Security & Compliance

VeriNote AI delivers AI meeting assistant security with AES‑256 encryption, SOC 2 Type II controls, and HIPAA/PHIPA/PIPEDA alignment—so regulated teams can capture meetings, generate compliant notes, and protect sensitive data end‑to‑end without adding friction to daily workflows.

AI meeting assistant security: data protection & encryption

Security begins with encryption by default. All traffic uses TLS 1.2+ in transit and AES‑256 at rest across databases, object storage, and backups. Keys are managed under strict access policies with separation of duties and periodic rotation. Backups are encrypted and tested on a defined cadence, and disaster recovery includes documented RPO/RTO objectives to restore availability quickly after an incident. This foundation ensures that voice recordings, transcripts, and summaries remain confidential while enabling performant access for authorized users.

Compliance frameworks and assurances

VeriNote AI operates under SOC 2 Type II controls for Security, Availability, and Confidentiality, and aligns to HIPAA requirements for U.S. healthcare alongside PHIPA/PIPEDA in Canada. Business Associate Agreements (BAAs) are available for covered entities and business associates, and evidence is maintained to support customer security reviews. Our approach to AI meeting assistant security includes change management, vendor risk management, vulnerability handling, and incident response procedures that map to these frameworks. Where customers require additional assurances, we provide policy excerpts and a structured questionnaire process to accelerate due diligence. See the HIPAA Security Rule for baseline control families and terminology used in our documentation.

Access & identity for AI meeting assistant security

Identity is central to the platform. Single sign‑on (SAML/OAuth) and MFA strengthen authentication, while role‑based access control limits who can view, edit, approve, or export content. Least‑privilege permissions are enforced at the application and data layers, with session timeouts, device safeguards, and optional IP allowlisting for sensitive environments. Comprehensive audit logs track user access, approvals, and administrative changes so teams can demonstrate compliance during audits. These identity controls ensure that only the right people access protected health information or regulated client communications.

Privacy, data retention, and regions

Organizations can choose regional hosting to meet data residency expectations while maintaining performance. Retention windows are configurable by plan or policy: recordings, transcripts, and generated notes can be stored for defined durations, then automatically purged according to documented deletion timelines. Customers may export their data at any time, and a Data Processing Addendum (DPA) governs privacy responsibilities and subprocessors. A living subprocessors list is maintained to provide transparency into which vendors support the service and what safeguards are in place.

Hardened operations & incident response

Operational security combines preventive and detective controls. Vulnerabilities are triaged according to severity, patched on a defined cadence, and verified with testing. Secrets are stored securely, and environment access is limited and monitored. Suspected incidents follow a formal process: triage, containment, eradication, and recovery, with stakeholder communication governed by published SLAs. If you need to report a security issue, email [email protected]; acknowledgments are provided within one business day along with ongoing status updates until resolution.

Architecture overview

The platform flow is simple: capture → process → store → sync. Meetings are captured via approved channels, transcribed and analyzed within an isolated processing environment, and stored encrypted at rest. Summaries and tasks are reviewed and approved before one‑click sync to EHRs or CRMs. Throughout this flow, inline authorization checks, input validation, and rate limiting protect the pipeline, while audit events are written for traceability. This architecture supports the demands of regulated teams without compromising usability.

Standards & references

For additional context on industry expectations and terminology, review the official HIPAA Security Rule overview on HHS. This reference is helpful when aligning internal policies with our shared controls and responsibilities.

Contact and next steps

Need a BAA, security brief, or tailored responses for a questionnaire? Contact [email protected] or request a 15‑minute walkthrough to review controls, retention options, and regional hosting. If you’re evaluating deployment timelines, our team can coordinate SSO, roles, and template controls to align with your compliance milestones.

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