Zoom AI

Review the rules and protocols for using Zoom AI for recording and meeting summaries. To request that these features be enabled in your Zoom account, contact ITS. 

Data Classification & Permitted Usage

• Zoom AI may be used for discussions involving Public and Restricted data only. See Data Security for more on data classification.

• Zoom AI MUST NOT be used when discussing Confidential data unless a specific exception has been granted by the CIO or General Counsel. See Data Security for more on data classification.

• If meeting discussions shift to sensitive or confidential topics, the host must immediately turn off the AI tool.

Principles for Meeting Recording

• Recording a Zoom meeting involves capturing audio, video, and text transcriptions.

• Always notify all participants at the start of a meeting if it is being recorded or if AI tools are active, using default notification settings.

• If a participant expresses discomfort or requests that recording be turned off, hosts should honor that request or offer the option to remain muted or leave.

• Cloud recordings sit in Smith’s Zoom Cloud Storage, local recordings sit on hard drives, and all must comply with data retention policies.

Best Practices for Using AI-Assisted Meeting Summaries

• Ensure the "AI" or "Recording" indicator is visible throughout the meeting.

• Use waiting rooms to screen participants and block unauthorized third-party AI bots.

• The host is responsible for reviewing summaries for accuracy and data security before distribution.

• Summaries/recordings should only be shared with individuals who have a legitimate "need to know" and are treated as official, discoverable college records.

• Redact any sensitive personal information before sharing.

• Every automated transcription must have a designated "owner" accountable for its content and storage.

Zoom AI and Data Security

• The AI Companion provides meeting summaries, decisions, and action items without needing a full video recording.

• Smith College enforces a "zero-day retention" policy; background audio transcripts are deleted immediately after the summary is generated.

• Data processed by the AI Companion is encrypted in transit and at rest.

• Zoom does not use Smith's customer content (audio, video, chat) to train its own or third-party AI models.

• See Data Security and Privacy FAQ below for more.

If you have any questions regarding data classification or AI tool approvals, please contact ITS. 

Zoom Meeting Summary Resources

Allowed Data Classifications

Restricted, Public

Training AI Models

Does Zoom use my data to train its AI models?

Zoom does not use any of your audio, video, chat, screen sharing, attachments, or other communications-like customer content to train Zoom’s or its third-party artificial intelligence models.

With respect to third-party model providers for Zoom AI, Zoom has zero data retention policies in place, which provide that third-party model providers do not retain customer content, with limited exceptions for trust and safety purposes, such as to detect and report CSAM. We do not allow third-party model providers to use your data to improve or train their models. Zoom AI features must use certain content to provide the service.

Data Access and Controls

Who can see my data?

Zoom employees may not access or use customer content, including meeting, webinar, messaging, or email content (specifically, audio, video, files, in-meeting whiteboards, messaging, or email content), any content generated or shared as part of other collaborative features (such as out-of-meeting whiteboards), or content generated by Zoom AI, unless authorized by the account owner or administrator of the account hosting the Zoom product or service where the customer content was generated, or as required for legal, safety, or security reasons.

Smith College has implemented a "zero-day retention" policy for the background audio transcripts used to generate AI summaries. These background files are deleted immediately after the summary is created.

Can I delete my data?

You can set your meeting summaries to automatically delete after a specified number of days. 

Storage

Is the data encrypted?

Data used by Zoom AI is sent from the user to Zoom-hosted and/or third-party generative artificial intelligence models. Customer data is encrypted in transit between customers and Zoom, between Zoom data centers, and between Zoom and third-party model providers. Customer data is encrypted at rest within Zoom's platform and the platform of any third-party model provider.

References

For further details, refer to Zoom's documentation:

• Zoom AI Whitepaper

• How Zoom AI features handle your data