Data residency is about where your meeting content is stored and processed — which country or region the audio, transcripts, and summaries live in, and which third-party vendors touch them along the way. It matters because regulation, customer contracts, and your own security policy increasingly require that data to stay somewhere specific. Before you pick a meeting tool, here are the questions that tell you whether it can actually meet that requirement, instead of a vague "we're cloud-based, it's fine."
Why residency is a real requirement, not a checkbox
Plenty of teams now have a hard line on where meeting data can sit: EU data must stay in the EU, a customer contract says their content can't leave a region, a regulator requires in-country storage. "Data residency" is the answer to those. And it's not just storage — your audio is usually processed by AI subprocessors too, so residency has to cover the whole path, not just the database at the end.
The questions to ask
1. Can we choose the storage region? Look for explicit options — US, EU, APAC — not "we use a global CDN." If the tool can't tell you where the data rests, it can't meet a residency requirement.
2. Where is it processed, not just stored? Transcription and summarization happen somewhere. Ask whether the processing (the AI subprocessors) also respects the region, or whether your EU audio takes a detour through a US model.
3. Which subprocessors are involved, and where are they? A published subprocessor list lets you check each vendor's own locations and policies. No list means you can't verify residency end-to-end.
4. What's actually retained? Residency is easier to reason about when less is kept. Ask whether raw audio is discarded after processing and only text is stored — and for how long.
5. Is there a DPA, and does it name the regions? A Data Processing Agreement with Standard Contractual Clauses, with the regions written down, turns "trust us" into something contractual.
6. For the strictest cases, can we self-host? If residency means "it never leaves our own infrastructure," the only complete answer is self-hosting. (When that's worth it, and when it isn't.)
How Sageio answers
- Choose your region — US, EU, or APAC — for where meeting data rests.
- Audio is processed in memory and discarded; only the encrypted text transcript and summary are retained, which keeps the residency surface small.
- Subprocessors are published, so you can verify the chain, and a DPA with Standard Contractual Clauses is available for review.
- Enterprise customers can self-host the entire stack, so data never leaves their own environment.
(Today the bot runs on Google Meet; Zoom and Microsoft Teams support is coming soon.)
Frequently asked questions
What is meeting data residency? It's where your meeting content — audio, transcripts, summaries — is stored and processed, including the regions of any third-party AI vendors in the path. Teams need control of it to satisfy regulation, customer contracts, or internal security policy.
What should I ask a meeting tool about data residency? Whether you can choose the storage region (US/EU/APAC), where the data is processed (not just stored), which subprocessors are involved and where, what's retained and for how long, whether there's a DPA naming the regions, and whether self-hosting is available for the strictest cases.
Does keeping only text instead of audio help with residency? Yes — discarding the raw audio after processing and keeping only encrypted text shrinks the amount of data subject to residency rules and makes the data flow easier to reason about.
Can Sageio keep our meeting data in a specific region? Yes. You choose US, EU, or APAC for where data rests, subprocessors are published, a DPA with Standard Contractual Clauses is available, and Enterprise customers can self-host so data stays entirely in their own environment.
What does it cost to try? Every plan starts with a free 60-minute trial, no credit card required. After that, Professional is $49/month and Teams is $99 per seat/month (annual billing includes 2 months free); Enterprise is custom-priced.
Residency comes down to one question asked precisely: where does our meeting content live and get processed, and can you prove it? A tool that can answer with regions, a subprocessor list, and a DPA is one you can actually put in front of a security review.