Zoom AI Companion is approved, with limitations, for use at Aims Community College. Other AI transcription services such as read.ai are not approved for use on any Aims-owned device. Aims Community College participants are required to request or stop all uses of read.ai or other transcription services during meetings attended by Aims participants, due to numerous legal, business and personal concerns.
The following rules apply for all employees, contractors, and third-party participants who engage in Zoom meetings while using Zoom AI Companion:
Acceptable Uses:
- Productivity Enhancement: Zoom AI Companion may be used for tasks such as note-taking, summarizing discussions, scheduling follow-ups, or assisting with real-time translation during meetings.
- Note-Taking for Efficiency: Zoom AI Companion is permitted to assist with note-taking and summarizing only during Zoom meetings to create efficiencies by automatically capturing key points, decisions, and action items. However, the use of Zoom AI Companion must adhere to the following guidelines:
- AI-generated notes must be reviewed by the employee for accuracy.
- Any manual edits to AI-generated notes must not alter the original intent or meaning of the meeting content.
- AI companions are not to be used for tasks beyond note-taking and meeting summaries.
Prohibited Uses:
- Unauthorized Recording: Zoom AI Companion should not be used to record or transcribe meetings without explicit consent from all participants.
- Edits to AI-Generated Notes: Employees are prohibited from making substantive changes to AI-generated notes that would misrepresent the intent or meaning of the discussion. Clarifications or minor edits for accuracy and readability are allowed, but the original context must be preserved.
- Confidentiality and Privacy: Zoom AI Companion must not access, share, or store any confidential or sensitive information discussed during Zoom meetings unless approved and compliant with data protection policies.
- Automated Interactions: Employees are prohibited from using Zoom AI Companion to substitute their participation in meetings, such as automating responses or decision-making processes
- AI-Generated Content: Misrepresentation of AI-generated content as personal or original work during meetings is not allowed. Employees must acknowledge when content is AI-assisted.
Transparency
- Disclosure: Employees must inform all meeting participants if they are enabling Zoom AI Companion during the meeting, and specify its intended use (e.g., note-taking).
- Ethical Use: Zoom AI Companion should only be used for legitimate business purposes and must align with the company’s code of conduct and ethics.
- Opt Out: Meeting attendees will see a custom disclaimer when Zoom AI Companion is enabled. Meeting attendees can electronically select for Zoom AI Companion to be disabled. Only the host of the meeting will see this request. The host must comply and not publicize the request.
Security and Compliance
- Data Protection: Employees must ensure that Zoom AI Companion adheres to company security standards and data privacy laws, if applicable.
Training and Awareness
- Employee Training: Employees must undergo training on proper Zoom AI Companion use, privacy implications, and company policies before deploying them during Zoom meetings.
Consequences of Misuse
- Liability: Employees may be held personally responsible for any breaches of confidentiality or data protection regulations caused by the inappropriate use of AI companions.