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The data protection checklist for AI meeting software comprises seven checkpoints that you should go through before making any purchase decision: data processing and hosting location, recording behavior (audio/video), consent requirements under GDPR and § 201 StGB, data protection impact assessment (DSFA), works council compatibility, EU-AI-ACT compliance and certifications. This article complements our Guide to AI-supported conversation documentation in B2B field sales about the compliance perspective. The Bliro conversation intelligence platform was designed from the start to meet all seven checkpoints.
Why data protection is now on the agenda for AI meeting tools
AI-based meeting tools are rapidly spreading in B2B sales. Loud Market Reports World More than 72 percent of medium-sized to large companies are already recording their sales or support calls and almost 58 percent are actively analyzing them using AI. For conversation intelligence platforms such as Bliro, the regulatory requirements are therefore just as relevant as the range of functions.
Since February 2025, Bliro users have also been required to have AI competence in accordance with Article 4 of the EU AI Regulation. From August 2026, the transparency obligations under Article 50 will also apply, such as Hamburg Chamber of Commerce summarizes.
Die German Data Protection Conference (DSK) has put the use of AI to process personal data on its binding positive list, for which a data protection impact assessment (DSFA) must always be carried out. This means that anyone who introduces AI meeting software without systematically checking data protection risks fines and loss of trust. With the Bliro data protection checklist, you can evaluate every tool in a structured way.
7 checkpoints for privacy-compliant software purchasing
1. Data processing and hosting location
Check where the provider processes and stores data. EU-based providers offer better GDPR guarantees than US alternatives, such as Specialist lawyer Cornelius Matutis in IMPULSE magazine confirmed. AI service providers act as contract processors in accordance with Art. 28 GDPR. Bliro processes all data in the EU via Amazon Web Services in Frankfurt.
Always request an order processing contract (AVV) and check whether data is being transferred to third countries.
Test questions:
- Where are the servers located (EU/EEA or third country)?
- Is there an AVV under Art. 28 GDPR?
- Is data passed on to sub-contractors?
2. Recording behavior: audio/video recording vs. real-time transcription
This point separates privacy-friendly solutions from problematic solutions. After Art. 6 para. 1 lit. f DSGVO Online meetings in the EU may only be recorded with clear advance consent from all parties involved. Cloud storage outside the EU and automatic extraction of biometric features are particularly risky. Bliro deliberately avoids audio/video recordings and constructively avoids these risks.
The alternative: Tools that only process audio in volatile memory (RAM) and never save it as a file. Bliro uses exactly this principle of real-time transcription without permanent audio storage.
3. Consent requirement in accordance with Section 201 StGB and GDPR
Section 201 StGB protects the confidentiality of the spoken word. Die LUTZ Law Firm | ABEL explains in her legal analysis of 2026: Tools that process audio exclusively in volatile memory and do not store audio files usually circumvent this fact. Bliro uses exactly this RAM-only principle.
Anonymized real-time transcription without speaker recognition can also be classified as a legitimate interest under Article 6 (1) (f) GDPR. The Bliro platform deliberately dispenses with speaker recognition.
Test questions:
- Does the tool save audio or video files?
- Is consent from the interlocutors required?
- Does speaker recognition or sentiment analysis take place?
4. Data Protection Impact Assessment (DSFA)
that Bavarian State Office for Data Protection Supervision (BayLDA) confirmed: The use of AI systems from external providers always requires a risk assessment as part of a data protection impact assessment (DSFA). According to Art. 35 GDPR, you must carry out a DPO if the processing is likely to pose a high risk to the rights of natural persons, such as iSiCo data protection advice explained. This also applies to Bliro and any other AI meeting tool under the EU AI Act.
Test questions:
- Has a DSFA been created or prepared for the tool?
- Does the provider provide information for your own DSFA?
5. Works Council and Participation
AI meeting tools such as Bliro can trigger works council participation rights in accordance with Section 87 (1) No. 6 BetrVG if they are technically suitable for monitoring performance or behavior. According to one Analysis by the CMS law firm There is no enforceable right of participation if an AI tool does not offer a monitoring function and the employer has no access to individual usage data.
that Hamburg Labour Court (Az: 24 BvGA 1/24) confirmed this line in a landmark decision: No right of participation in AI tools if the employer has no access to the processed data. Bliro works anonymously and autonomously, without individual employee tracking.
