Policy for the Use of AI Note-taking Tools During ASPDA Events, Webinars, and Meetings

Background
ASPDA is committed to fostering open dialogue and protecting the confidentiality of participants, presenters, and organizational information.

The use of AI-based note-taking tools and unauthorized recordings raises concerns regarding privacy, data security, and the unauthorized capture of proprietary content. Presenters often share unpublished or sensitive material intended solely for attendees, and such content must not be recorded, transcribed, or processed by external tools.

To protect these interests, ASPDA prohibits attendees from recording sessions or using AI note-taking or transcription tools during its events and meetings. ASPDA staff or designated volunteers may, however, choose to use approved recording or AI tools in limited cases for administrative, accessibility, or content development purposes.

Scope
This policy applies to all ASPDA-hosted online and in-person events, webinars, and meetings, including those conducted via third-party platforms. It covers all forms of AI-assisted note-taking, transcription, or recording, including but not limited to automated meeting assistants, real-time transcription services, screen capture, and audio or video recording applications.

Guidelines
Attendee Restrictions:
During webinars, presentations, and meetings, attendees may not record, capture, or use any AI note-taking or transcription tools. Participants are encouraged to take notes using traditional or non-AI digital methods.

ASPDA Use of AI and Recording:
ASPDA may employ approved recording or AI tools for limited purposes. These tools will be operated only by ASPDA staff or designated volunteers.

Exceptions:
In special circumstances—such as approved accessibility accommodations—attendees may request permission to use AI note-taking tools or personal recording devices. Requests will be reviewed on a case-by-case basis by ASPDA staff, considering the sensitivity of the content and privacy implications.  

If you require AI-assisted note-taking for accessibility purposes, please contact Megan Hillabrand ([email protected]) or Annie Lowry ([email protected]) at least 1 week prior to the event.

Published March 3, 2026