Last Updated: October 30, 2026

Purpose
This notice explains how Creative Artists Agency, LLC and its affiliates ("CAA," "we," "our," or "us") process information relating to business meetings, communications, recordings, transcripts, and related collaboration activities involving external participants.

Scope
This notice applies to individuals who participate in meetings, calls, webinars, presentations, consultations, interviews, training sessions, and other business communications with CAA, including vendors, contractors, consultants, outside counsel, clients, and other business contacts.

Information We May Process
When you participate in a meeting or communication with us, we may process information provided by you, your organization, other participants, or the meeting platform, including:
•    your name and contact information;
•    organization and business affiliation;
•    meeting participation information, such as including attendance times and screen names, usernames, or other participant identifiers;
•    audio, video, and chat content;
•    screen sharing and presentation materials;
•    meeting recordings;
•    meeting transcripts;
•    meeting notes, summaries, recaps, action items, and related business records; and
•    technical and usage information associated with the meeting platform, including device and network information.

Why We Process Meeting Information
We may process meeting information for purposes including:
•    communication and collaboration;
•    documenting discussions and decisions;
•    preparing meeting notes, minutes, summaries, and action items;
•    training and knowledge management;
•    quality assurance;
•    security and fraud prevention;
•    legal, regulatory, and compliance obligations; and
•    operating and improving our business.

Who May Access or Receive Meeting Information
We may use third-party providers to support videoconferencing, recording, transcription, collaboration, AI-assisted meeting services, storage, security, and related business functions. These providers process information on our behalf in accordance with applicable contractual and legal requirements. Recordings and transcripts may also be accessible to CAA personnel and other meeting participants, and may be downloaded or shared, depending on the meeting and file sharing settings.

Recording and Transcription
Where recording or transcription is enabled, participants will receive notice through the meeting platform, meeting invitation, meeting organizer, or other appropriate means. Where required by law, we obtain consent (which may be express or implied) before recording or transcribing a participant's communications.
If you do not wish to participate in a recorded or transcribed portion of a meeting, please notify the meeting organizer. Where presented, you should also decline any displayed recording prompt; you may be able to remain in the meeting without contributing audio or video, but your identity, attendance, and chat messages may still be processed, retained, and disclosed as described in this notice.

Automated Processing and AI-Generated Content
We may use automated tools to generate transcripts, summaries, notes, recaps, action items, and other meeting-related content. Such content may be reviewed, used, retained, and shared for the purposes described in this notice.
Automated outputs may contain inaccuracies and should not be considered a verbatim record of a meeting.

International Transfers
Information described in this notice may be transferred to and processed in countries other than the country in which it was collected, including the United States. For participants in Canada, this may include processing or disclosure outside Canada (including outside Québec, where applicable), where personal information may be accessible to courts, law enforcement, or other governmental authorities under local law.
Where required by applicable law, CAA implements appropriate safeguards for cross-border transfers of personal information, which may include jurisdictional adequacy decisions, standard contractual clauses, or other jurisdiction-specific mechanisms. 
Where required by applicable law, we will provide additional information regarding international transfers, including the countries involved, overseas recipients, purposes of transfer, and applicable retention periods, and obtain any required consent.

Retention
CAA retains recordings, transcripts, summaries, recaps, and related meeting records for the period reasonably necessary to fulfill the purposes described in this notice. The applicable period depends on factors such as the nature and purpose of the meeting, CAA’s record-retention requirements, contractual commitments, applicable legal or regulatory requirements, and any need to preserve information in connection with anticipated or pending disputes, investigations, or legal holds. Information is deleted or anonymized when it is no longer required, subject to applicable technical and legal limitations.

Lawful Basis for Processing (UK/EU GDPR and Similar Laws)
Where the EU GDPR,  UK GDPR, or similar laws requiring establishment of a legal basis for processing personal information applies, CAA processes personal information described in this notice where necessary for its legitimate interests or those of a third party, including facilitating business communications, maintaining appropriate business records, supporting collaboration, protecting the security and integrity of its systems, and establishing, exercising, or defending legal claims. CAA considers and balances these interests against the rights and interests of affected individuals.
CAA may also process personal information where necessary to perform a contract with an individual or take steps at the individual’s request before entering into a contract; to comply with legal obligations; or, where appropriate, based on consent. Where CAA relies on consent, individuals may withdraw that consent as permitted by applicable law. However, agreement to a recording prompt does not necessarily constitute consent for all processing activities described in this notice. A separate legal basis for the processing may still apply.
 

Questions and Rights
Depending on your location and applicable law, you may have rights regarding your personal information, including rights to access, correct, delete, restrict, object to certain processing activities, or request a copy of your information. Where applicable, you may also have the right to data portability or to make a complaint to your applicable data protection authority. For California residents, CAA does not “sell” or “share” the personal information described above, as those terms are defined under California law. Further information about applicable privacy rights and how to exercise them is available at https://www.caa.com/privacy-policy
Questions regarding this notice or requests concerning personal information may be directed to: Privacy@caa.com