Zoom AI: Guidance and Best Practices

Last updated 06.04.2024

Zoom is one of Berkeley’s approved video conferencing platforms. Zoom AI tools have been approved and enabled for use within Berkeley-hosted Zoom meetings. The Zoom AI Companion features currently available to Berkeley staff include:

• Meeting Summary,
• In-Meeting Questions,
• Smart Recording, and 
• Whiteboard.

Zoom video conferencing, as well as the Zoom AI features embedded in the platform, are covered under the UC Terms and Conditions. Before using the Zoom AI features, you are expected to complete the AI Essentials Training Course which covers foundational AI concepts, UC policies regarding the usage of AI tools, and opportunities for application in Higher Education. Please see below for details and recommendations about security, privacy, and data protection.

Recommendations

• UC Public Records: UC Public Records: Like other UC meeting summaries and/or recordings, many of those created using AI tools are considered public records and are subject to the same disclosure requirements, where applicable. They are subject to discovery during litigation, public records requests, etc. Handle information generated by the AI tools pursuant to the applicable UC records management policy.
  
  
• Data Protection: Be aware of the data protection level of topics discussed in meetings. Zoom AI features are only approved at UC Berkeley for meetings that include data and conversations classified as P1 and P2, but consult with the Privacy Office for any privacy-sensitive use cases.  Do not discuss any P3 or P4 data when Zoom AI features are enabled. P3 data includes communications with UC Legal, sensitive research, and personally identifiable information; P4 data includes Social Security Numbers, sensitive health information, credit card numbers, and research falling under International Traffic in Arms Regulations.

Note: Zoom does not use audio, video, chat, screen sharing, attachments or other communications-like content (such as poll results, whiteboards, and reactions) to train Zoom’s or third-party AI models.

• Sensitive Matters: Do not use Zoom AI to discuss sensitive matters e.g., privileged legal matters, sensitive employee, student, or supplier-related discussions, etc. when Zoom AI features are enabled. If it becomes necessary to discuss sensitive matters, the Meeting Host must:
  
  • Stop the Meeting Summary tool by selecting ‘Stop Summary’ on the Zoom toolbar, or
  • Stop the Smart Recording tool by selecting ‘Stop Recording’ on the Zoom toolbar.
  • If sensitive information (P3 or P4 data) is inadvertently shared before the Meeting Host stops the AI Summary or recording, it is the responsibility of the Meeting Host to redact this information from the meeting summary and/or recording prior to distribution.
  • As a default, do not use Zoom AI for attorney-client privileged meetings or data unless the UC Legal attorney involved has approved the use for that particular meeting/data.
    
    
• Retention: If you will need access to a recording or meeting summary after the video file retention date, do not save it to your laptop. Follow best practices for data storage and guidance on keeping sensitive data safe.
  • • Remember: Sensitive and confidential data cannot be stored on local machines and must be uploaded to secure storage (such as bDrive, Box, or Kaltura for up-to P3 information).
    • Zoom AI tool algorithms do not train on any of our data, but summaries and other data are stored in the Zoom cloud for 30 days. Recordings may be stored on the Zoom cloud for up to 30 days based on individual accounts settings of the person recording.
      
      
• Preview: Proofread Zoom AI Companion generated meeting summaries, highlights, smart chapters, next steps, etc. for accuracy and proper content and edit accordingly before sharing with others, especially when information is sensitive. Zoom summaries can omit important parts of a conversation and can introduce errors as Zoom AI tries to summarize long conversations.
  
  
• Notification and Consent: Meeting participants can object to the use of AI in meetings, and can ask the Meeting Host to stop the use of Zoom AI tools for part of or the entirety of the meeting. At the beginning of any meeting where the use of a Zoom AI tool is intended, the Meeting Host must verbally notify attendees and allow for objections. Sometimes an attendee may need to click "OK" to acknowledge ZoomAI is in use before they can enter a Zoom meeting. Upon entering the meeting, the attendee can ask the Meeting Host to disable it. There may be situations in which a mandatory attendee elects to opt-out. In such cases, the host shall refrain from using the Zoom AI tool.
  • The Zoom Meeting Summary with AI Companion tool can be enabled/disabled ad hoc by the Meeting Host, Alternate Meeting Host or Meeting Co-Host at any time. If the meeting summary starts and is later disabled, the Meeting Host will be provided with the option to delete any existing summaries related to the meeting. If the Meeting Host chooses not to delete the summaries, and later re-enables the meeting summary feature, Zoom will continue using the same summary and will not summarize any part of the meeting while it was disabled as it has no access to the meeting while it is disabled.
  • An attendee’s request to opt out of the use of a Zoom AI tool in a small meeting (less than 5 people) must be granted. For larger meetings, please consult your Employment & Labor Relations representative and/or UC Legal for advice regarding handling.  This is an evolving topic that will be revisited as we become more acquainted with the use of these tools in our daily work.

* Adapted from the University of California, Office of the President’s Zoom AI: Terms of Acceptable Use.