Privacy Considerations When Using Zoom | Office of Ethics

guidance on Protecting Privacy and Data when using Zoom to conduct distant meetings while COVID-19 Modifications are in impression. This guidance applies to administrative meetings ; guidelines for manipulation of Zoom for teaching can be viewed here

A. Purpose and Principles

zoom is one of the primary approved software tools for conducting remote/virtual meetings. This text file provides basic guidance on how to protect your privacy and the privacy of others when using Zoom
Click on the hyperlinks throughout this document for flying access to crucial use instructions .
note : For more general information on best practices for working remotely, please consult the Information Security Office ’ s Best Practices for Telecommuting Page. For privacy guidance related to working remotely consult the Campus Privacy Office Homepage

UC Berkeley ’ s Privacy Values : privacy is a basis for an ethical and respectful workplace ; and privacy, together with data security, underpins the University ’ s ability to be a commodity steward of the information entrusted to it by its students and employees. The University protects the privacy of staff, students and staff while working or participating in educational programs and other university business. Use of distant delivery software and technologies heightens the criticality of privacy and the need to use the least invasive means of engaging in these alternate methods of conducting our activities. Existing law and policy that address privacy remain in effect when we work remotely .
Remember that UC Berkeley Security Policies and Standards do apply to any computer you use for your Zoom school term. For more particular information regarding UC Berkeley ’ south Security Policies and Standards, consult the Information Security Office ’ s Policy Home Page
All University staff, faculty and students should follow these principles when using Zoom to conduct outback meetings :

B. Technical Tips and Privacy Protections for Video Conferencing

  1. Visibility of Remote Work Locations:  Participants should use Zoom ’ s virtual background feature, when available, if they do not want to have their surroundings visible. Managers should avoid requiring staff to use Zoom confluence settings that leave staff living areas visible .
    1. To set up a virtual Background in Zoom chink the up arrow by the Zoom video recording picture and chatter on “ Choose Virtual Background ” .
    2. Select only appropriate virtual backgrounds.
    3. Be mindful of others in your remote location who may not wish to be visible or recorded in the background.
    4. Also consider if all participants need to be visible as limiting the meeting to a single video stream can ease bandwidth concerns for participants.
    5. Ensure sensitive conversations cannot be overheard or work observed by unauthorized persons.
  1. Screen Sharing Privacy
    1. Protecting Confidential Data on Your Device from Being Viewed : keep off sharing confidential data visible on your early screens. Before screen communion, close all applications, emails and documents that you will not use in that school term .
    2. Managing Whose Screen is Visible:   Zoom default settings for the campus are set to limit screen sharing to the host. The host can also allow screen sharing by participants.  Options are available by clicking on the up arrow by the Share Screen icon. The host can select the “host only” setting to prevent others from sharing their screens. If the host determines that screen sharing by participants is needed, sharing by “one participant at a time” should be selected.  The host should remind participants not to share other sensitive information during the meeting inadvertently.

Note: For more detail instructions for how to prevent unauthorized access to your meet in Zoom, consult the Information Security Office ’ s Settings for Preventing Zoom Bombing Page .
For far privacy features and options for Zoom see : hypertext transfer protocol : //blog.zoom.us/wordpress/2020/03/20/keep-the-party-crashers-from-crashing-your-zoom-event/

C. Recording of Zoom Meetings and Chats

Recording of Meetings – Notice/Consent : Do I need to obtain confluence attendant license to capture their video and save sessions ?
Yes. Some US states ( including California ) are “ two party ” or “ all party ” consent states, which generally require the permission of both or all parties involved in a recording. While attendees participating remotely may be coming from a assortment of states ( or countries ), we must assume the “ all party ” consent predominate applies .
Meeting hosts should always inform attendees at the start of the touch or in gain of the meeting if they are going to record a suffer. Zoom automatically notifies attendees award at the beginning of a meet if the meet is being recorded. however, meeting hosts should besides verbally advise attendees that a meet will be recorded. Meeting hosts may besides choose to explicitly require consent to be recorded via Zoom. Attendees who do not consent will be deny access to the converge, so we suggest its function only after you ’ ve communicated with your attendees, given them a chance to express any concerns, and determined an alternative for individuals who have not consented .
We recommend that you inform meeting attendees, anterior to a record touch, how you intend to record, use, and plowshare video recording. You may besides consider giving attendees options to participate without having their picture or voice recorded, such as allowing them to attend with no video or audio, and the option to pose questions only in the text new world chat window. Because you can start and stop recordings in Zoom at any time, you can choose to include unrecorded time throughout your Zoom session, giving attendees an opportunity to discuss topics or ask questions that they do not wish to have recorded .
As a general convention, staff meetings should not be recorded absent an joint commercial enterprise purpose ( including as a reasonable accommodation ) that requires recording of the merging. by and large, you should not record a merging if the like converge would not be recorded if it occurred in person.

