Access

Metaview restricts which users have access to call transcripts, recordings, and notes from your organization.

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Organizations

To protect confidentiality and uphold our responsibilities as a data processor, Metaview assigns each conversation to a single, clearly identified customer organization (workspace) before any processing takes place. This ensures that only authorized users from that organization (as described in the rules below) get email notifications, have access to, and manage the resulting notes and data. A single video conference call may include multiple Metaview AI Notetaker bots if multiple organizations or workspaces invite Metaview to join the same meeting. In such case, each bot is owned independently by the workspace that invited it. Ownership is determined based on how the call was scheduled or how Metaview was invited to join, using predefined rules enforced by our system. If ownership cannot be reliably determined, the system will prevent the bot from joining the call.

1. Automatic scheduling

When Metaview is added to a video conference call automatically via integrations, the system assigns ownership based on which organization the integration belongs to. This applies to ATS, Calendly, and Calendar (Google or Outlook) scheduling. See Automatic scheduling for more details.

2. Manual scheduling using in-app methods

When a user invites Metaview through the Metaview app, either by using the in-app calendar widget or the “Join ongoing call” option, ownership is assigned to the organization the user is signed into. See Manual invites and Inviting to an ongoing or soon-to-start call for more details.

3. Manual calendar invites

When Metaview is added manually to a calendar event using [email protected], the system assigns the conversation to a customer organization using the following logic:

1. Based on the identity of the user who added Metaview to the calendar event, where that user can be reliably identified.
2. If that user can’t be identified or is not associated with a known customer organization, to the organization of the calendar event organizer.

See Manual invites for additional details.

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Bot identification

When the Metaview bot joins a video conference call, it appears under a name clearly stating the inviting organization’s identity (e.g., Dunder Mifflin’s Metaview Notetaker). This makes it clear to all participants which organization has authorized the bot’s presence and will control the resulting data.

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Situations with multiple bots

If multiple organizations or workspaces invite Metaview to the same call, each one’s bot will attempt to join separately and be clearly branded with the organization’s name and custom logo (if applicable). Each bot is separately owned and controlled by its respective organization/workspace, including access permissions, retention duration, and other settings. Users from one organization cannot access or manage another organization’s recordings or notes, even if both bots joined the same call.

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Call invitees and participants

By default, all people from the customer organization assigned to the call who are invited to the call will get an automated email notification and have access to the notes. Additionally, any users who are later added manually as “Interviewers” in the call transcript (see Assigning participants for details) will also have access to the notes on their Metaview account. To remove users associated with a call and revoke their access to the call recording and notes, you can remove them from the call. See Adding and Removing participants in Call details. Automatic email notifications are sent to all interviewers when their notes are ready. Individual users can unsubscribe from email notifications in their personal settings. Alternatively, email notifications can be disabled for your organization. Please contact us to disable email notifications.

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Event organizers

Whether event organizers get access by default to calls that they schedule on Metaview is a configuration that is set at the organization level.

• If there is a team or individual who schedules calls on behalf of interviewers in your organization, we recommend disabling the Event Organizer Default Access setting. Metaview will still attempt to detect their presence on the call as a participant.
• If everyone schedules their own calls in your organization, we recommend enabling the Event Organizer Default Access setting.

Email notifications are only sent to event organizers if they have access to the call. Additionally, the person who invites Metaview to a meeting using one of the Manual invites approaches doesn’t necessarily get access to the call. In most cases, they would also need to be a call participant or an account admin to access the call. This means that if you have a coordinator on your team who organizes events and invites Metaview on behalf of colleagues, they wouldn’t normally be expected to get access to the call recordings, transcripts, or notes.

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Account admins

Users who have been assigned an account admin role will have access to all calls within their organization. Please see Managing your team for more information on assigning admins. This is currently the only method by which a user can get access to all calls by default. Email notifications are not sent to admins.

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Recruiters and Hiring Managers

Organizations that have an ATS integration (available for Ashby, Greenhouse, Lever, Pinpoint, and Recruiterflow only) may be eligible to provide certain user roles, like recruiters, hiring managers or coordinators, with access to calls for job postings they are responsible for. If this applies to you, you will need to look under Reports to find all the interviews you have access to.

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Internal candidates

By default, all people from your organization who are invited to the call will have access to the notes and receive an email notification, including any internal candidates who would be invited with their work email. Here are some suggestions if you want to avoid providing internal candidates with access to their calls and receiving email notifications:

• Invite internal candidates using their personal (non-work) email address
• Use a separate calendar invite for Metaview and for internal candidates
• Add Candidate email: <[email protected]> to the calendar event description to let Metaview know which participant on the invite is the candidate on the call

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Request Access

When someone who does not have access to a conversation tries to access a conversation that they do not have access to, they will be blocked. The request will be sent by email to the owners of the call, who can then opt to grant access. If the participant of the call does not have an active Metaview account, the request will instead be sent to the team’s admin. To share a conversation with someone who does not have access, we recommend using the Sharing feature.