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Zoom is a video conferencing tool which can be used for remote lectures, guest speakers, tutorials, meetings, office hours, thesis defense, and more.
As part of the Privacy Impact Assessment (PIA) for Zoom, Concordia documented that faculty and staff who log in to and use the Zoom platform automatically share their full name and email address with Zoom.
For students connecting to Zoom sessions, no personal information is shared unless voluntarily provided by the student.
Zoom collects usage, device and location information to aid in troubleshooting technical issues and to help improve the user experience.
Zoom’s data centres are located outside of Canada, and for this reason, Concordia has disabled the possibility of storing recordings of online sessions to the cloud. Local recordings can be made, but should only be done after gaining the explicit consent of all parties involved in the meeting. The same applies to screenshots of active sessions.
Zoom best practices for users
- Keep secure and confidential all recordings and screenshots of Zoom sessions.
- Save session recordings locally, not in the cloud and only with the consent of all participants.
- Never record sensitive discussions.
- Keep your Zoom instance updated with latest versions and security patches. (Contact email@example.com if you need assistance.)
- Read more in this Best Practices document.
Zoom-bombing is a term used to describe what happens when someone disrupts, takes control or enters a Zoom class or meeting uninvited.
To protect your privacy:
- Use meeting IDs, never your personal ID code.
- Disable screen share by participants. You can re-enable it later, if needed.
- Lock your class or meeting once it has started.
- Disable the “join before host” feature.
- Instructors should schedule virtual classes through Moodle.
For additional information on preventing Zoom-bombing, see guidelines provided through the Centre for Teaching and Learning.
For additional technical information regarding the licensing of Zoom, visit the IITS videoconferencing page.
Should you have other questions or concerns about Zoom, please contact firstname.lastname@example.org.