Read AI was founded with privacy as a priority, and uses industry best practices around security and privacy. All data measured during video conference calls are encrypted during transmission and storage, and is, by default, protected behind our account login system. Read does not publish data to the open internet, does not sell user data, does not use it to improve its proprietary models unless a user has opted-in, and will not share user data with third parties except as necessary to perform the functions of our business. The owner of a report also has full control over who the content is shared with, if at all.
But if you still do not want Read to join a meeting you are in, there are several steps that can be taken.
Configuring Read to join a meeting (Read users only)
If auto-join is enabled and you decide at the last minute that you do not want it to join a meeting, the easiest way to prevent it from joining is to visit your Read Calendar, find the meeting, and toggle off the “Add Read?” button. As long as you do this a few minutes before the meeting scheduled start time, Read should have time to sync and know not to join it.
Admitting Read (host only, depending on platform)
Read will typically ask to be admitted to a meeting before joining (dependent on meeting platform settings). In most cases, the host or another participant will see a request from Read asking to be admitted. If they do not want Read to join, they can simply deny the request.
For Microsoft Teams
For Google Meet
For Google Meet, Read has the ability to join either as an AI meeting agent or via Google Meet's Native recording integration.
Joining as an Agent
You will first get a notification saying someone wants to join that can look a couple different ways.
Click “View” and you’ll be taken to the People screen, where you can admit or deny Read from joining. To deny, click on the three dots next to the Notetaker and select “Deny entry”. If Read is the only one there, you can also click “Deny all.”
Joining with Google Meet’s Native Recording
When Read joins a meeting using Google Meet’s native recording integration, you (or a meeting participant) will see a pop-up notification at the scheduled start time. Someone will need to confirm that all participants have given consent by clicking "Start Read Chief Meeting Officer".
If the call is hosted in a Google Workspace, a user from that Workspace will need to approve this pop-up. If the call is hosted by a gmail.com user, then whoever invited Read AI will need to confirm the dialog.
For Zoom
NOTE: if the host has previously installed the Read app in Zoom, or connected their Zoom account to Read, this request to admit will not appear. That is because Zoom would have already assigned Read a token that lets it skip the request and join the meeting.
Removing Read (host only)
You might notice that Read joins meetings as a participant (it has its own square the way other participants do). This is by design, so that if Read was admitted to the meeting, but needs to be removed, the host can remove it the same way they would a participant.
For Microsoft Teams
In Teams, click on the Participants icon. Once in that window, find the notetaker, and right click on it to open the options menu. Then select “remove from meeting.” No further confirmation is required, and Read will be removed from the meeting.
For Google Meet
Agent:
Removing a participant from Google Meet is a multi step process. First, click on the “People” icon. Once in that window, find the notetaker, and click on the three dots next to it. Select “remove from the call”. You will then be asked to confirm that the participants should be removed. Click “Remove” again, and the Read AI agent will leave the call.
Native Integration:
The host, as well as any meeting participant, can manually stop recording by clicking the Read AI logo at the top right and then clicking "Stop sharing." This will make Read stop recording and generate a report with the content recorded up to that point.
For Zoom
Removing a participant from Zoom is also a multi step process. First, click on the “Participants” icon. Once in that window, find the notetaker, and click on the three dots next to it. Select “remove from the call”.
You will then have to confirm you want it removed by clicking “Remove”, and the agent will leave the call.
Removing Read (any meeting participant)
As a best practice, Read asks users to notify participants they they are recording the meeting. When available, Read AI will also send out an automatic notification that is posted in the meeting chat when Read joins a meeting, which includes:
- notification of recording
- the name of the user(s) who invited it
- options to remove it using chat commands or by clicking on an opt out link
Any participant in the meeting can remove Read at any point by typing the commands into the meeting chat, or by clicking on the provided link. If you're using chat commands, enter them without the quotation marks, and they will take effect immediately:
"Read Stop" = Read will leave the meeting and generate a report based on the data measured before this command
-
"Opt Out" = Read will leave the meeting and delete all measured data (no report will be generated)
Note, if an opt out link is provided you must click on the link to opt out. The chat command will not work.
For Microsoft Teams
Unlike Google Meet and Zoom, Read sends an opt-out link that allows participants to opt out. Note that if you see an opt out link provided, you must use the link or remove Read as a meeting participant to remove Read from the meeting - chat commands will not work.
For Google Meet
Joining as an Agent:
Any meeting participant can type:
- "Read stop" in the chat and send it to remove Read. A meeting report would be generated with the recorded content up to that point.
- "Opt out" in the chat and send it to remove Read. All recorded content would be deleted and no meeting report would be generated.
Joining via Native Integration:
Since Read does not join as an agent, no chat commands will be used. Rather, any meeting participant can manually stop recording by clicking the Read AI logo at the top right and then clicking "Stop sharing." This will make Read stop recording and generate a report with the content recorded up to that point.
To opt out during a meeting, click on the 9-dot grid on the bottom right corner, then look for the Read AI app, open it. Click the Read AI logo at the bottom left. Select the “Opt out” option. This will remove Read from the meeting and delete any recorded content.
For Zoom
Any meeting participant can type:
- "Read stop" in the chat and send it to remove Read. A meeting report would be generated with the recorded content up to that point.
- "Opt out" in the chat and send it to remove Read. All recorded content would be deleted and no meeting report would be generated.
NOTE: If you were late to the meeting, you might not be able to see the chat notification unless the host pins it to the chat. But these chat commands are always available.
Since the name of the user(s) who invited Read to the meeting will also be listed, you can always reach out to them and request that they do not use Read when meeting with you.
We provide all these options to remove Read from meetings because we believe that building Read with privacy, transparency, and user control at its core encourages more authentic conversations.