When enabled by the organizer, City of Bend AI meeting tools may capture audio, video, screen sharing, and transcribed speech to provide features such as recaps, AI generated summaries, action items, and highlights. Participants are notified at the start of a meeting if recording or transcription is active. Recaps and summaries are shared with internal City participants and become City records subject to retention and disclosure requirements. External attendees receive access to recordings or transcripts only if the organizer explicitly shares them.
City meeting materials, including recordings, transcripts, chat, and AI generated recap content, are public records and may be disclosed upon request unless an exemption applies. Records are retained in accordance with Oregon law and approved retention schedules, and public records requests are handled by the City Recorder as custodian of the City’s public records.
The City applies access, governance, security, and retention controls to meeting data consistent with Oregon law and City policy. Meeting data is stored within the City of Bend’s information systems and is not used to train or improve any AI models. Attendees should avoid sharing sensitive personal information that is not necessary for the meeting purpose. If you do not wish to be recorded, please leave the meeting and contact the organizer to discuss alternatives, such as receiving meeting notes or arranging a separate meeting without AI features. For privacy or access questions, or to request records, contact the meeting organizer or the City Recorder.