6th EU AI Act: New obligations from 2026
Die Hamburg Chamber of Commerce summarizes the timeline: Since February 2025, companies must ensure AI competence (Art. 4). From August 2026, transparency obligations under Art. 50 apply, which inform users about interaction with AI systems. Check with Bliro and any other provider whether the tool helps you fulfill these obligations.
Test questions:
- Does the tool provide transparent information about the use of AI?
- Does the provider provide documentation for Art. 50 transparency obligations?
7. Certifications and Audits
Certifications such as ISO 27001 are objective proof of information security. The Bliro conversation intelligence platform is ISO 27001 certified, is regularly audited by Kertos and hosts all data on AWS Frankfurt (EU). Ask each vendor for current certificates, audit reports, and how to deal with security incidents.
Overview: The 7 checkpoints at a glance
How Bliro meets these requirements
The Bliro conversation intelligence platform was designed from the ground up as a GDPR-first solution. We transcribe conversations in real time, without a bot and without audio or video recording. This waives the consent requirement under Section 201 StGB and Art. 6/7 GDPR.
All data is processed and hosted on European servers (AWS Frankfurt). Bliro is ISO 27001 certified and is regularly audited by Kertos. An independent Analysis of OMR reviews confirmed: Botless solutions significantly simplify GDPR compliance and do not have a negative impact on meeting dynamics.
Bliro coaching works anonymously and autonomously. No manager sees individual call data, no employee tracking takes place. This architecture makes Bliro works council compatible, as the ruling of the Hamburg Labour Court suggests: Without a monitoring function, there is no enforceable right of participation.
Our Conclusion
The seven checkpoints in this data protection checklist cover the most important regulatory requirements that you should consider when choosing AI meeting software. GDPR, Section 201 StGB, Works Constitution Act and EU AI Act are intertwined. If you choose a tool right from the start that constructively solves these requirements instead of bypassing them, you save yourself compliance problems later on.
Bliro meets all seven points because the platform uses real-time transcription without recording. You can read more about how Bliro actually makes your everyday sales life easier in our Guide to AI-supported conversation documentation in B2B field sales]
Common questions about the privacy assessment of AI meeting software
Can I transcribe customer conversations with AI without my counterpart's consent?
It depends on whether your tool stores audio or video files. According to the LUTZ Law Firm | ABEL Tools that only process audio in volatile memory and do not save audio files circumvent the facts of Section 201 StGB. Bliro doesn't save audio or video files and transcribes conversations anonymously in real time. Bot-based tools with recording functions, on the other hand, require the unequivocal consent of all parties involved.
Does the works council have to approve the introduction of an AI meeting tool?
An enforceable right of participation in accordance with Section 87 (1) No. 6 BetrVG only exists if the tool is technically suitable for performance or behavior monitoring. that Hamburg Labour Court (Az: 24 BvGA 1/24) decided that there is no right of participation in AI tools without employer access to individual data. Bliro works anonymously and without employee tracking.
The early involvement of the works council in accordance with Section 90 BetrVG (obligation to provide information) is nevertheless recommended with Bliro and any other AI tool.
Is Bliro's GDPR compliance independently confirmed?
Bliro is ISO 27001 certified and is regularly audited by Kertos. An independent Analysis of OMR reviews confirms that botless solutions significantly simplify GDPR compliance All Bliro platform data is processed on European servers (AWS Frankfurt). Audio or video files are never saved.
What obligations does the EU AI Act impose on users of AI meeting software?
Since February 2025, the obligation to have AI competence under Article 4 of the EU AI Regulation has been in force for all companies that use AI. From August 2026, transparency obligations under Art. 50 will be added, which, according to Hamburg Chamber of Commerce Require companies to inform users about how to interact with AI systems. Always check whether the tool helps you fulfill these obligations.
Do I need a data protection impact assessment before using AI meeting software?
Yes that Bavarian State Office for Data Protection Supervision (BayLDA) confirms that a risk assessment within the framework of a DSFA is always necessary for AI systems from external providers. The German Data Protection Conference (DSK) has AI processing of personal data on its binding positive list. Request information from Bliro or another provider to help you create your DSFA.
Frequently Asked Questions
