Guidelines for Using Zoom’s AI Companion Tools
Healthcare and education customers have unique industry-specific data security and privacy concerns. Currently, only a few AI features are available for Healthcare and Education accounts.
Be sure to follow the guidelines in the Responsible Use section below. This page will be updated as new features become available.
Responsible Use of AI Companions
Hosts of Zoom meetings should always caution meeting attendees not to discuss or reveal personally identifiable information about themselves or others during the meeting through a Zoom chat or otherwise. Inadvertently disclosing personally identifiable information can put the University in jeopardy of violating various privacy and security laws, especially if the meetings are recorded or an AI companion is used to summarize the meeting.
If a Zoom host uses an AI companion to summarize the meeting, before sharing a summary Zoom hosts must also:
- Verify the accuracy of the summary and edit it to correct any inaccuracies.
- Delete any personally identifiable information that may have been captured in the summary. This includes a person’s full name or other information that alone would allow someone in the community to identify the person.
For security reasons, hosts should delete summaries that are over two years old.
Zoom does not use any customer audio, video, chat, screen sharing, attachments or other communications-like content (such as poll results, whiteboard, and reactions) to train Zoom’s or third-party AI models. At the University of Delaware, we reviewed the necessary FERPA and HIPAA compliance requirements and, after careful deliberation, have enabled the following AI Companion features:
Zoom Meeting hosts can now create a summary of the meeting transcript and share it with others. Summaries are saved to the host’s secure Zoom repository and can be shared with meeting participants and those who didn’t attend live to improve team collaboration and speed up productivity. The summary will include a short overview, next steps, and full recap of the meeting.
Using Meeting Summary:
- Start a Zoom meeting.
- On the in-meeting controls, the host or co-host clicks Summary .
- The meeting summary will begin to be generated, and participants will see a notification informing them that the Meeting Summary is active. They may choose to exit the meeting if they do not wish to participate.
- Hosts will receive a message with information about how the summary will be used and who will receive a copy. This is a generic message from Zoom. At UD, only the host will receive a copy unless they share it with others.
- Click Stop Summary to end generating the summary of the current meeting.
Managing Meeting Summary:
- Sign in to the Zoom Host account at www.udel.edu/zoom.
- In the navigation menu, click Meeting Summary with AI Companion.
- In the My Summaries tab, select from the list to access the meeting summary, enter a meeting topic or meeting ID, or select a date range to search for a specific meeting summary.
- Choose from the following options:
- Share : Send the summary through email. You will be prompted to enter one or more email addresses or contact names, then click Share.
- Edit : Modify the summary and then click Save.
- Delete : Permanently delete the summary.
Note: This action cannot be undone and the deleted summary cannot be restored.
Frequently Asked Questions
Who can start a meeting summary?
Hosts and co-host can both start a meeting summary.
Where can you locate a saved summary?
Summaries are saved to the original account that scheduled the meeting regardless of the host, alternative host, or co-host who starts the summary.
How long are summaries saved?
Summaries are saved on the host account until manually deleted.
Why isn’t my meeting summary immediately available?
Summaries will take a few minutes to render. The host will receive an email message when the summary is ready for viewing.
Do I need to record my meeting?
Meetings do not need to be recorded to use the meeting summary feature.
Team Chat Thread Summary
Chat summary condenses chat discussions and summarizes messages in a thread that are hosted in the Zoom app, outside of a live meeting. Summaries are saved to the host’s local machine and can be shared with other individuals.
Using Team Chat Thread Summary:
- Sign in to the desktop client software on your machine using SSO.
- Click the Team Chat tab .
- Next to the chat thread you want to summarize, click the ellipsis icon .
Additional options for this chat thread will appear.
- Click Summarize with AI Companion .
The chat thread summary will appear.
- (Optional) Click Copy to copy the summarized content.
- (Optional) Click View original messages to redirect and highlight the chat thread you summarized.
- (Optional) Click the upvote icon or downvote icon to provide feedback on the summarized content.
Frequently Asked Questions
Who can create a team chat summary?
Summaries can be created by anyone in a team chat.
Who can view a team chat summary?
Summaries are only seen by the person making the summary unless saved and shared.
Can you make a summary of an entire chat?
No, summaries are only created for threads where the team replies to a message. They are not created for whole chats.