Privacy Guidelines for Recording and Using AI Meeting Tools
New tools for recording meetings and AI-generated meeting summaries are becoming widely available and easy to use. However, recording and AI tools carry significant privacy risks therefore it is important to only use university approved tools and use them responsibly. Activating an AI tool that has not been reviewed for privacy and security risks and is not covered by a written agreement with UC can put information and people at risk. These guidelines are intended to assist UC Davis in embracing the benefits of approved tools while mitigating the risks associated with them.
Scope of Guidelines
This guidance addresses the privacy considerations when using audio and/or video recordings and AI meeting tools. This guidance applies to UC Davis employees recording and/or capturing meetings using AI tools (e.g. Zoom AI Companion, Otter.ai) within university administrative meetings.
This guidance applies when meetings are captured through audio and/or visual recordings by any technical means. It also covers meetings where any AI meeting assistant is present or an AI meeting tool is used to perform functions like generating a summary, responding to questions during the meeting, or creating a meeting transcript.
This guidance does not apply to notetaking by individuals without the use of any form of recording or AI tools. It does not include the use of meeting captions where no transcription of the meeting is created and saved after the meeting.
General Guidelines for Recording and Using AI Meeting Tools
Generally, meetings should not be recorded or captured using AI meeting tools unless necessary.
Meetings should be recorded or captured using AI meeting tools only in circumstances where necessary. Other than individuals with authorized accomodations by Disability Management Services (DMS), only the meeting host/co-host should record or enable AI meeting tools. Approval of the use of recording or AI meeting tool features must be obtained from the meeting host’s department head. Meeting hosts must inform attendees and offer a meaningful opportunity to object to the use of recording or AI meeting tools before enabling the feature.
Meetings that may be appropriate to record or use AI meeting tools include:
• Accommodations authorized by DMS
• Employee training and professional development programs where meeting content will be made available for informative purposes; or
• An operational need related to non-sensitive university businessAlways consider whether it is necessary to record or use AI in the meeting. Consider balancing the need to capture the meeting with the resulting responsibility of maintaining a record of that meeting.
When recording or capturing a meeting with an AI tool, meeting hosts and attendees must consider the following:
- Giving Notice and Obtaining Consent
- Meeting hosts must obtain consent from all attendees and provide them with an opportunity to object prior to enabling recording or an AI meeting tool.
- To the extent practicable, hosts should provide advance notice in the invitation that the meeting will be recorded or that AI will be enabled to the allow for any objections ahead of time. Meeting hosts may also provide notice to the attendees at the beginning of the meeting and receive consent or objections from attendees. An automatic popup notification from the recording or AI tool is sufficient to obtain attendees consent only when the host has already verbally notified the attendees and offered an opportunity for objections before enabling the feature.
- If an attendee objects, the meeting host should refrain from using any recording or AI meeting tools. If recording or AI meeting tool is already in use, the host must stop once an objection is raised. Refusal to be recorded should not result in exclusion or cancellation of the meeting.
- Attendees who do not object but prefer not to be recorded should be able to mute their audio and turn off their video during the meeting.
- Attendees with an approved accomodation should follow DMS guidance on how to request recording or using an AI meeting tool. If there is an objection to recording or an AI meeting tool used for an approved accommodation, the individual should consult with their supervisor and DMS to explore their options.
- Data Sensitivity
- Do not record or use AI meeting tools in a meeting where P3 or P4 information is being discussed. Generally, if a meeting discusses confidential and privileged information, personnel matters, sensitive personally identifying information, student education records subject to FERPA, or financial records, the meeting should not be recorded and AI meeting tools should not be used.
- Be mindful during meetings where sensitive matters may come up in conversation. If recording or AI tools are active during a candid conversation that begins discussing sensitive matters involving P3 or P4 information, the meeting host must turn off all AI tools and stop recording immediately.
- Record Retention and Destruction
- Recordings, transcripts, and AI generated meeting summaries or content concerning university business may be subject to disclosure upon request such as discovery during litigation or public records requests. Such records generated about meetings should be maintained in a secure storage location and only accessed by authorized individuals. Records should be promptly destroyed when no longer needed.
- Meeting Host and Attendee Responsibilities
- Hosts: Other than individuals with authorized accommodations by DMS, only the meeting host/co-host should record or capture meetings. Meeting hosts should remove AI assistants or stop tools from capturing a meeting where an AI assistant or tool is present without an accompanying attendee. Meeting hosts are responsible for providing notice to attendees and an opportunity to consent or object to recording or enabling AI meeting tools. If disseminating meeting records generated by AI, the host/cohost must review them for accuracy before sharing them with others.
- Attendees: An attendee must not have an AI assistant or tool “attend” a meeting on their behalf when the attendee is not present for the meeting. An attendee should contact the meeting host if they would like to request recording or use of an AI meeting tool during the meeting. All meeting attendees should have an opportunity to consent to or object to recording and enabling AI meeting tools. An attendee with an authorized accommodation should work directly with DMS and their supervisor on other options for sensitive meetings discussing P3 or P4 information or if a meeting host or attendee objects to recording or enabling an AI meeting tool.
- Giving Notice and Obtaining Consent
Using Zoom AI Companion
Beginning October 2025, all UC Davis Zoom users will have access to use Zoom AI Companion tools such as Meeting Summary, In-Meeting Questions, and Smart Recording. By default, these AI tools are deactivated for meetings and can be turned on as needed. Please do not use any AI meeting tools that have not been approved by UC for use in university meetings.
When Zoom AI Companion features are enabled, a popup notice may prevent attendees from using audio or video until they agree or leave the meeting. Please follow the instructions in the popup notice that indicate you either agree to the use of Zoom AI features, or object/have questions by sending a meeting chat or email to the host. You may also object to the use of AI Companion at any time after it has been enabled.
Please review IET’s Zoom AI Companion Terms of Use and Technical Documentation and the privacy guidelines above before using these AI tools. If you have any questions about the above privacy guidelines, please contact the UC Davis Privacy Office, privacy@ucdavis.edu.
Last Updated: October 2025