The Zoom AI Companion feature will be available to UCSB faculty and staff Zoom accounts beginning May 3, 2024. The following are the UC data requirements regarding communication Protection Levels when using AI Companion.
With no AI Companion features enabled: Zoom continues to be permitted for communications up to and including P4 data. However, users should still be instructed to exercise caution when discussing P3/P4 data if external, non-UC parties are present.
With AI Companion features enabled:
1. Permitted use up to P2 (for meetings with an external host): The use of any other Zoom AI Companion features is acceptable for discussions only involving P1 and P2 data. Otherwise, when attending a non-UCSB-hosted meeting where AI features are enabled, discussions containing P3 and P4 data are not permitted.
2. Permitted use up to P3 (only when a UCSB account is the host): The use of the following Zoom AI features is approved for discussions involving P1, P2, and P3 data:
a. Meeting Summary
b. Smart Recording for Meetings
In the event Zoom AI Companion features listed in Section 2 (a)-(b) are enabled together with other Zoom AI features, users should be limited to discussions involving only P1 and P2 data. If discussions go beyond P2 data, then request that AI Companion be disabled or leave the meeting.
3. Limitations on P3 data (when a UCSB account is the host): Given the sensitivity of certain P3 data and the unknown handling of UC data by Zoom’s AI vendors, users should be instructed against sharing the following information when Zoom AI Companion features are enabled:
a. Privileged communications, including discussions about ongoing investigations or legal risk;
b. Gender-affirming care, including internal policies and procedures; and
c. Abortion services, including internal policies and procedures.
4. No P4 data in Zoom AI: Given the sensitive nature of P4 data and the concern with how data is retained or used by Zoom’s third-party AI vendors, we recommend that users be instructed not to share P4 data through Zoom AI Companion features.
5. Terms of Acceptable Use: Because the unauthorized disclosure of P3/P4 data may lead to adverse employment action, users must be provided Terms of Acceptable Use that include:
a. P4 data and sensitive P3 data (as specified above) may not be discussed while Zoom AI features are enabled.
b. Transcripts or summaries must be vetted before being shared with others. Such records may be subject to legal preservation requirements as well as UC document retention policies. It is the user’s obligation to understand and abide by those requirements.
Managers have the right to restrict using Zoom AI Companion features and likewise may limit use to only discussions involving P1 and P2 data.
These recommendations are subject to change, including if Zoom revises its policies or procedures or if additional documentation becomes available.