Administrative Controls

An overview of Zoom AI administrative controls

Zoom is committed to providing transparency and choices when it comes to enabling and using Zoom AI features. Account administrators and users are provided with controls for Zoom AI features. Zoom is continually working to enhance its platform and educate users on new features. Currently, users will see certain in-product notifications, which may be updated over time.

Feature Control

Account and Group Administrator Controls

Account owners and administrators can manage Zoom AI feature availability in Zoom Workplace at both the account and group levels through the Admin Portal. At the account level, administrators may enable or disable features for the entire account. At the group level, administrators can control which groups receive specific Zoom AI features, and for selected settings, administrators may also lock feature availability so users cannot change it themselves.

When group-level controls are used, feature access for users in that group is determined by the administrator’s selections. If a feature is enabled at the group level and not locked, users may also be able to enable or disable that feature for themselves at the individual user level. For some features that are managed outside of the Zoom AI tab, links are provided to the relevant settings.

Refer to Zoom Support’s Zoom AI Settings and Configuration section for more information on how to enable or disable Zoom AI settings.

User and In-Meeting Controls

For features with user-level controls, Zoom provides users with control and visibility into their Zoom AI features’ settings. Users may see if their administrators have enabled or disabled Zoom AI features. If allowed by the account administrator for features with user-level controls, users can enable or disable Zoom AI features for their own use. If the administrator has locked the setting at the account or group level, the user cannot change the setting.

Meeting hosts can manage Zoom AI features in their Zoom meetings. Hosts can configure certain capabilities in their user settings before meetings, and choose whether or not to use them in Zoom Meetings. On supported Workplace app versions, hosts can also turn off certain features that other meeting participants have activated. Participants can also request that the host turn on certain features in-meeting by clicking the respective Zoom AI icon (if visible at the top of the Meeting window). Participants can also send a request to the host to disable meeting summary and meeting questions during the meeting.

When meeting participants join a Zoom meeting, they will see in-product indicators related to Zoom AI features that are activated for that meeting. When on a supported Zoom Workplace app version, meeting hosts will have an option to turn off meeting summary and meeting questions in a Zoom meeting. This includes an in-meeting option to delete certain meeting assets, for example, if the features were activated in error or where the host no longer requires the summary. The option to delete meeting assets is applicable to transcripts and summaries, including transcripts generated with My Notes, unless the transcript was completed before the meeting host deletes meeting assets.

Refer to Zoom’s support center for more information on getting started with Zoom AI features.

Site-Level Settings (Zoom Phone)

Account owners and administrators can manage which sites have access to Zoom AI features for Zoom Phone. Zoom Phone features may be enabled or disabled, and the ability to turn features on or off may be locked within the Policy section of the site. Site policies sit between Group and User level settings within the setting hierarchy. Site-level Zoom Phone policies may be overridden if a user belongs to one or more User Groups with active Zoom Phone policies, or if all Zoom Phone settings are enabled in a User Group to which the user belongs.

Refer to Zoom’s support center for more information on changing site-level settings.

Zero Data Retention for Meeting Summary Transcripts

Zero Data Retention for Zoom Meeting Summary allows meeting summaries to be generated without retaining the transcript

Administrators can implement a zero data retention approach for transcripts within their account by disabling and locking the Meeting transcript setting on the account or group-level. When configured in this manner, Zoom uses temporary speech-to-text data for the purpose of generating a meeting summary and does not retain a persistent transcript of the meeting conversation.

Once summary generation is successful, the ephemeral speech-to-text data is discarded and cannot later be recovered, re-obtained, or reused. If the initial attempt to generate a summary is unsuccessful, Zoom uses the temporary speech-to-text data to allow additional attempts to complete the summary. If summary generation still does not succeed, the speech-to-text data is discarded.

Because no persistent transcript is retained under this configuration, meeting summaries generated in this manner cannot later be reprocessed, regenerated, or used with a different or custom summary template. This approach is therefore intended for organizations that prioritize minimizing transcript retention over preserving the ability to perform later transcript-based reprocessing.

