Documentation/Privacy & Access

Privacy & Access Control

Understand who can see conversations, how settings cascade across the organization, and how to configure safe sharing.

Warning: When access rules disagree, explicit private protection and restrictive multi-department rules prevent broader sharing.

Core concepts#

Account settings provide defaults. Departments, teams, and users can carry more specific rules for the people inside that scope.

Account → Department → Team → User

How the waterfall resolves#

For each setting, the nearest configured rule wins: User, then Team, then Department, then Account.
A private conversation remains owner-only, and a restrictive department in a multi-department membership blocks non-owner scope sharing.

Simple inheritance

If a department has no local rule, it keeps the account default.

Department override

A department setting replaces the account value for users in that department.

Team override

A team setting replaces the effective department value for that team.

User override

An administrator can apply the most specific organization-managed rule to one user.

Zigzag inheritance

Account OFF, Department ON, Team OFF resolves to OFF for that team because each level replaces the nearest value above it.

Account defaults#

Account defaults are the baseline for every department, team, and user until a more specific rule replaces an individual setting.

Department and Team Visibility#

Scope visibility lets people access conversations assigned to the same department or team, subject to private protection and restrictive memberships.

Department visibility shares qualifying conversations within the department.
Team visibility shares qualifying conversations within the team.
Manager recordings are excluded by default. Enable Include managers separately when members should see them.

Role permissions#

Permission	What it grants
Department manager access	Lets designated department managers see qualifying conversations in their department and its teams.
Team manager access	Lets designated team managers see qualifying conversations in the team they manage.

Warning: Assigning a manager role alone does not grant broad conversation visibility. The matching access setting must also be enabled.

Private meetings#

A private conversation is owner-only and takes precedence over participant, team, department, manager, and outward shares.

Control	Effect
Allow private conversations	Controls whether users in the scope may mark an individual conversation private.
Private by default sources	Marks selected sources, such as meetings, calls, email, or live recordings, private by default.
Auto-private rules	Marks digital meetings private when a participant domain, exact title, or title phrase matches.

Warning: Auto-private rules only apply when private conversations are allowed for the effective user scope.

Department, Team & User Rules#

Organization administrators can replace inherited values for a department, team, or individual user. Unchanged settings continue to inherit.

Overrides and how they are shown#

The interface badges a local value as an override when it differs from the inherited value immediately above it. Reset removes the local value and restores inheritance.

Note: Example: Account manager access is OFF and Customer Success changes it to ON. The department value wins for Customer Success and is displayed as an override.

User-level rules#

User rules separate administrator-managed visibility controls from personal auto-private preferences.

Account administrators can configure user overrides and outward share targets.
Users can add personal participant-domain and title rules when the effective policy allows personal auto-private rules.
Personal rules are additive to account, department, team, and administrator-managed user rules.

Warning: Users cannot self-service a rule that shares all of their conversations with another person.

Users in multiple departments#

Privacy is resolved for the conversation owner. If any department membership restricts scope sharing, the owner's conversations are hidden from non-owner department and team visibility.

Warning: This conservative rule is intentional: access does not depend on AI conversation-type classification. Use explicit outward sharing when cross-scope access is required.

Using conversations & reference#

Default conversation view#

Conversations opens with My conversations selected, which limits the initial list to conversations you own. My team and Everyone I can see widen the scope without bypassing privacy.

Note: Filter options are also visibility-scoped, so departments, teams, users, and metadata from inaccessible conversations are not exposed.

Quick configuration recipes#

Goal	Configuration
Let a department see each other's conversations	Enable Department visibility.
Keep managers' own conversations hidden	Leave Include managers disabled.
Give Customer Success access to Sales	On the Sales rule, share outward with the Customer Success department or team.
Protect an executive's conversations	Add an administrator-managed user override that makes the user's sources private by default.
Forbid private conversations in a department	Disable Allow private conversations for that department.
Make new meetings private by default	Add Meetings to Private by default sources for the effective scope.

Frequently Asked Questions#

Who can see my meetings by default?

You can see conversations you own. Other people only receive access through participant sharing, scope visibility, manager access, or an explicit share, and private conversations remain owner-only.

What happens if settings disagree?

The nearest configured scope wins for each normal setting. Explicit private protection and restrictive multi-department resolution still block broader sharing.

If I attended a meeting someone else owns, will I see it?

Only when Automatic Internal Participant Sharing is enabled, your account user matches an internal participant, and your RSVP is Yes or Maybe.

Can a team see its manager's meetings?

Not by default. Scope visibility excludes manager recordings until Include managers is enabled.

I am in multiple departments. Which rule applies?

A restrictive department membership blocks non-owner scope sharing for your conversations. This prevents access from depending on conversation classification.

Does AI classification decide who can see a conversation?

No. Core privacy is owner- and scope-based, not conversation-type based.

Can I share all my meetings with one colleague?

An account administrator can configure an outward user share target. End users cannot create this organization-wide rule themselves.

Can I mark one conversation private?

Yes, when Allow private conversations is enabled for your effective scope. A private conversation is owner-only.

Why do I initially see only my own conversations?

My conversations is the default system view. Select My team, Everyone I can see, or a saved view to widen the list within your privacy permissions.