HEARIT.AI / BLOG
Hearit Voice Workflows: Security Evaluation Checklist
Security evaluation for a Hearit voice workflow
Voice workflows can include audio, transcripts, summaries and business records. Review each stage with your technical team before using a selected device and service for sensitive information.
The MIC01 device name does not by itself establish encryption, account controls, local AI processing or compliance of the complete workflow.
1. Map the information being handled
Identify the information captured and the systems that receive it.
Audio and generated text: decide which parts of a recording and transcript may be retained or shared.
Regulated information: ask the responsible team to confirm applicable requirements for the organization and workflow.
Access and retention: identify who needs the information and how it will be managed.
Use these questions to guide a product evaluation; they are not a certification statement.
2. Confirm the selected model and services
For MIC01 or another selected model, review the device guide and obtain evidence for each requested security control. Hardware support must not be equated with end-to-end workflow security.
2.1 Check encryption at each stage
Document where audio, transcripts and summaries travel and how each stage is protected.
Capture and transfer: confirm any protection used between the device, phone and receiving service.
Storage: confirm the configuration for retained audio, text and backups.
Algorithms and keys: request technical evidence for any encryption claim, including where keys are managed.
Illustrative evaluation: trace a sample recording through the configured services and check who can access each copy. This is not evidence that unauthorized access is impossible.
2.2 Review applicable requirements
Applicability depends on the organization, intended use, data and configured services.
Healthcare use: obtain a review of the complete workflow before handling patient information.
European use: confirm the data-processing roles, services and requirements for the intended deployment.
Financial records: ask the responsible organization to define recordkeeping and access requirements.
Illustrative evaluation: the responsible team checks the selected setup and supporting documents before using a voice workflow for confidential records.
2.3 Verify storage and integration support
Confirm any cloud connection with the Hearit and target-platform teams. Support for Google Drive, OneDrive, Dropbox or another service must be demonstrated for the selected setup.
Transfers: request evidence for protection in transit and storage at each receiving service.
Permissions: confirm whether access is controlled by the App, target platform or customer system.
Authentication: confirm the available account controls with the relevant service; do not assume the microphone itself provides MFA.
Illustrative evaluation: check a shared folder and its account settings using non-sensitive sample content before a controlled deployment.
2.4 Establish the data handling workflow
Document recording permissions, service dependencies and the people responsible for reviewing generated information.
Local processing: confirm separately whether the device records locally and where transcription or translation is performed.
Control and responsibility: establish the applicable service terms and responsibilities for audio and generated text.
Third-party services: identify the configured providers and verify how data is processed and shared.
Illustrative evaluation: confirm any proposed customer-controlled deployment before assuming that data remains inside the organizationâs network.
3. Review the intended work context
Different teams need different evidence. Confirm requirements before using a device or connected service with sensitive records.
3.1 Healthcare teams
Patient information: review recording permissions and the approved processing environment.
Sharing: confirm the destination system, authorized recipients and human review steps.
Illustrative workflow: use non-sensitive sample audio to evaluate a draft note before considering patient-data use.
3.2 Legal teams
Confidential information: confirm capture, transfer, storage and access requirements.
Applicable obligations: obtain the responsible teamâs assessment for the actual services and jurisdiction.
Illustrative workflow: review access to a sample transcript before using a system for client material.
3.3 Finance teams
Meeting records: define what may be captured and who approves the final note.
Retention: confirm the applicable storage, access and record-management requirements.
Illustrative workflow: review a sample summary and its destinations before approving use with financial information.
4. Controls to verify
Review area and evidence
Capture and transfer protection
Request evidence for the actual model, connection and receiving service.
Applicable obligations
Confirm requirements for the organization and intended workflow.
Connected storage
Verify available destinations and access settings.
Account authentication
Confirm controls with the service that manages user accounts.
Data handling
Document providers, retention and authorized use.
5. Evaluate changes before deployment
Recheck the requirements when the device, firmware, App or connected services change.
Automated checks: request evidence for any proposed detection or review function.
System integration: test the specific interface before claiming compatibility with an EHR, case-management or finance platform.
Generated output: use human review and measured tests before relying on analytics or recommendations.
Conclusion: Confirm the complete workflow
Review audio capture, services, storage and access together. No device name or marketing description establishes compliance of the complete workflow.
Use the selected product guide and request supporting technical documents for requirements that matter to your organization.
Ask Hearit for model-specific product guidance and confirm the implementation scope.