Security:
Carleton’s Information Security Team has evaluated Zoom’s security protocols and has determined Zoom maintains a high level of security, privacy, and compliance with all their products and services through their encryption process. ITS also maintains reliable and secure access control using our secure Single Sign On and DUO system. Here are the takeaways:
Privacy:
By default, some Zoom AI Companion features are AVAILABLE for Carleton Zoom users; however, the AI Companion is NOT turned on for individual Carleton users. For Carleton users interested in turning on some AI Companion features in their own accounts, it's important to understand related privacy implications.
Preserving Privacy requires for every meeting host to be aware of their Zoom settings and to make decisions prior to their meeting (at carleton.zoom.us > Settings) and during the Meeting (in the Zoom Menu bar) to ensure confidential meeting content isn’t unintentionally collected and shared by the host. Zoom AI Companion relies on the creation of a meeting transcript for most of its features. Who has access to that transcript and how it will be shared is important to consider.
Zoom's Legal and Compliance Guide outlines how Zoom collects and uses user data when users enable Zoom AI Companion features. Below is a summary:
-
Zoom AI Companion may collect “audio, video, in-meeting messages, in-meeting and out-of-meeting whiteboards, meeting agendas, transcriptions,” and more. The purpose of this collection is to allow users to query meeting and associated content through the transcript, using the AI Companion.
-
Based on an individual user’s Zoom settings, AI Companion may have access to any of the above to generate Meeting Summaries.
-
Zoom AI Companion “does not use any customer audio, video, chat, screen sharing, attachments, or other communications-like customer content (such as poll results, whiteboard, and reactions) to train Zoom’s or its third-party artificial intelligence models.” In addition, Zoom indicates that AI Companion generated content such as meeting summaries may not be used or accessed “unless authorized by the account owner … or as required for legal, safety, or security reasons.”
-
Enabling Closed Captions and Translation during a meeting also results in the creation of a transcript.
Having gained that understanding, users can follow the instructions outlined in our Zoom AI Companion: Overview & Default Settings article to enable select AI Companion features. For those with more questions about Zoom's AI Companion, contact Carleton's PEPS or Academic Technology staff.