Estimated read time: 4 minutes

Overview

Meetings contain sensitive conversations with your clients and teammates. AskElephant gives you control over who can see your recordings and who can remove meetings from your workspace. Understanding these privacy and deletion settings helps you protect confidential information while keeping your team aligned on what should be kept or removed.

Rest assured—your data is secure. AskElephant is SOC 2 compliant and HIPAA compliant, meaning your recordings and transcripts meet strict security and privacy standards. You can trust that sensitive information is handled with care and protected according to industry best practices.

Privacy Settings: Who Can See Your Meetings

By default, all meetings in AskElephant are public—meaning anyone in your workspace can view the recording and transcript. This setup supports better collaboration, especially when Sales, Success, and Service teams need to share context during handoffs.

Making a Meeting Private

If a meeting contains sensitive information, you can restrict access to just the people who attended it.

Who can set meetings to private:

• Owners can mark any meeting as private, including meetings they didn't host
• Managers can mark only their own meetings as private
• Team members cannot mark meetings as private

How to Make a Meeting Private

1. Go to the My Meetings tab
2. Find the meeting you want to make private
3. Look for the private/public toggle on the meeting details
4. Toggle it to private

Only the attendees and workspace owners will now be able to view that recording.

Setting Meetings to Private by Default

If you want all your meetings to be private automatically, you can set this in your preferences:

1. Click your name in the sidebar
2. Select Preferences
3. Find the Meetings section
4. Check Meetings are private by default

From that point forward, every meeting you host will be private unless you manually change it to public.

Important note: If you host a meeting, your privacy setting takes priority. For example, if you set a meeting to public, it stays public even if a manager joins and has their default set to private.

Deleting Meetings: Who Has Permission

Not every meeting needs to stay in your workspace forever. AskElephant lets you delete recordings based on your role. Combined with our compliance certifications, you have the tools and confidence to manage your data according to your organization's policies.

Deletion Permissions by Role

When to Delete a Meeting

You might delete a meeting if:

• It contains information that should no longer be stored
• It was recorded by mistake
• It's outdated and no longer needed for reference
• You need to comply with privacy or retention policies

Best Practices for Privacy and Deletion

Think before you delete. Once a meeting is deleted, it cannot be recovered. Make sure you don't need the transcript or recording before removing it.

Use privacy settings for sensitive calls. Instead of deleting a meeting, consider making it private if you want to keep the recording but limit who can see it.

Coordinate with your team. If other team members attended a meeting, check if they might need access to the recording before you delete it.

Review your defaults. If most of your meetings should be private, set that as your default in Preferences. You can always make individual meetings public as needed.

Trust your security. AskElephant's SOC 2 and HIPAA compliance means your data is protected whether it's private, public, or being deleted. Your sensitive information is handled responsibly at every step.

Next Steps

• Check your current privacy settings in Preferences
• Review any upcoming sensitive meetings and plan to mark them private
• If you're an Owner or Manager, familiarize yourself with the deletion process in case you need to remove old recordings

Need Additional Help?

If you have questions or need further assistance, the AskElephant support team is here to help!

You can reach our support team in several ways:

• click the chat button in the bottom right corner of your screen,
• email us at support@askelephant.ai
• or use @askelephant support in your dedicated Slack channel.

We're committed to getting you the answers you need as quickly as possible.