The Question Nobody Puts in the Feature Matrix
Every comparison of meeting transcription tools talks about accuracy, integrations, price, and summaries. Rarely does anyone ask the harder question: what actually happens to your meeting data, where does it go, and who can access it?
This post answers that question for Otter.ai, Fireflies.ai, and Beaver — specifically from a privacy and data control perspective. We'll try to be fair to all three.
Otter.ai
How it works
Otter.ai joins your meetings as a bot participant, records audio, and processes it on Otter's servers. Transcripts and audio are stored in Otter's cloud.
Privacy posture
- Audio is stored on Otter's servers — you can delete it, but it's there by default.
- Otter's privacy policy (as of mid-2024) states that they may use your data to improve their models unless you opt out — and opting out requires a Business or Enterprise plan.
- Data is stored in the US. Non-US users have limited data residency options without enterprise contracts.
- HIPAA BAA is available only on enterprise plans.
Who it suits
Otter is excellent for individuals and small teams that want fast, easy transcription and don't have strict compliance requirements. The free tier is genuinely useful. For enterprise, regulated industries, or privacy-sensitive teams, the default data handling creates friction.
Fireflies.ai
How it works
Fireflies joins meetings as a bot, records audio, and transcribes on Fireflies' infrastructure. Summaries and action items are generated via AI on their platform.
Privacy posture
- Audio is stored on Fireflies' servers — AWS US-East by default.
- Fireflies has SOC 2 Type II certification, which is meaningful.
- Their privacy policy permits using aggregated, anonymised data for product improvements.
- They offer a "private storage" option on higher plans, where recordings are stored in your own cloud bucket — a genuinely strong feature.
- GDPR compliance documentation exists but can be difficult to navigate for DPA purposes.
Who it suits
Fireflies is a solid choice for teams that want integrations (it has excellent CRM and PM tool connections) and are willing to pay for the private storage tier. The bot-joining model is still a concern for some call participants who haven't consented explicitly.
Beaver
How it works
Beaver uses a desktop or browser client that transcribes locally or via your own infrastructure — audio doesn't transit a third-party server by default. Summaries are generated via configurable AI providers (including self-hosted options).
Privacy posture
- No third-party audio storage in the default configuration.
- You control where transcripts live — your database, your cloud, your jurisdiction.
- Configurable audio retention: discard post-transcription, or retain on your own storage.
- No training on your data — period. Your meeting content isn't used to improve any model.
- Access audit logs included at all plan levels.
Who it suits
Beaver suits teams for whom data control is non-negotiable: legal, healthcare, financial services, executive teams, or any organisation operating under GDPR, HIPAA, or similar frameworks. The setup is slightly more involved than dropping a bot into a Zoom link — but that's the cost of actual data sovereignty.
Side-by-Side Summary
| Feature | Otter.ai | Fireflies | Beaver |
|---|---|---|---|
| Audio stored by vendor | Yes | Yes (BYOS option) | No |
| Data used for model training | Yes (opt-out) | Anonymised only | Never |
| Data residency control | Enterprise only | Paid tier | All plans |
| HIPAA BAA available | Enterprise only | Business+ | All plans |
| Access audit logs | Limited | Business+ | All plans |
Which One Should You Choose?
If you need the easiest possible setup and privacy isn't a primary concern: Otter.ai is hard to beat on friction and price.
If you want strong integrations and are willing to manage a BYOS configuration: Fireflies with private storage is a solid enterprise option.
If data control is non-negotiable — if your legal team, your CISO, or your clients have asked hard questions about where meeting data goes: Beaver is built for you.
Start a 7-day free trial of Beaver — no credit card required, and you can run a full security review before committing.
