As part of our ongoing commitment to digital security and protecting the university’s data, we are announcing a significant update to our virtual collaboration environments.

This decision follows an in-depth review by the OIT Security team, which identified potential vulnerabilities that could compromise the privacy and integrity of our communications. We understand that some of you have come to rely on these AI features for enhanced productivity and convenience during virtual meetings. However, ensuring the cybersecurity and privacy of our faculty, staff, and students must take precedence. Here’s what you need to know:

• The discontinuation affects only third-party AI tools. Native features provided directly by Zoom and Teams will continue to operate as usual.
  Follow the instructions on OIT’s website to engage the Zoom AI companion.
• All university members are requested to refrain from attempting to use or reinstall any third-party AI tools until further notice.

We appreciate your understanding and cooperation as we navigate these changes together. We remain steadfast in our priority of keeping UT’s digital spaces secure while providing effective collaboration tools.

Additional Information

Privacy concerns regarding data exposure

Sensitive information shared during meetings may be at risk. Using third-party AI add-ons gives those vendors access to:

• Proprietary and confidential data disclosed in meetings
• Stored copies of recorded meetings and generated transcripts, which could pose privacy and security concerns
• Confidential or sensitive information

Additionally, inaccurate summaries or misinterpretations could lead to unintended disclosures, affecting business strategies and personal matters.

Best Practices for Using AI Assistants

Use Approved Tools
Only use AI assistants and other digital tools approved by the Office of Innovative Technologies. These tools have been vetted for compliance with privacy and security standards.

• Learn how to engage the Zoom AI companion by following the instructions outlined on the OIT website.

Opt-Out for Attendees
Before using any third-party tools, all attendees should unanimously agree to use any third-party assistants. If you attend an external meeting and observe the use of a bot, convey your concerns to the meeting host.