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Zoom Privacy & Security Guidelines at BCIT (November 2022)

BCIT takes the protection of privacy and information security very seriously. You can protect the privacy and security of participants in meetings as well as protect confidential information by following these guidelines.

Regardless of the method of video collaboration, BCIT policies and procedures must be followed including but not limited to: Policy 1500 Code of Conduct, Policy 5102 Student Code of Conduct, Policy 6700 Freedom of Information and Protection of Privacy, and Policy 3502 Information Security.

For instructions about using Zoom, refer to Using Zoom in the BCIT Knowledge Base.

Zoom cloud recording

Due to changes in Zoom’s data centre location and BC’s privacy legislation, we are finally able to turn on cloud recording as an ability for all users on November 23, 2022. For Faculty, this option will replace local recording. For all other employees this is new functionality. Check the Zoom FAQ article for contextual information, see the instructions for using the new functionality, and read about security and privacy implications and settings for the new functionality.

Tips for all Zoom meeting users

1. Protect meeting links

The most common cause of privacy or security breaches with Zoom is also the simplest: sharing a meeting link with individuals who should not have access to it. As a general rule, don’t post meeting links where the general public can find them, and don’t share meeting invites with those who were not on the original invite list.

2. Protect BCIT private information

Close business applications which could contain private and or sensitive information before joining meetings or sharing your screen. Even if you have them minimized, notifications from applications like Outlook can unintentionally and unexpectedly reveal private information. If you are sharing your screen to show a document or application, share the specific application rather than your entire screen, which further limits the possibility of unintended security breaches.

3. Protect the privacy of the people around you

If you are sharing your workspace with others (family members, housemates, coworkers, etc.), protecting their privacy is also important.

  • Mute yourself when joining a meeting (you can set this as a default in the Zoom app) and whenever you are not speaking.
  • If possible, use a headset or directional mic to limit the amount of ambient noise that can be heard by others in your meeting.
  • Consider your workspace and, if possible, ensure that those around you aren’t unintentionally visible in video. If this isn’t possible, turn off your own video in meetings.
  • If possible, use Zoom’s virtual background feature to hide your surroundings.

Tips for meeting hosts & organizers

1. Protect meeting links

This is still the most critical tip of all and so bears repeating here. Don’t post or share meeting links where they can be seen or used by those who should not be in the meeting. Remind your participants not to share the meeting links as well.

And, if there’s a good reason to post a meeting link publicly, refer to the information in the “Important Zoom Settings” section below to ensure that you’re maintaining the highest level of security and privacy protection that you can in those circumstances.

2. Protect the purpose and participants

There are many reasons for individuals to meet and many different types of meetings. When you are setting up a Zoom meeting, your meeting purpose and your participant list both have an impact on your security needs. In the following section, you will find a list of the most important Zoom settings to consider when setting up and hosting meetings and recommendations for when to turn them on and off.

Privacy considerations for Zoom cloud recording

There are many aspects associated with the Freedom of Information and Protection of Privacy Act (“FIPPA”) privacy protection requirements, BCIT Policy 6700, Freedom of Information and Protection of Privacy, and use of the Zoom recording feature.

  • Do not use non-BCIT Zoom accounts for BCIT business purposes.
  • Inform attendees of your intent to and reason for recording the meeting before you start the recording.
    While Zoom has an automated audio notification that the meeting is being recorded it is not enough to meet the BCIT’s legal obligations under FIPPA. Prior to starting recording participants must be verbally informed that their personal information will be captured and will be recorded. This information may also be included in the meeting invite. Hosts should advise attendees that they have the options of leaving the meeting, changing their name, and /or turning of their own video.
  • Know that all recorded Zoom content may be subject to a formal FOI request under FIPPA.

Additional resources

If you are intending to record your meeting or webinar using Zoom, consider these points:

Important Zoom meeting settings

Important Zoom cloud recording settings