Recorded Meeting & AI Summaries Privacy Policy
RECORDED MEETING & AI SUMMARIES PRIVACY POLICY
Effective date: 30 June 2025
Baxter International, Inc. and/or its affiliates and subsidiaries, including Baxter Healthcare Corporation (collectively “Baxter,” “us,” “we,” or “our”), are committed to protecting your privacy. This Recorded Meeting & AI Summaries Privacy Policy (“Privacy Policy”) describes how we collect and use your personal information when we record online meetings conducted over applications authorized by Baxter (e.g., Microsoft Teams) and use authorized Artificial Intelligence (“AI”) tools to transcribe and summarize such meetings.
- Who this Privacy Policy concerns
This Privacy Policy applies to the participants of online meetings conducted over Baxter authorized applications.
- What personal information we may collect
When you participate in an online meeting which is being recorded, transcribed and summarized by Baxter through AI technology, we will process the following personal information relating to you:
• Your full name.
• Your voice and image, as recorded during the call.
• Summarization and transcription of conversations generated using AI tools.
• Metadata, such as date, time, and duration of the call. - How we use your personal information
Baxter uses the recorded meetings, the AI transcriptions and summaries, and the personal information contained in them to conduct or facilitate Baxter business needs and ensure efficiency of its business operations.
- Our lawful grounds for processing personal information
Baxter typically relies on the participants’ consent in having their calls recorded, transcribed and summarized by AI tools. When you join an online meeting, you will be notified through a visible banner about the recording of the call and you will be requested to agree to having your audio and video recorded and your conversation transcribed and summarized. In addition, Baxter may rely on its legitimate interests in ensuring business efficiency, transparency and internal accountability for the recording of online calls and the creation of AI transcriptions and summaries.
- How we share your personal information
We may share your personal information with:
• Third-party service providers acting on our behalf, including vendors that offer the online meeting applications and the call recording functionality, as well as vendors that support us with the AI transcription and summarization features. We enter into contractual commitments with these service providers to ensure the protection of your personal information, in accordance with applicable law.
• Authorized employees within the Baxter Group of companies on a need-to-know basis, including other participants of the call.
• Legal or regulatory authorities, where necessary to comply with a legal or regulatory obligation, or otherwise to protect our rights or the rights of third parties. - How long do we retain your personal information?
Recorded meetings and AI transcriptions and summaries have typically a thirty (30) day data retention period, which means that your personal information will be retained for the same period of time. We take reasonable steps to ensure that your personal information is securely disposed when no longer needed.
- Your Rights
Depending on the country in which you are located, you may have the following rights under applicable data protection laws and subject to the specific circumstances of the case:
• Request access to personal information that we hold about you.
• Update and correct inaccuracies in your personal information.
• Request deletion of your personal information.
• Restrict or object to our processing of your personal information.
• Withdraw your consent.
• Whilst we encourage you to always contact us first at [email protected], where applicable, you may lodge a complaint with your relevant data protection supervisory authority. - Security and Confidentiality
We implement technical and organizational measures to ensure a level of security appropriate to the risk to the personal information we process. These measures are aimed at ensuring the on-going integrity and confidentiality of personal information. We evaluate these measures on a regular basis to ensure the security of the processing.
- Data transfers
Baxter is a global company with global affiliates, and therefore we use global vendors, subcontractors, systems, and applications. To the extent permitted by local law, personal information that we collect about you may be transferred, stored, or accessed in a destination outside of your country which may have less strict, or no, data protection laws, when compared to the laws in your country. Any transfers of personal information to Baxter affiliates or third parties outside your local country will be conducted in compliance with the international data transfer framework that applies under applicable data protection laws.
We take required steps under applicable data protection laws to ensure that adequate safeguards are in place (e.g., data transfer agreements, standard contractual clauses, along with supplementary measures to ensure that all data recipients will provide an adequate level of protection for the personal information, and that appropriate technical and organizational security measures are in place) to protect your personal information. You may contact us at [email protected] for more information about the safeguards that we have put in place to protect your personal information and your privacy rights when we make cross-border transfers of your personal information.
