Is Fireflies AI Safe for Client Data in 2026?

Is Fireflies Safe for Client Calls?

Fireflies can record client calls without using the meeting content to train generative AI models, according to its published terms. You still need to control the saved records and their audience.

Its security page says, “We don’t train on it by default”. The privacy policy describes a “Zero Data Retention policy for meeting content”. That policy concerns third-party vendors after processing.

Fireflies can still keep your recording and written notes in your account.

The privacy policy also separates business-customer content from other personal information it collects. Business content is governed by its service terms and Data Processing Addendum.

Those service terms prohibit using your content to train or improve generative AI models. They also require permission from each meeting participant.

What Each Control Changes

Control	What Fireflies Says	What It Means for Your Client File
Saved meeting content	Recording settings decide which formats remain after processing	A transcript or summary still contains client information when audio is removed
AI training	Meeting content is excluded from internal and external model training	This does not remove the record from your workspace
Meeting access	Visibility and recap emails have separate settings	Restrict both the record and the summary sent by email
Storage location	Enterprise Private Storage changes where saved content lives	Processing can still happen in the United States

Fireflies’ recording-mode guide lists Enterprise options that retain only a transcript and summary, or only a summary. Audio is still captured for processing in those modes. Removing playback does not make the conversation unrecorded.

Automatic deletion is an Enterprise feature. The auto-delete guide says the meeting owner’s setting decides retention, and changes apply to future meetings. Setting a new retention period does not clear older client calls.

Enterprise Private Storage lets customers choose a storage arrangement, but Fireflies says processing takes place on its US servers. Do not describe that arrangement to clients as Australia-only processing.

Set the meeting audience before recording. Fireflies’ privacy and email settings guide lists “Teammates & Anyone with Link” as the default meeting privacy option. A forwarded link can therefore expose the meeting to someone who was absent.

Choose “Only Owner” under “Meeting privacy” when only you need access. Set “Meeting recap email” to “Only me” as well.

Business and Enterprise support password-protected external links with an expiry. Share only the record a recipient needs, through the access method your brokerage approves.

How the Fireflies Note Taker Joins Meetings

The Fireflies AI note taker can join calendar meetings automatically when your account’s joining settings or recording rules select them. A meeting with a conferencing link can be enough under a broad auto-join setting.

Use Fireflies’ auto-join instructions to make client recording deliberate:

1. Open Settings in the Fireflies web app, then open Recording & Privacy in the Personal tab.
2. Turn off “Auto-record meetings”. Fireflies says this saves automatically.
3. Review your Recording Rules. Fireflies warns that configured rules can still make it join after automatic recording is switched off.
4. For manual invitations, open the Home page’s meeting settings. Under “Auto-join calendar meetings”, select “Only when I invite fred@fireflies.ai”.

Before the next client call, review the calendar guest list and remove an unwanted bot invitation. Keep the bot outside the meeting until everyone has agreed.

If a bot appears unexpectedly, remove it from the participant list before discussing client information. Ask who invited it, because another attendee’s account can have its own recording settings.

For a harmless internal check, schedule a meeting without a bot invitation and confirm that Fireflies stays out. If it still appears, inspect the recording rules and the attendee who owns the bot. Changing your settings cannot control another person’s account.

Tell Clients Before You Record

Tell every participant about Fireflies before it starts capturing the conversation, then obtain their agreement. Fireflies’ terms require participant permission. A bot name in the attendee list does not explain where the recording goes or who receives the notes.

Explain the purpose in plain language: Fireflies will process the conversation to make meeting notes. Tell the client which formats your brokerage retains, who can access them and whether processing occurs overseas. Offer a call with manual notes if the client declines.

Get agreement before admitting the bot. Record that agreement in the client file and confirm it when the recorded part begins. If someone joins late, explain the recording and ask for their agreement before continuing.

Australian recording rules depend on the jurisdiction and circumstances. Use the call recording laws Australia guide for the location-specific rules before recording. Permission to make notes also needs to match the actual recording and sharing arrangement you describe.

What a Broker Must Not Record

Keep credentials and unnecessary client information off the recording, even after the client agrees to meeting notes. Consent to record a discussion does not create a reason to retain every detail spoken during it.

Exclude these details from a recorded call:

• Internet banking passwords, one-time codes and account recovery answers.
• Full identity document numbers or tax file numbers read aloud for verification.
• Screen shares that expose complete bank statements or identity documents when the discussion needs only a figure.
• Health details or other sensitive personal information that the meeting notes do not need.
• Personal information about a partner or guarantor who has not agreed to the recording.

The Office of the Australian Information Commissioner recommends minimising personal information entered into AI products. For example, a note can record that identity verification is complete without preserving a passport number in the transcript. Remove the bot before a necessary sensitive discussion, and use your brokerage’s approved collection channel.

Delete an Unwanted Meeting

Only the meeting owner can delete a Fireflies meeting. Its deletion instructions give this route:

1. Open Meetings, then find the call in My Meetings.
2. Open the meeting’s three-dot menu and choose Delete.
3. Confirm deletion after checking that your brokerage has retained any record it must keep.
4. Check that the meeting is absent from your library. Address copies already emailed, downloaded or sent to connected systems separately.

Fireflies says deletion removes the meeting and its related records from the account permanently. Its terms qualify backend deletion with a reasonable timeframe and exceptions for other users’ copies, backups and legal requirements. Do not promise a client that clicking Delete instantly erases every copy.

If someone else’s bot made the recording, ask its owner to delete it and confirm the action. Keep automatic joining disabled until you have settled who can record client calls and how those records are handled.