If a staff meet is going to be recorded, hosts should inform attendees that the meet will be recorded in advance of the meet and besides offer attendees the opportunity to opt out of the meeting or to mute their audio and video if they object to the recording of their prototype or voice. Please consider whether it is necessary to record the converge. Bear in thinker that the record becomes a University record that must be stored and retained appropriately and may be subject to disclosure upon request ( for example, in answer to a request under the California Public Records Act or California ’ randomness Information Practices Act ). If you believe it is necessary to record a meet, but one or more participants object to the record, please consult your People & Culture representative .

D. Disability Accommodations

For guidance regarding handiness and Zoom, see the Center for Teaching and Learning ’ s Zoom Accessibility Considerations page. If you have particular questions regarding employee disability accommodations in connection with use of Zoom, please consult UC Berkeley Disability Access and Compliance

E. Privacy Data Protections with Zoom

Zoom ’ second Updated Privacy Policy states :
We do not sell your personal data. Whether you are a business or a school or an person exploiter, we do not sell your data .

  • Your meetings are yours. We do not monitor them or flush store them after your touch is done unless we are requested to record and store them by the converge horde. We alert participants via both audio and video recording when they join meetings if the host is recording a meeting, and participants have the option to leave the confluence .
  • When the meeting is recorded, it is, at the server ’ mho choice, stored either locally on the host ’ s machine or in our Zoom overcast. We have robust and validate access controls to prevent unauthorized entree to meeting recordings saved to the Zoom cloud .
  • soar collects lone the drug user data that is required to provide you Zoom services. This includes technical and operational confirm and service improvement. For example, we collect information such as a exploiter ’ s IP address and OS and device details to deliver the best potential soar experience to you careless of how and from where you join .
  • We do not use data we obtain from your manipulation of our services, including your meetings, for any ad. We do manipulation data we obtain from you when you visit our market websites, such as zoom.us and zoom.com. You have control over your own cookie settings when visiting our selling websites .
  • We are particularly focused on protecting the privacy of K-12 users. Both Zoom ’ s Privacy Policy ( attached ) and Zoom ’ s K-12 Schools & Districts Privacy Policy are designed to reflect our submission with the requirements of the Children ’ s Online Privacy Protection Act ( COPPA ), the Federal Education Rights and Privacy Act ( FERPA ), the California Consumer Privacy Act ( CCPA ), and early applicable laws

Zooms use of Cookies :
When you log in to your Zoom account, Zoom will ask you to accept its use of ” cookies ” .
For the most contribution, Zoom utilizes “ cookies ” that collect information about you, such as your log in details, to enhance the functionality of its site. however, in accession to the cookies that Zoom uses to help with the functionality of its services and exploiter experience, it besides uses “ advertising cookies ”. ad cookies are used by advertising companies to serve ads that are relevant to your interests .
We recommend that you “ opt out ” of Zoom ‘s practice of such advertise cookies, which collect information about you and your use of Zoom ‘s site for advertise purposes. To opt out of advertise cookies, chink on the “ more information ” option when you sign in to your Zoom account and are prompted to accept Zoom ‘s cookies. When you click on “ more information ”, you can then click on “ cookie settings ”, which will take you to a menu that allows you to select which cookies you permit Zoom to use : Required Cookies/CCPA Opt Out ; Functional Cookies ; and Advertising Cookies. You can opt out of advertising cookies by unselecting that option.

Despite these protections, users should use common smell and avoid sharing more data when necessity when using Zoom, specially when discussing confidential matters .
additionally, as a drug user of Zoom, if you give zoom entree to any files or programs you need to manage cookies through your browser settings in the manner you do with early applications .
Remember that UC Berkeley Security Policies and Standards do apply to any computer you use for your Zoom session. For more specific information regarding UC Berkeley ’ mho Security Policies and Standards, consult the Information Security Office ’ second Policy Home Page

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Category : Tech

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