- Changes to this Privacy Policy
We may periodically update this Privacy Policy. If we make material changes, we will post these changes to the Privacy Policy with a new effective date.
- Contact us
You can exercise any of your rights or get additional information about your rights, this Privacy Policy, and how we process your personal information, by contacting Baxter’s Privacy Office by email to: [email protected]
U.S. STATE LAW SUPPLEMENT:
SUPPLEMENTAL PRIVACY STATEMENT FOR U.S. RESIDENTS AS APPLICABLE
Effective date: 30 June 2025
Baxter International, Inc. and/or its affiliates and subsidiaries, including Baxter Healthcare Corporation (“Baxter,” “we,” “our” or “us”) provides this supplemental privacy statement for U.S. residents as applicable (“Supplement”) to the Recorded Meeting & AI Summaries Privacy Policy to provide you (“Consumers,” “you”) with additional information, as required by applicable state law, on how we use and disclose your personal information that we collect from you.
If you would like to receive a copy of this Supplement in an alternate format (e.g., printable) or language, please contact us using the information provided below.
We may periodically update this Supplement and how it may affect our use of personal information about you. If we make material changes to this Supplement, we will post these changes to the Supplement with a new effective date. Should this Supplement conflict with the Privacy Policy above, this Supplement will apply to the extent applicable to U.S. residents.
- Personal Information Collected and Disclosed
“Personal Information” as used in this Supplement means information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular Consumer or household. The Personal Information Baxter collects from you is listed in the Privacy Policy. In particular, Baxter will collect and disclose the below listed statutory categories of Personal Information from Consumers for the following purposes.
Categories of Personal Information Collected & Disclosed
Identifiers - A real name.
Personal information categories (note that some personal information included in this category may overlap with other categories) - A real name.
Audio, electronic, visual, or similar information – audio or image recordings.
Please see also the section entitled, “What Personal Data we may collect” and “How we use your personal information” in our Privacy Policy above for a description of how Baxter collects this Personal Information.
The above listed categories of Personal Information are disclosed to the categories of third parties discussed in the section entitled “How we share your personal information” in our Privacy Policy above.
The above listed categories of Personal Information are collected and disclosed for the business purposes stated in the Privacy Policy (sections entitled “What personal information we may collect” and “How we use your personal information”). Your Personal Information will be kept as set forth in the Privacy Policy section entitled “How long do we retain your personal information.”
- Sale, Cross-Context Behavioral Advertising, Targeted Advertising
Certain state laws regulate the “sale” of Personal Information, which may include not only the traditional selling of data, but also many sharing arrangements where the recipient can use the personal information that they receive for the recipient’s own commercial purposes. State laws may also regulate the disclosure of Personal Information to third parties for cross-context behavioral advertising (referred to as “sharing” under the California Consumer Privacy Act of 2018 or “targeted advertising,” as such practice is more commonly referred to). Please note, that for purposes of this Supplement, “sale” may be broadly defined to include exchanges of Personal Information for monetary or other valuable consideration.
We do not “sell” “share,” or use your Personal Information for purposes of targeted advertising. We also do not knowingly “sell” or “share” the Personal Information of individuals under the age of 16.
- Your Privacy Rights
Depending on your location, you may be afforded certain privacy rights. In general, you may exercise your privacy rights with respect to your Personal Information as set forth in the table below by following the instructions set forth below in this Supplement. Please note that applicable law sets forth a process to follow when evaluating your request, and there are also some exceptions to these rights.
Privacy Rights
Description
Policy
You may have the right to be notified of what categories of Personal Information will be collected at or before the point of collection and the purposes for which they will be used and shared.