This configuration applies only to Zoom’s meeting summary feature and controls whether transcripts are generated and retained when summaries are generated. However, other Zoom Meetings features that require access to meeting transcripts such as My Notes and archival will be impacted when transcript generation is disabled, as these features depend on the availability of transcripts. Additionally, if a cloud recording feature is enabled, it can generate and retain a meeting transcript as part of the cloud recording files independent of this configuration. Additional transcript settings for My Notes, archival, and cloud recordings will continue to be managed in separate locations in the web portal. This setting also does not prevent participants or third parties from independently creating, storing, or retaining separate transcript copies, notes, recordings, or other records of the conversation through external tools or services.

Refer to Zoom’s support center for more information on allowing users to retain transcripts generated with meeting summary or accessing meeting transcripts.

Redaction Controls

Redact Personal Data for Meeting Summary

Account admins can redact certain personal data from a meeting summary using Zoom’s pre-defined entity types. Zoom's Personal Data Redaction Service automatically identifies and redacts these entities within meeting summaries. When applying these settings, these changes are applicable only for future recordings/transcripts and historical data (i.e., past meeting summaries) will not be updated.

Entity Type	Description
DATE_TIME	Universal date and time information.
DRIVER_ID	Driver's license numbers, consisting of alphanumeric characters.
EMAIL	Email addresses (e.g., [e-mail]).
INTERNATIONAL_BANK_ACCOUNT_NUMBER	IBAN numbers, with country-specific formats.
IP_ADDRESS	IPv4 addresses (e.g., 198.51.100.0).
LICENSE_PLATE	Vehicle license plates, typically 5–8 uppercase letters/numbers.
MAC_ADDRESS	Unique identifier for network interfaces (NIC).
NAME	Individual's names, excluding titles or organization/address names.
PASSWORD	Alphanumeric passwords (e.g., special#pass).
PHONE	Phone, fax, or pager numbers.
PIN	Four-digit personal identification numbers.
SWIFT_CODE	Standard bank identifier code used for international transfers.
URL	Web addresses (e.g., www.example.com).
USERNAME	Account login names, screen names, nicknames, or handles.
VEHICLE_IDENTIFICATION_NUMBER (VIN)	Unique vehicle identifier numbers (ISO 3779 specification).
BANK_ACCOUNT_NUMBER (Country-specific)	US bank account numbers (typically 10–12 digits). Also recognizes last four digits.
BANK_ROUTING (Country-specific)	US bank routing numbers (typically 9 digits). Also recognizes last four digits.
PASSPORT_NUMBER (Country-specific)	US passport numbers (6–9 alphanumeric characters).
US_INDIVIDUAL_TAX_IDENTIFICATION_NUMBER (Country-specific)	US ITIN numbers (9 digits, starts with "9," fourth digit "7" or "8").
SSN (Country-specific)	US Social Security Numbers (9 digits). Also recognizes last four digits.

Note

This feature requires a Zoom Support ticket to enable.

Block Sensitive Information for Meeting Summary

Account administrators can help prevent sensitive information from appearing in meeting summaries by configuring custom regular expressions. These regular expressions must follow Java's regex syntax and conventions. By defining specific patterns, admins can precisely control and automatically block the inclusion of sensitive phrases, numbers, or other data types within meeting summaries.

For example,

• To block credit card numbers, a Java regex like \b(?:\d[ -]*?){13,16}\b could be used.

• To block a specific phrase such as "internal use only," a Java regex like (?i)internal use only(case-insensitive) could be applied.

Admins should ensure that regular expressions are thoroughly tested and validated to avoid inadvertently blocking non-sensitive or relevant meeting content.

Note

This feature requires a Zoom Support ticket to enable.

Custom Message

Account administrators can configure a prompt to display custom messages to users when turning on meeting summary or meeting questions with Zoom AI in a meeting. Disclaimers can be tailored separately for internal and external audiences, allowing admins to present different messages based on the user's audience type (i.e., internal or external). Additionally, admins can require users to agree to recording and transcription before proceeding.

The Custom Message prompt supports multiple languages, allowing organizations to cater to diverse, multilingual audiences. Supported languages include:

English Español Deutsch 简体中文 繁體中文 Français	Português 日本語 Русский 한국어 Italiano Tiếng Việt	Polski Türkçe Bahasa Indonesia Nederlands Svenska

When creating the disclaimer(s), administrators must manually provide translated versions of the disclaimer messages for each desired language and audience (internal/external). The Zoom web portal does not provide an automated translation mechanism, so translations must be completed externally before being configured in the Custom Message settings.