Answer: Veritext’s first priority is to support you on the front lines while protecting the integrity and security of every record you capture. The official record must remain accurate, unbiased, confidential, and in the hands of authorized professionals — you, our Partners. To preserve that standard, Veritext has implemented clear guidance around the use of AI bots in our virtual rooms. The purpose is simple: to keep you protected, keep the record secure, and ensure you’re never left guessing about how to respond when one of these bots appears.

If an attorney or participant asks to admit an AI bot or note-taker into the proceeding, consider it an opportunity to educate; not a confrontation. Most users simply don’t understand the legal risks associated with these tools. A calm, professional explanation from you, as the certified officer of the record, carries far more weight than any policy document. By presenting it as the security and protection issue that it truly is, you reinforce the importance of your role as the neutral, certified officer of the record while maintaining control of the proceeding.

“I understand that AI note-takers are becoming more common in general business meetings, but in legal proceedings they create some serious security and confidentiality issues. Most of these bots work by automatically sending the audio and video to third-party servers — sometimes even outside the country — where the data is stored, analyzed, or used for training. Once the testimony leaves Veritext’s secure environment, there’s no way to guarantee privilege, chain of custody, or who might have access to it. Even the appearance of that kind of exposure can raise admissibility concerns later, so Veritext’s policy is to keep bots out of our Veritext Virtual rooms in order to protect everyone involved.”

If, after that explanation, the attorney still insists on admitting the bot, you are not expected to argue or debate. At that point, you may rely on the official Veritext stipulation below. This ensures that everyone goes on the record acknowledging the risks and removing liability from you and Veritext.

“Under Veritext policy, I’m not able to admit the bot without a stipulation from all parties. If you’d like to proceed with it in the room, I’ll need to place a statement on the record confirming that everyone agrees to the following:

• Veritext will not be held responsible for any distribution or use of the content captured by the bot;
• All parties understand that the testimony may be transferred to an unknown third-party platform for processing; and
• Anything created by the bot will not be considered part of the official record.

If everyone agrees to that on the record, we can proceed.”

Important: The stipulation should be used only as a last resort. Our goal is always to educate first, then stipulate only when absolutely necessary.

Always remember, you are not alone in this. Please know that you have the full backing of Veritext leadership in enforcing this policy. You are not being “difficult” or obstructive. You are protecting the record, your certification, and Veritext’s strict security obligations. It’s critical that we work together to educate clients on the security risks posed by AI bots and to remind them that there is no substitute for a highly skilled, impartial Partner safeguarding and preserving the official record. Thank you for standing firm. We will continue to provide tools, training, and escalation support as this evolves.