Right to Know/Access
You may have the right to confirm whether your Personal Information is being processed. You may have the right to request that we disclose to you what Personal Information of yours has been collected, used, disclosed, and sold or shared, including, depending on your location:
• The categories of Personal Information collected about you;
• The categories of sources from which the Personal Information is collected;
• The business or commercial purpose for collecting, selling, or sharing the Personal Information;
• The categories of Personal information, if any, that were disclosed for a business purpose or sold to third parties;
• The categories of third parties to whom the information was disclosed or sold; and
• The specific pieces of personal information collected about you.Data Portability
You may have the right to receive copies of your Personal Information that we have collected in a commonly used and machine-readable format.
Right to Delete
You may have the right to request deletion of the Personal Information collected about you.
Right to Correct
You may have the right to request the correction of inaccurate personal information that is maintained about you.
Right to Opt-Out of Sale, Cross-Context Behavioral Advertising, Targeted Advertising
Certain laws may provide you the right to opt-out of the sale of your Personal Information and the use or disclosure of your Personal Information for cross-context behavioral advertising (i.e., “sharing” under the California Consumer Privacy Act) or targeted advertising. We do not use or disclose your Personal Information in these ways.
Profiling through Automated Decision-Making
We do not apply automated processing to your Personal Information for purposes of profiling. However, if we did, you may have the right to request information about the logic involved in certain types of automated practices and a description of the likely outcome of such processes, and the right to opt out.
Right to Limit the Use of Sensitive Personal Information
We do not collect your Sensitive Personal Information. We do not use or disclose your Sensitive Personal Information for purposes other than those specified in Section 7027(m) of the California Consumer Privacy Act regulations. If we did, you may have the right to limit certain uses of your Sensitive Personal Information.
Right to Non-Discrimination
You have the right to not receive discriminatory treatment if you exercise any of the rights conferred to you by law.
- How to Exercise Your Rights
If you would like to exercise any of your rights listed above, please contact us using the information below. You may also designate an authorized agent to make a request to exercise your rights on your behalf. In order to do so, you must contact us using the information below.
When contacting us to exercise your rights, please adhere to the following guidelines:
• Tell Us Which Right You Are Exercising: Specify which right you want to exercise and the Personal Information to which your request relates (if it does not relate to you). If you are acting as an authorized agent on behalf of someone else, please clearly indicate this fact and indicate your authority to act on their behalf.
• Help Us Verify Your Identity: Contact us using the information below and provide us with enough information to verify your identity. Please note that if we cannot initially verify your identity, we may request additional information to complete the verification process. Any Personal Information you disclose to us for purposes of verifying your identity will solely be used for the purpose of verification.
• Direct Response Delivery: Inform us of the delivery mechanism with which you prefer to receive our response. You may specify, for example, email, mail, or through your account (if you have one with us).Please note that you do not need to create an account with us in order to make a request to exercise your rights hereunder. Please contact us to appeal any decision made on your request.
- Responses to Your Requests
Receipt of your request will be confirmed consistent with applicable law. You will generally receive a response to your request within forty-five (45) days. However, where reasonably necessary and where permitted by law, the response time may be extended by an additional forty-five (45) days, provided you are given Policy of such extension first. If the information is provided to you electronically, it will be in a portable format and, to the extent technically feasible, in a machine readable, readily useable format that allows you to freely transmit this information without hindrance.
Please note that you will not be charged for making a request, provided that you make no more than two (2) requests per year. Where permitted by law, your request may be denied, for example, if your requests are determined to be unfounded or excessive (e.g., repetitive in nature), or a reasonable fee may be charged. In these circumstances, you will receive a Policy regarding this denial and the reason for such denial.
- Other Privacy Rights for California Residents
Under California Civil Code Section 1798.83, individuals who reside in California and who have an existing business relationship with us may request information about the disclosure of certain categories of personal information to third parties for the third parties’ direct marketing purposes, if any. To make such a request, please use the information in the Contact Information section below. Please be aware that not all information sharing is covered by these California privacy rights requirements and only information on covered sharing will be included in the response. This request may be made no more than once per calendar year.
- Contact Information
To exercise one or more of your rights, or to contact us with questions and concerns about this Supplement, please contact us at [email protected].