Security & data protection

Where your data is processed

The current, complete list of the service providers in use is part of the privacy notice.

What we deliberately do not ask for

• No robot account with a password. Some providers have the customer create a Microsoft account and hand over its password — and require security defaults and self-service password reset to be switched off for it. With us that is the exception for special constellations, not the standard route.
• No tenant-wide calendar access. Either each person connects their own calendar themselves, or access is limited from the outset to a group maintained by your IT.
• No mail delivery through your tenant and no write permissions in your directory.

Transparency in the meeting

The bot is visible as a participant, carries a name you choose yourself, and points out the recording in the meeting chat. It can be removed at any time. Recording in secret is not a feature we build — it would be legally risky and contradicts the purpose of the product.

As soon as the transcript is available, the audio recording is deleted — automatically or at the press of a button. What is not stored cannot leak.

Microsoft Teams: the bot in the lobby

Since mid-2026 Microsoft Teams detects external notetakers automatically and places them in the lobby — visibly marked and only admitted after explicit approval by the organiser. This affects all external providers alike, regardless of vendor, and is active by default in every Microsoft 365 tenant.

Your IT can switch this off with a meeting policy, targeted at the people who use Protoki — without any change for the rest of the tenant. We supply the necessary steps as a guide; they take about two minutes.