AI, Confidentiality and the Modern Hypnotherapist

Artificial intelligence is fundamentally altering professional workflows. Common tasks such as generating notes, creating meeting summaries, and recording calls are now standard features within platforms like Zoom, Google Meet, and Microsoft Teams. Concurrently, both Apple and Android have integrated manual call recording capabilities into their mobile operating systems.

While these advancements offer convenience, they introduce significant challenges for professionals handling sensitive client data. The principles of privacy, consent, and confidentiality must remain the top priority.

This blog provides the necessary information to help you stay aware and safeguard your clients' information.

The Importance of Confidentiality
AI-powered notetakers and call recording tools are marketed as productivity enhancers, but they can introduce unforeseen risks when used in client conversations.

For professionals like hypnotherapists, confidentiality is not just a guideline; it is the bedrock of client trust and, in some instances, is essential for their safety.

The primary concerns include:

• Third-Party Data Storage: Conversations might be transferred to external servers, placing them beyond your direct management.
• Automatic Activation: AI or recording functions could be enabled by default, operating without your immediate knowledge.
• Compromised Trust: The appearance of unexpected recording prompts can cause client distress and potentially jeopardize their well-being.
  
  Fortunately, by configuring the correct settings, you can maintain control and assure clients that their privacy is being upheld.

AI Notetaking
AI notetakers function as digital assistants that monitor conversations to produce transcripts, summaries, or key action items.

Popular examples include:

• Zoom AI Companion
• Google Meet with Gemini
• Microsoft Teams Intelligent Recap
• Third-party services like Otter.ai, Fireflies, or Fathom
  
  These applications save time but typically depend on cloud storage, meaning your conversations are uploaded to external servers—a significant concern when dealing with confidential matters.

Zoom AI Companion
Zoom's AI Companion can create automated meeting summaries and follow-up tasks.

How to disable it:

• Navigate to your Zoom settings.
• Select "AI Companion."
  
• Turn off "Meeting Summary" and "Smart Recording."
• Confirm your settings are correct before starting any session.
  
  Best Practice: For all confidential client meetings, deactivate every AI feature and use Zoom solely for standard audio and video communication.

Google Meet with Gemini
Google is embedding its Gemini AI into Workspace applications, including Meet, to provide suggested notes and action items.

What to do:

• Examine your Google settings to see if Gemini features are enabled.
• Disable any automated note-taking functions.
• Clearly communicate to clients that no AI tools are being used.
   

Microsoft Teams Intelligent Recap
Teams now offers Intelligent Recap, a feature that provides transcripts, highlights, and AI-suggested tasks.

What to check:

• In "Meeting Options," ensure that "Transcription" and "Intelligent Recap" are disabled.
  
  If your organization uses Microsoft 365, have your administrator verify the global AI settings.
  Note: Teams provides a clear on-screen notification when transcription is active, but it is always wise to double-check.

Call Recording
In addition to AI assistants, smartphones now frequently include built-in recording functions. Although intended to foster transparency, these features can pose confidentiality risks if not properly managed.

iPhone Call Recording (iOS 18.1+)
Apple's call recording feature is manual, meaning you or your client must deliberately press the "Record" button during a call.

How it works:

An audio prompt announces, “This call is being recorded.”
A distinct beep sounds to confirm the recording has begun.
All participants on the call are notified.

How to disable it completely:

• Go to Settings > Apps > Phone > Call Recording.
• Toggle the feature to "Off."
• When disabled, the record button is removed from the call interface, and you will no longer receive prompts or beeps.
  
  It is advisable to ask clients to check this setting before sensitive discussions.

Android Call Recording
Many Android phones also offer native call recording. The feature's availability may differ by manufacturer and region, but it generally requires manual activation and notifies all parties.

How to manage it:

• Open your "Phone" app.
• Go to Settings > Call Recording.
• Deactivate options like “Record calls automatically” or “Always record.”
  
  Because Android settings vary, it is prudent to confirm with clients that recording features are turned off before confidential sessions.

How to Safeguard Client Confidentiality
Deactivate AI Features: Do not use them unless you have secured explicit client consent.
Practice Transparency: Always inform clients if any recording or AI tool is active.
Update Your Agreements: Amend contracts to outline your policy on AI and recording.
Stay Current: Regularly review platform settings, as technology companies frequently introduce new features.

AI notetakers and call recorders can be valuable in general business operations. However, for sensitive client discussions, the most secure approach is nearly always to disable them.

By remaining informed, managing your settings, and being transparent, you can protect confidentiality, preserve trust, and ensure your practice adheres to professional standards.

If you are a hypnotherapist and concerened that you or your practice could breach confidentiality through the use of AI even if unintentionally, please contact your professional association or book a chat with your hypnotherapy supervisor.