How We Take Notes

When you meet with us — in person, on a call, or online — we may use an AI assistant to transcribe our conversation, so we can give you our full attention instead of taking notes. This page explains what that means, what we keep, and the choices you have.

1. We Always Ask First

Before a conversation is transcribed, we tell you and ask whether that is all right. We note your answer, who gave it, and when. If you would rather we did not, we take notes by hand, and nothing about how we work with you changes. If someone joins partway through, we ask them too. We only transcribe conversations we are part of, and we pause if we step away.

What we say before we begin: "Before we start: I use an AI assistant that transcribes our conversation, so I can give you my full attention instead of taking notes. No audio is saved, and the notes stay private in our files. I may also use anonymous insights, combined across many conversations, to better understand buildings and neighborhoods — never anything that identifies you. Is that all right with you? If you'd rather not, I'm happy to take notes by hand."

2. Transcribed, Never Recorded

We do not record your voice. As we speak, short pieces of audio are turned into text by a speech-to-text model that runs for William Luxe alone on secure cloud computing. Each piece is processed in memory and discarded; no audio file is kept by us or by that service. What we keep is the written transcript and the notes made from it.

When we meet online, the meeting service (for example, Microsoft Teams or Zoom) operates under its own terms. We do not use its recording features for our notes.

3. How the Notes Are Written

After the conversation, an AI model reads the transcript and drafts notes for us: what was decided, the questions you asked, what happens next and who is doing it, and details that help us serve you — such as how you prefer to be reached. We review the notes, and anything we send you is read and sent by us, never by the assistant on its own.

The transcript is processed by our AI service provider only to write the notes for us.

4. What We Never Note

Our notes never record anything about race, color, religion, sex, national origin, disability, familial status, sexual orientation, gender identity, age, marital status, lawful source of income, or any other characteristic protected by federal, New York State, or New York City law — even if it comes up in conversation. This is part of our commitment to fair housing.

5. Where Your Notes Are Kept, and Who Sees Them

Transcripts and notes are kept in our private client records, protected by sign-in and encrypted in storage and in transit, and are seen only by William Luxe. We do not sell them. We do not share them with anyone outside William Luxe, except the service providers who host our systems on our behalf, or where the law requires it.

We keep them for as long as we work with you and as long as we need them for our records, unless you ask us to delete them sooner, except where the law requires us to keep a record.

6. Anonymous Insights

We may combine anonymous information drawn from many conversations — for example, the questions buyers most often ask about a building — to understand the market better and serve our clients well. These insights never identify you, never include anything about a protected characteristic, and are only drawn from enough conversations that no one person can be recognized.

7. Your Choices

You may say no before we begin, or ask us to stop at any point in the conversation. You may ask to see the notes we keep about you, or ask us to delete them, at any time.

8. The Law

We follow the laws that apply to transcribing conversations and to personal information, including laws that require everyone's consent. When the people in a conversation are in different places, we follow the stricter rule and ask everyone.

9. How to Contact Us

To ask about our notes, to see them, or to have them deleted, please contact us at:

William Luxe New York
228 Park Ave South
New York, NY 10003
Email: support@williamluxe.com

See also our Privacy Policy.