What this article can tell you is where the data physically sits and who can act on it, which is usually the first thing a compliance review actually needs to know.
AVAY's consent model relies on the AI being a visible, announced participant rather than a silent dial-in bot — but the recording file itself lives on whoever's laptop started it, so your retention policy needs to name that device too.
AVAY is a video meeting platform that transcribes the call itself — no bot joins, because there is nothing to join. Start one at avay.ai, read how each part works in the documentation, or see what it costs.