Introduction
Zoom AI Companion – Meeting Summary is an artificial intelligence enabled feature integrated into the Zoom platform, that will create automatic meeting summaries of Zoom sessions when enabled. This feature is designed to enhance meeting experiences for UBC faculty and staff, and create efficiencies in otherwise manual meeting note-taking processes. By using Zoom AI Companion – Meeting Summary, you agree to the following terms of service, which are informed by UBC's privacy and information security policies, including the Freedom of Information and Protection of Privacy Act (FIPPA), and the Privacy Impact Assessment (PIA02768).
Scope of Features
Zoom AI Companion features currently available for use at UBC include:
- Meeting Summary
Additional Companion features may be introduced to the UBC community in the future as UBC requires additional institutional controls to meet our community’s privacy and security expectations. UBC IT will revisit availability as features and their associated controls mature
Terms of Use & Expectations
By using Zoom AI Companion features, you agree to the following terms:
- You will use Zoom AI Companion features in accordance with UBC’s privacy and information security policies.
- You will notify all meeting attendees and guests of your intent to enable AI Meeting Summary functionality for each meeting you host, prior to doing so.
- You will not share Very High Risk Information and avoid sharing high-risk or sensitive personal information through AI Companion features. (As defined by ISS U1.)
- You understand that AI-generated content may not always be accurate and should not be solely relied upon for decision-making.
- You acknowledge that AI features are disabled by default and must be manually enabled for each meeting.
- You agree that meeting summaries and other AI-generated outputs are your responsibility to manage access to. You will follow UBC’s guidelines for activating and using AI Companion features.
- You will report any concerns or incidents related to AI Companion use to UBC IT.
Privacy and Data Handling
Zoom AI Companion – Meeting Summary may process data in the United States using Zoom’s infrastructure and third‑party service providers (e.g., OpenAI, Anthropic, Meta Llama 2). Where available, UBC has enabled zero data retention settings to reduce data exposure.
Meeting hosts and users are responsible for managing access to meeting summaries and ensuring they are retained and shared appropriately. The Meeting Summary feature is not intended for use with Very High‑Risk Information. Where such data is involved, AI features should be disabled and alternative solutions specifically designed to support those use cases should be used.
Solutions Limitations & Your Responsibilities
While Zoom AI Companion is designed to enhance productivity, it is important to understand the limitations and risks associated with AI-generated content. UBC does not have full access to the internal workings of Zoom’s AI systems and therefore cannot guarantee the accuracy or reliability of outputs.
Users are responsible for validating the accuracy, completeness, and appropriateness of any AI-generated content prior to its inclusion in university documents or communications. Use of these features should be done with caution and in accordance with UBC’s guidelines. All meeting attendees should be notified of the use of these features, and have the opportunity to raise any concerns with the meeting host. Failure to validate outputs may result in the dissemination of inaccurate or misleading information, which could lead to decisions which have reputational, legal, or operational consequences.
Guidance on Responsible Use of Zoom AI Companion Features
The following examples illustrate potential use cases that may not fully comply with UBC guidelines.
- Interview Evaluation via Meeting Summary: Using the Meeting Summary feature to solely determine whether an interview candidate was a “good fit” for the team.
- Why not aligned? AI-generated assessments may be inaccurate, biased, or lack the necessary context to fairly evaluate a candidate. Decisions about hiring or team fit require nuanced judgment and should be made by qualified personnel, not delegated to AI outputs. Relying on AI for such high-risk or high-impact decisions can lead to inappropriate outcomes, as these solutions are not designed or validated to meet UBC’s hiriing evaluation requirements.
- Medical Notes: Use of Meeting Summary to generate or store medical notes from patient consultations.
- Why not aligned? Medical notes are highly regulated and require strict privacy controls. Using AI features for this purpose will breach professional standards and regulatory requirements as UBC does not have Zoom Workspace for Clinicians.
- Instructional Use in Teaching and Learning Contexts: An instructor enables Meeting Summary in a class session without clearly communicating expectations for its use, including whether summaries may be used by students for studying, note‑taking, or redistribution.
- Why this matters? When AI features are enabled in instructional settings, they may shape how students engage with course content and materials. Instructors are responsible for considering potential downstream uses of meeting summaries and for setting clear expectations about appropriate use within their course, including whether summaries may be shared or relied upon. This helps prevent misunderstandings, misuse of instructional content, or misalignment with pedagogical intent.
Support and Contact
For questions, support, or to request access to Zoom AI Companion features, please contact the UBC IT Help Desk at av.helpdesk@ubc.ca, or your departments local Zoom administrators.