Can an AI agent remember the people you work with?
An AI agent can remember the people you work with by keeping concise, factual notes based on your interactions. GROX manages this through its people notes feature, recording a short summary for each person in the emails and meetings it reads to prepare your meeting briefs — never a guess, never a sensitive trait, and with its own off switch.
How do AI agents track people you work with?
AI agents can help you keep track of colleagues and contacts by collecting factual information from your communications. Rather than attempting to build complex profiles or making assumptions, a well-designed agent will summarise only what is directly stated in your emails and meetings. This approach balances usefulness with privacy, ensuring that sensitive or inferred traits are not recorded.
GROX applies this by keeping a people note for each person in the emails and meetings it reads to prepare your meeting briefs. Each note contains only what was actually said or agreed in your communications, never a guess or assumption. This method helps you prepare for meetings and follow up on tasks, while keeping personal data under your control.
| Tool | How it records people data | Can you turn it off? |
|---|---|---|
| Manual notes | User-written summaries or contact entries | Yes |
| Generic AI assistant | May infer traits or summarise based on all available text | Depends on platform |
| GROX | One short note per person from actual emails and meetings; never a guess or sensitive trait | Yes, with an off switch in Settings → Memory |
- People note
- A short summary per person, written only from what your emails and meetings say
- Sensitive trait
- A personal attribute such as health, politics, or religion; GROX avoids recording these unless you state them about yourself
- Off switch
- A control in Settings → Memory that disables people notes
- Meeting brief
- A summary prepared for upcoming meetings, using people notes if available
- Summarises only what is present in communications
- Avoids guesses and sensitive information
- Provides clear controls to review or remove notes
- Integrates notes into meeting preparation
How does GROX remember people you work with?
GROX keeps a people note for each person in the emails and meetings it reads for your meeting briefs. This note is a short summary, capturing who the person is and what was last agreed, based only on the content read to prepare your meeting briefs. It never includes a guess, and it never records a sensitive trait about anyone.
The people notes feature is designed for user control: it has its own off switch in Settings → Memory, and forgetting what GROX learned from Gmail or Google Calendar there removes the notes made from them. When you prepare for a new meeting, the relevant people notes provide context and reminders, making it easier to follow up on previous discussions.
| Step | What happens |
|---|---|
| Reads emails/meetings | Extracts factual statements about each person |
| Creates note | Writes a short, factual summary for each contact |
| Prepares brief | Uses people notes to inform the next meeting summary |
| User control | Allows you to switch off, review, or delete notes |
- Emails and meetings
- Sources used to build people notes
- Who they are
- Describes the person's role or connection, as stated
- What was last agreed
- Records the most recent agreement or action point
- Control
- You can disable, edit, or erase people notes at any time
- People notes never guess or infer details
- Sensitive traits are not recorded about others
- Notes can be forgotten by app or individually
- Each meeting brief draws from the latest people notes
What privacy controls are offered for people notes?
You have full control over the people notes feature. There is a dedicated off switch in Settings → Memory, allowing you to disable this feature entirely whenever you wish. Because the notes come from your email and calendar, forgetting what GROX learned from Gmail or Google Calendar in Settings → Memory removes them too.
What GROX learns about you works the same way in the open: when it notes something about you it says so under the answer, and "forget that" removes it on the spot.
| Feature | Description |
|---|---|
| Off switch | Disables people notes in Settings → Memory |
| App-specific forgetting | Remove notes by connected app |
| Immediate forgetting | Erase a note directly from the chat |
| No sensitive trait recording | Traits like health or politics are never recorded unless you state them |
- Settings → Memory
- Where you control people notes
- Forgetting by app
- Option to remove all notes from a particular integration
- Immediate erasure
- Delete a note as soon as it is learned
- Privacy by design
- Avoids storing more than is needed for your workflow
- You can switch off people notes at any time
- Control which apps contribute to people notes
- Erase individual notes immediately
- Sensitive traits are never kept unless you state them
How do people notes improve meeting preparation?
People notes make meeting preparation more focused and efficient. When a meeting is coming up, the existing short notes about each participant are used to remind you who they are and what was last agreed. This means you enter the discussion with clear, up-to-date context, without having to search through old emails or documents.
Because these notes are factual and concise, they help you address action points and follow up effectively. The approach ensures that only relevant, non-sensitive information is included, and each person keeps one short note rather than a growing file.
| Meeting stage | Role of people notes |
|---|---|
| Pre-meeting | Summarise participants and recent agreements |
| During meeting | Provide reminders of context if needed |
| Post-meeting | Update notes with new agreements |
| Review | Let you check or edit notes for accuracy |
- Meeting brief
- Uses people notes to summarise key details
- Action points
- Drawn from previous agreements in the notes
- Context
- Quickly reminds you of each person's role
- Updating
- Notes can be refreshed after each interaction
- Prepares you with factual summaries before meetings
- Enables quick recall of past agreements
- Adapts as relationships change
- Streamlines follow-up actions
Common questions
Does GROX guess or infer personal details about people I work with?
GROX never guesses or infers personal details about others. It creates a people note only from what your emails and meetings actually say, and it never records a sensitive trait about anyone.
Can I turn off people notes?
Yes, you can turn off people notes at any time in Settings → Memory. This stops new notes from being created or updated about your contacts.
How does GROX use people notes when preparing for meetings?
When preparing a meeting brief, GROX uses people notes to summarise who each participant is and what was last agreed, based only on what is found in your emails and meetings. This provides you with up-to-date context without storing guesses or sensitive traits.
Can I erase a people note?
Yes. In Settings → Memory you can forget what GROX learned from Gmail or Google Calendar, which removes the people notes made from them, and you can switch people notes off there too.
To learn more or start using people notes, visit the GROX Help Centre.