The words themselves are never requested from Fireflies
A meeting transcript is the most intrusive document a company produces. It keeps the exact words, the hesitations and the tone of an annual review, a salary negotiation, a conversation about someone leaving or a client call going wrong. Fireflies holds all of that sentence by sentence, with the name of whoever spoke, plus the audio and the video.
The connector asks for none of it. It requests the meeting summary, the action items, the keywords, and the few details that place the call. The access client exposes no function able to select the transcript sentences, the audio or the link to the recording. There is no confidentiality setting on our side that could be left in the wrong position.
One consequence surprises people, and it is deliberate. A meeting for which Fireflies produced neither a summary nor action items does not come in at all. A bare title is a calendar detail, it amounts to no knowledge, and it does not justify writing anything into your Kastel.
What comes in, and what stays inside Fireflies
On a recorded meeting, scope is described field by field. Here is the list, as it is written in the connector.
The transcript is excluded for a simple reason. A summary teaches a colleague what was decided, where the word-for-word teaches them how each person said it. The second kind of knowledge helps nobody do their job, and it is enough on its own to destroy trust in the tool that records.
What the transcript says in Fireflies, and who may read it afterwards
Every row is verifiable in your own account, by opening a transcript in Fireflies and looking at its sharing setting and then at who attended.
| The transcript in Fireflies | Who may read it through a plugged-in AI |
|---|---|
| Shared with the participants, all from the same department | The people in that department |
| Shared with the participants, coming from several departments | Nobody, until an administrator decides where it belongs |
| Open to the whole team or the whole organisation | Nobody, until an administrator decides |
| Shared under a setting the connector does not recognise as restricted | Nobody, until an administrator decides |
| A meeting held only with external people | Nobody, until an administrator decides |
| An internal participant whose address is no longer usable | Nobody, until an administrator decides |
Five rows out of six end up on hold, and that follows from a single rule. The connector only files a transcript when its sharing designates a precise circle. When Fireflies reports broad sharing, the real circle is no longer the people who attended, and inferring a department from the attendee list would become guesswork. The connector stops rather than guess, and leaves the decision to an administrator. See how those decisions are taken.
External people do not become lines in your Kastel
A meeting recorded with a client, a candidate or an adviser raises a question no piece of software settles. Those people never agreed to have their name circulate inside an internal system, and many do not know it exists.
The connector never writes the attendee list. It writes a number, and the address of the person who organised the meeting. Participant addresses are used to work out who is entitled to read, and once that calculation is done they are not written.
On filing, the rule is plain. An external address does not count towards the department calculation, so a client call is not put on hold for that reason alone. A meeting that gathers none of your own people, on the other hand, is filed in no department and waits for an administrator.
Consent to being recorded is settled in Fireflies and in your own practice, never in this connector. What the connector decides is narrower, and it can be checked. It decides what a plugged-in AI will be able to reach of that call, and who authorised it.
The connector rereads ninety days of meetings on every pass
By default the connector looks at meetings from the last ninety days, and it repeats that full sweep on every pass. That value is a connector setting, which whoever installs it can change, not a limit imposed by Fireflies.
The full sweep serves two purposes. A transcript produced late for an older meeting is picked up, because the date that counts is the meeting date rather than the upload date. And a transcript already read, still identical, produces no new write.
The enumeration advances in slices. When a window is too deep to be walked to the end, the pass fails with an explicit error instead of returning a partial list. Without that rule, an incomplete reconciliation would take the unread meetings for deleted ones. Grain shows the same restraint on another recording tool, with filing rules of its own, and the catalogue lists the other supported sources.
What this connector does not do
The summary is not ours. Fireflies writes it from what was said. If it names a person, quotes a sentence verbatim or gets a decision wrong, that comes in with the summary. The connector chooses the fields it reads, it does not rewrite what they contain.
Sorting work from personal life takes an AI model, and you supply its key. Until that key is in place, the connector refuses to read, before the very first request. Once it is, the sorting remains a judgement that can err in both directions, and it applies to the summary rather than to the call. A transcript already read that becomes personal in the sorter's eyes has its earlier copy withdrawn at once.
A transcript deleted in Fireflies is not erased from your Kastel. Your Kastel keeps it while noting that it has gone from the source, with the same readers as before, until an administrator decides to erase it. That behaviour holds for every Kastel source. On a recorded meeting, it is worth saying plainly. Deleting the transcript in Fireflies is not enough, the erasure has to be asked for in your Kastel too.
The connector writes no minutes, chases nobody about an action item, and never writes into Fireflies. It files what Fireflies produced where a plugged-in AI can make use of it, under the rights of the person asking.
Tell us which of your meetings are being recorded.
A recorded meeting is the most intrusive content a company holds, and the subject is handled better by talking than by reading a page. We will look with you at what your transcripts contain, who ought to be able to find them again, and what Kastel will refuse to read.
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