> For the complete documentation index, see [llms.txt](https://library.zoom.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://library.zoom.com/ai/ai-whitepaper/administrative-controls.md). # 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](https://support.zoom.com/hc/en/ai-companion?id=ai_companion) 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](https://support.zoom.com/hc/en/article?id=zm_kb\&sysparm_article=KB0057623). ### 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](https://support.zoom.com/hc/en/article?id=zm_kb\&sysparm_article=KB0069744). ### 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 **disable** and **lock** the Meeting transcript setting on the account or group-level. When configured in this manner, Zoom uses temporary speech-to-text data, optical character recognition (OCR), and in-meeting chat data for the purpose of generating a meeting summary and does not retain a persistent transcript of the meeting conversation, unless the in-meeting chat is otherwise saved by an attendee. Alternatively, administrators can choose to enable the Meeting transcript setting, but set the transcript retention duration to zero (0) days. When configured in this manner, users can still request to view the transcript in real time in the Transcript panel during the meeting. In both cases, once summary generation is successful, the temporary speech-to-text data, OCR, and in-meeting chat 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, OCR, and in-meeting chat data to allow additional attempts to complete the summary. If summary generation still does not succeed, the speech-to-text, OCR, and in-meeting chat data is discarded. Because no persistent transcript is retained under these configurations, meeting summaries generated in this manner cannot later be reprocessed, regenerated, or used with a different or custom summary template. These options are intended for organizations that prioritize minimizing transcript retention over preserving the ability to perform later transcript-based reprocessing. 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. These settings also do not prevent participants or third parties from independently creating, storing, or retaining separate transcript cop Refer to Zoom’s support center for more information on [allowing users to retain transcripts generated with meeting summary](https://support.zoom.com/hc/en/article?id=zm_kb\&sysparm_article=KB0076631) or [accessing meeting transcripts](https://support.zoom.com/hc/en/article?id=zm_kb\&sysparm_article=KB0076632). ## **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., ). | | **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](http://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. | {% hint style="info" %} **Note** This feature requires a Zoom Support ticket to enable. {% endhint %} ### 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. {% hint style="info" %} **Note** This feature requires a Zoom Support ticket to enable. {% endhint %} ### Manage Personal and Sensitive Data in Zoom Phone Account owners and administrators can automatically redact certain personally identifiable information (PII) from supported Zoom Phone content, including voicemails, call recordings, and SMS messages. Redaction settings can be configured at the account, site, group, or user level, allowing organizations to apply consistent privacy protections across different parts of their deployment. When enabled, Zoom automatically identifies and masks supported types of personally identifiable information within Zoom Phone artifacts. Administrators can also enable AI-assisted redaction, which uses Zoom-hosted models to enhance detection of supported personal data while keeping processing within Zoom’s environment. DTMF (Dual-Tone Multi-Frequency) entries entered during a phone call are automatically masked before replication to help prevent sensitive keypad input from being retained in downstream content. After redaction is complete, users and administrators receive notifications through the Zoom web portal and the Zoom Workplace app indicating that supported personally identifiable information has been masked, including the type of information. Administrators can also choose how original, unredacted content is handled after the redaction process completes. Organizations may retain the original files for up to 30 days to support troubleshooting and operational review, or configure Zoom to delete the original files immediately after the redacted versions have been generated. Refer to Zoom’s support center for more information on [managing personal and sensitive data settings in Zoom Phone](https://support.zoom.com/hc/en/article?id=zm_kb\&sysparm_article=KB0082917). ## **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: | | | | | ---------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------- | 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. --- # Agent Instructions This documentation is published with GitBook. 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