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 at https://jamk.zoom.us with your Jamk credentials. The meeting is organized using the “Schedule” function, where 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
• interviewees are invited to the event using the “Schedule” function
• 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 interview is recorded only if necessary
• If the interview is recorded, it is not saved in the Zoom cloud but on the hard drive of Jamk’s computer (not, for example, 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 as provided by NORDUnet through the Funet Miitti service. In Funet Miitti, video and audio traffic only pass through NORDUnet and Funet, and the server rooms are located in the EU area. Funet Miitti complies with Finnish law and European data protection regulations.

User’s first name, last name, email address, and IP address are transmitted during Zoom license validation to Zoom’s license servers, which are located in Europe.