How Reyns Advocaten streamlined meeting workflows with Caven across three offices
- Company
- Reyns Advocaten
- Offices
- Beveren, Antwerp and Ghent
- Industry
- Law firm
01
Challenge
Reyns Advocaten is a Belgian law firm with more than thirty-five lawyers and paralegals working from offices in Beveren, Antwerp and Ghent. With client meetings forming an important part of their daily practice, both in person and online, Reyns Advocaten continuously looks for ways to work more efficiently while maintaining its high standards of quality and confidentiality.
Meeting notes were already being kept using familiar tools such as OneNote, tablet apps and written notes. Reyns Advocaten saw an opportunity to further streamline this process: reducing the time spent taking and processing notes, while allowing lawyers to focus even more fully on the substance of the conversation.
For a law firm, however, efficiency alone is not enough. Any AI solution also needs to meet the firm’s requirements in terms of quality, confidentiality, professional secrecy and GDPR.
The bar was clear from the first conversation: the output had to be good enough to rely on and the tool had to work consistently.
“For us, the quality of the output decides everything. If the output isn’t good, the tool has no place in our practice.”
02
Solution
Reyns Advocaten took a phased approach. After a first call and a demo in March 2026, Olivier Kerkhofs, the firm’s go-to person for AI tools, ran a two-week pilot.
What made the difference in daily use:
- No bot in the call. Caven records from the lawyer’s own laptop, so it works in Teams and on any platform a client chooses.
- Physical meetings too. With the Caven mobile app, a phone or iPad on the table is enough to capture an in-person consultation.
- Summaries built for legal work. Caven recognises the type of meeting and applies a matching template. For longer meetings, the summaries adapt to provide more detail per topic. It also works across different languages.
- 1-on-1 communication and onboarding. Every user was personally onboarded by the Caven team. Fixed check-ins during the pilot allowed feedback to be shared early, while questions could be addressed directly to the founders by email.
- EU processing, no training on client data. Recordings stay in Europe and are never used to train models.
After the pilot, Reyns Advocaten opted for a phased rollout: a small group of frontrunners first, followed by gradual waves across the organisation. Their feedback also went directly into the product. These requests were added to Caven’s roadmap:
- Richer summaries of longer meetings
- Better ways to organise the library
- Firm-branded exports
“Caven is a great tool that makes our day-to-day practice as lawyers a lot more efficient. The summaries are to the point, so we can focus on the substance during meetings, which greatly improves their quality. Caven’s team is always ready to help if there is a problem. In short: a top product!”
03
Results
- meetings captured and summarised
- ~400
- of meetings on record, searchable at any time
- 250+ hours
- of note-taking and reporting saved
- ~130 hours
Why choose Caven?
No bot in the call
Caven records from your desktop or phone. No third-party participant, no awkward introductions and no platform lock-in.
Your data stays in the EU
All recordings are processed exclusively within the EU. Never used for model training, never shared with third parties.
Built in Belgium, under EU law
Caven is a Belgian company with no US parent. Audio is processed on EU servers, and you can host Caven in your own cloud or on-premise.
The right summary, automatically
Caven recognises the type of meeting and applies a template tailored to your industry, or one built from your own notes.
Every meeting searchable
Every conversation becomes a structured record. Search your full history and ask the AI Copilot about any meeting.
Deploy where you want
Caven cloud, your own AWS, Azure or GCP, or fully on-premise. ISO 27001 certified and GDPR compliant.
Questions?
We’re glad you asked.
Got a question?
Get in contact with our team.
Caven has a Free plan with 3 hours of transcription a month. Plus costs €28 per user a month (€23 billed yearly), Pro €33 per user a month (€27 billed yearly) and Team €39 per user a month (€32 billed yearly, minimum 5 seats). Enterprise is priced per firm with yearly licences, minimum 10 seats. Plus, Pro and Team come with a 14-day free trial.
All of them. Teams, Zoom, Google Meet, Webex, webinars and in-person meetings: if it is on your screen or in the room, Caven can record it. No platform lock-in and no bots required.
All major credit cards and bank transfers for Enterprise plans.
Yes. Plus, Pro and Team come with a 14-day free trial, without payment details. The Free plan stays free forever, with 3 hours of transcription a month.
You can move up to a bigger plan at any time; you only pay the difference for the rest of your term. For Enterprise, talk to our team.
Cancel in the app under Organization → Billing. Yearly subscriptions have a 30-day notice period and monthly ones 7 days: cancel before then and your seats stop at the end of the term, otherwise they renew once more.
All audio is processed on EU servers. Processing data is never kept: the AI services discard audio and text as soon as the transcript or summary is ready. Your recordings, transcripts and summaries are stored encrypted in the EU, so Caven staff cannot view them, until you delete them. Hosting on your own infrastructure (on-premise) is available on the Enterprise plan.
Email support@caven.io or reach out through the contact page.