Guidelines for Zoom AI Companion Use in Meetings
WTS is committed to protecting privacy and ensuring data security during virtual meetings. In collaboration with the Privacy Office, we've established guidelines to responsibly use Zoom AI features in our meetings. Below are the best practices to follow.
Institutional License
- Always ensure you are logged in to your zoom account via our institutional portal, using your Western Zoom Account (https://westernuniversity.zoom.us/) to benefit from the data protection included in our agreement with Zoom. This includes that Zoom will not use your audio, video, chat, screen sharing, or any other communication content (e.g., poll results, whiteboard, and reactions) to train its AI models.
Notice
- A host of a meeting should inform any participants in advance if they will use any Zoom AI tools. This can either be done at the time the Zoom invite is created or at the beginning of the meeting. It is the responsibility of the meeting host to discuss with participants the use of the AI tools.
- If AI tools will be used in a class, students should be informed in advance, for example, in the syllabus.
Avoid Sensitive and Confidential Discussions
- Avoid inputting any Confidential and/or Sensitive data. Do not use AI features in meetings discussing sensitive, or confidential information.
Nature of Meeting/Protect Personal Information
- AI features should not be utilized where personal information or personal health information is shared or discussed. This includes but is not limited to student education records, dates of birth, medical records, personal contact information, etc. Please note, information identifying someone in a business capacity (i.e. name along with title, office number, office location, etc.) is not considered personal information.
- AI features should not be used in a clinical or healthcare setting where any patient information is discussed.
- If it becomes necessary to discuss such information during a meeting utilizing AI features, the host should stop the summary or recording prior to continuing the conversation. If the information is inadvertently shared before the recording or summary can be stopped, the host should redact this information from the summary or recording prior to distribution to other attendees.
Review AI Outputs for Accuracy
- While AI tools like Zoom AI Companion are helpful, they are not perfect. Meeting summaries should be reviewed and edited for accuracy. Remove or redact data or statement referencing sensitive or confidential information.
- The host is responsible for verifying the accuracy of the record.
Opt-Out Option
- Participants should have the option to opt out of meetings where AI is used. Meeting invitations will include this information. If a mandatory attendee does not want AI features used, they should not be used.
AI Summary Notification During the Meeting
- When a host turns on the AI Companion a notification will be initiated, indicating that the meeting is being transcribed by AI Companion.
Meeting Invite Template Modification and Meeting Summary Available Notification
- The default Meeting Invite template will be updated to include the following note:
NOTE: This meeting may use AI-generated features and/or be recorded at the host’s discretion. If you have any concerns or questions regarding the use of AI-generated features in this meeting, please reach out to the meeting host or organizer.
Consideration of Record Creation
- Records, such as Meeting Summaries, may be subject to a request under the Freedom of Information and Protection of Privacy Act and may be disclosed to the public.
- If a record is created, follow best practices and guidelines for data handling and consult retention policies as applicable.
Third-Party AI bots
- Users should not use any third-party bots in meetings due to privacy and security concerns. Exceptions may only be made for tools that have undergone a review and received approval through the Technology Risk Assessment Committee (TRAC).
Published on and maintained in Cascade.
