Key Takeaways:

• Zoom AI Companion is UCR’s only approved AI tool for Zoom meetings.
• Third-party AI tools and AI notetakers should not be used in meetings hosted by UCR-based Zoom accounts, as they present a significant security risk to the university.
• Effective October 10, 2025, third-party AI tools, including but not limited to Spinach AI, Read AI, and Fireflies AI will be blocked from joining meetings hosted by UCR-based Zoom accounts as part of the updated Terms of Use. 
• Also starting October 10, 2025, Zoom AI Meeting Summary emails, when enabled, will only be available to hosts, co-hosts, and alternative hosts. These notes can still be shared with others manually, however, meeting hosts are asked to review the notes for sensitive and accurate data prior to sharing the content.

At UC Riverside, we are committed to protecting the personal and sensitive data of our students, faculty, and staff, as well as the proprietary data of the university. This commitment is especially important when using artificial intelligence (AI) tools. To ensure the security of our data in virtual meetings, UCR has updated its Zoom Terms of Use to include a policy for the use of AI tools in Zoom meetings and webinars.

Zoom AI Companion: UCR’s Approved AI Tool for Virtual Meetings

At UCR, the only approved AI tool for virtual meetings is Zoom AI Companion, Zoom's built-in AI tool. It is UC-approved and contractually obligated to adhere to the university's robust data security protocols. Zoom AI Companion is available on all UCR Zoom accounts and offers the following assistive technology within the platform you already use:

• Meeting Summary* (To enable Meeting Summary, click the sparkle icon (AI Companion) within the Zoom meeting screen)
• Smart Recording for Zoom Meetings
• Thread Summary for Team Chat

*Starting October 10, 2025, Zoom AI Meeting Summary emails, when enabled, will only be available to hosts, co-hosts, and alternative hosts. These notes can still be shared with others manually, however, meeting hosts are asked to review the notes for sensitive and accurate data prior to sharing the content.

To configure your Zoom AI Companion settings, visit ucr.zoom.us. Log in with your UCR NetID and go to Settings > AI Companion.

As stated in UCR’s Zoom Terms of Use, Zoom AI Companion is approved for handling data levels P1 (public), P2 (internal), and P3 (sensitive). If you need to use Zoom AI Companion with P4 (highly sensitive) data, you must consult with Information Technology Solutions (ITS) first. Learn more about data protection levels.

In addition to Zoom AI Companion, UCR Zoom users can manage and share cloud recordings and use audio transcription for cloud recordings. Any user can enable the audio transcript feature and download a copy of the transcript. However, the transcript must be reviewed and only shared with others as appropriate.

Why Only One Approved Tool?

The UCR data privacy policy prohibits the use of third-party AI tools that have not undergone and passed a security risk assessment. This is a crucial requirement that protects our data and maintains a secure and trusted digital environment for our campus community. As a result, effective October 10, 2025, third-party AI notetaking and transcription tools such as Fireflies AI, Spinach AI, and Read AI will be blocked from joining meetings hosted by UCR-based Zoom accounts to ensure that the AI tools Highlanders are using are in compliance with UCR’s data security requirements.

The Risks of Using Unauthorized Third-Party AI Notetakers

While the convenience of having a virtual meeting assistant can be appealing, third-party AI notetakers that have not been vetted by the Information Security Office pose substantial data security and privacy risks. As these tools operate outside the university's control, it is likely that they do not adhere to our stringent data security requirements. This can lead to the unintended exposure of sensitive university information, including intellectual property, student data, research findings, and confidential administrative discussions. 

Third-party AI meeting assistants, once integrated into a virtual meeting, may also operate in the background without requesting permission to gather information from meeting participants. When unapproved AI tools access Zoom meetings, there's a risk that meeting content could be stored on external servers, used to train AI models without explicit consent, or even accessed by unauthorized individuals. Once this data is outside the university’s control, it can be used by bad actors to create more sophisticated and effective cyberattacks that target our students, faculty, and staff.

Learn More and Get Support

For more information on how Zoom's terms of service and practices apply to its AI features, you can visit the official Zoom blog. To learn more about Zoom AI Companion and other generative AI tools available at UCR, please visit the ITS website.

If you have technical questions or need support regarding Zoom, please contact the ITS Multimedia Team through the IT Support portal.