About Zoom AI Companion 

Please review this guide to learn more about how to responsibly use Zoom Meeting Recording, Zoom Transcripts, and the Zoom AI Companion Toolset, as well as important considerations and disclaimers concerning security and privacy.

Zoom AI Companion Basics

Zoom AI Companion is a generative AI digital assistant delivering powerful, real-time capabilities to help users improve productivity and work together more effectively. The AI Companion currently works with Zoom Meetings, Recordings, and Whiteboards.

Certain features of Zoom AI Companion are now available to faculty, staff, and students using a George Mason license Zoom Pro account.

The AI features are automatically off and must be enabled per user. The meeting host must enable the Zoom AI Companion features to be used in a meeting.

When Zoom AI Companion is enabled in a meeting the following message will appear:

Tip: Meeting attendees are encouraged to communicate with the meeting host if they prefer to have AI tools enabled or disabled during the session.

Please read the information for each feature and the Security & Privacy section before utilizing Zoom AI Companion.  

For more information on the Zoom license types and checking your license status please see the Zoom FAQS.

Note: Meeting Summary with Zoom AI Companion uses AI technology, which may include third-party models.

Zoom AI Companion Features

Meeting Summary

Meeting Summary is a feature within Zoom AI Companion that creates an AI-generated meeting summary that the host can share with participants after the meeting. Attendees will receive a notification that the feature has been enabled when the meeting host activates it. The AI written summary is comprised of audio, images, and chat, shared during the meeting. The meeting host is the only person who will receive the summary and is required to review the AI-generated content before sharing the summary with others.   

Smart Recording

Smart Recording enhances the existing meeting recording feature by allowing you to organize your cloud recording into sections called smart chapters, get the key takeaways in a quick and digestible format through recording highlights, identify action items to take after the meeting or webinar with the next steps, and even provide the host analytics on key meeting and conversation factors, including talk speed, talk-listen ratio, longest spiel (or monologue), filler word usage, and patience. This feature is especially useful for long meetings and webinars – such as a lecture, brainstorming session, or company all-hands – where you may want to divvy up the recording for easier viewing.

The meeting host is required to review the AI-generated content before sharing the recording with others. All suggestions made by the AI Companion can be edited or removed by the meeting host before sharing the video.

Recordings are deleted after 120 days per the Zoom recording retention policy. 

Policy

All users must adhere to:

Employee Security Bulletin

This service is intended for work-related public use data only. The University Data Stewardship Policy defines data classified for public use. Users are responsible for understanding and complying with this policy. For more information about data usage and classifications, reference the following:

Security & Privacy

To protect the privacy and security of the George Mason University community and adhere to state and federal regulations, Zoom AI Companion is the only meeting assistant technology approved for use.

Users MUST adhere to the following requirements for use of this service: 

  • AI features MUST NOT be used to “solve a business problem” or involve the use of “people data”.
  • It is prohibited to submit protected categories of data (as defined by University Policy Number 1114: Data Stewardship) into Generative AI or LLM tools as queries, questions, prompts, or in any other manner.
  • Do not record or store any sensitive Personal Identifiable Information (PII) such as social security numbers (SSNs), student education records, personal contact information, etc., or Protected Health Information (PHI) such as dates of birth, medical records, etc.  This includes PII or PHI related to research participants.
  • Consider the nature of your meeting. When deciding whether to utilize the Zoom Toolset features, bear in mind that any recordings or summaries generated using these tools may be discoverable in the event of any dispute or litigation to which George Mason University is a party. Considering this, use caution in deciding whether to use the Zoom Toolset features (i.e. recording, Smart Recording, or Meeting Summary) in meetings where particularly sensitive, privileged, or confidential data or information may be discussed.

*Do not use the Zoom Toolset in any clinical, telemedicine, or healthcare settings (e.g., during any patient encounters), peer review meetings, Institutional Review Board (IRB) meetings, Animal Care and Use Committee (ACUC) meetings, or meetings that are entered into public records. 

  • Be aware of the audience meeting summaries and smart recordings are shared with. It is the responsibility of the meeting host to review all AI-generated content before sharing it with others.  Review and manage your recording settings to control access to the recordings.

Requirements

Zoom Privacy Statement

Zoom does not use any of your audio, video, chat, screen sharing, attachments, or other communications-like customer content (such as poll results, whiteboard, and reactions) to train Zoom’s or third-party artificial intelligence models.

More information can be found in Zoom’s Commitment to Responsible AI statement. When utilizing any of the features included with the Zoom Toolset, please note the following restrictions and requirements:

Zoom AI Companion is enabled, but not automatically turned on for all users. DO NOT enable/use AI in any meeting where sensitive information will be shared/discussed. Zoom AI Companion is not available for use on Zoom Secure or Zoom Basic licensed users.

View Zoom’s guidelines on How Zoom AI Companion features handle your data.

Please review the Zoom Accessibility article for more information.

To use Zoom AI see the instructions on Getting Started with Zoom AI Companion.

Note: It is the host’s responsibility to inform meeting participants that AI is being used in the meeting.  

Additional Information

Learn more about Zoom AI Companion on LinkedIn Learning: Zoom AI Companion: Maximizing Your Virtual Meeting Productivity

Get acquainted with Zoom’s Learning Center. The Learning Center offers a growing list of on-demand courses and short videos designed to give you just what you need when you need it.

Join the Collaboration Collective

The Collaboration Collective is a team for Mason's collaboration technology users to communicate with their peers and discuss new features, best practices, and other topics of interest about the following ITS-supported collaboration tools: Microsoft Teams, Zoom, and Class Collaborate (formerly Blackboard Collaborate Ultra). This is not intended to replace submitting an issue via the ITS Support Center. The Collaboration Collective is moderated by members of the Mason community and members of ITS.

Submit an ITS support request if:

  • It is something that requires an urgent/timely ITS response
  • You are requesting information or troubleshooting assistance

Post in one of the channels if:

  • You would like to share a use case or feature you’ve found helpful
  • You would like to test out a new feature with your peers
  • You would like to know how your peers are using the tools

To become a member of the Collaboration Collective, log in to MS Teams, click Join or create a Team, and then search for Collaboration Collective or use Join a team with a code (code: pifyqb4).

Last modified: December 13, 2024