Privacy and security in Zoom

Protect your privacy and ensure security when organizing and participating in Zoom meetings.

1. Regularly update your internet browser on your device (usually automatic) and the Zoom app (Check for updates).
2. Secure your Zoom meetings with a password and/or waiting room.
3. Learn to use the settings behind the Security button to limit participants’ abilities to share screens, show video, or use chat as needed. During the meeting, you can also remove individual participants using the Remove function.
4. Share the Zoom meeting link only with those who have registered for the meeting. Avoid sharing links publicly, such as on social media.
5. Do not share a Zoom link, ID number, or meeting password your have received with external parties.
6. Participate in Zoom meetings from a quiet location where, for example, family members will not accidentally appear in the video camera view or be heard through the microphone.
7. Use virtual backgrounds, background blur, or set up your space so that there is a wall behind you during Zoom meetings.
8. Click the arrow next to the video camera icon and choose Choose Virtual Background or Blur My Background.
9. If you have logged into Zoom with Jamk credentials, you can select from a few Jamk backgrounds. You can also upload your own image or video as a background.
10. Follow Zoom guidelines for safe online meetings.

Organizing interviews with sensitive information in Zoom

If a Zoom meeting involves sensitive information, i.e. information classified as Secret (1R), additional steps are required to organize the meeting/interview. Such information may be revealed, for example, in interviews that involve special categories of personal data (health information, political views, etc.).

Log in to the service in the Zoom application or at https://jamk.zoom.us with your Jamk credentials. The meeting is organized using the “Schedule” function in “Private mode”, which prevents using AI tools and transferring the recording into Zoom cloud. The participants are invited to join using the www link to the interview. The meeting organizer is responsible for the following:

• the meeting organizer (host) is the interviewer
• no one may be promoted to host or co-host during the meeting
• the meeting is organized in Zoom private mode ((“Enable private mode for this meeting”)
• interviewees are invited to the event using with link
• the invitation must use the password used to identify the meeting
• when interviewees join the meeting, the waiting room must be used (“Enable waiting room”)
• the participants may not use the “My notes” function (do not tap the “Allow participants to transcribe the meeting with My Notes”)
• the interview is recorded only if necessary
• if the interview is recorded, it is saved locally on the hard drive of Jamk’s computer (not, for example, Zoom cloud, OneDrive or M-network drive). Immediately after the interview, the file is transferred to a secure environment, CSC’s SD Desktop, where storage space has been requested in advance. After the transfer, the recording is deleted from Jamk’s computer hard drive.

More information on processing senstive research data in the Data Management Guide and contacting att@jamk.fi

Background Information about Zoom at Jamk

Jamk uses Zoom via the Funet Miitti Hybrid service. In the Funet Miitti Hybrid service, data is transmitted and processed in collaboration with Zoom’s European data centers. The hybrid model also allows for “Private” meetings with restricted features, where video and audio traffic is processed exclusively within the Nordic countries.

To ensure the system functions correctly, users’ personal data—such as first name, last name, EPPN, and IP address—is transmitted to Zoom Communications Inc.’s license servers during the Zoom license validation process. The EPPN is a unique identifier provided by the user’s home organization, often the user’s email address.