Security with Zoom

At the Swedish universities, as well as in the other Nordic countries, we buy the Zoom service from Sunet/NORDUnet, which is not a part of the “public” Zoom. NORDUnet’s Zoom service adheres to GDPR, as well as other European data protection laws, and all data is stored and processed within the EU. 

“Secure” meetings

When you host a meeting, pay attention to who joins the meeting and make sure that uninvited guests are handled and disconnected.

There are several functions in Zoom to raise security in meetings. When you create a meeting you can choose to create a password that those who wish to join the meeting have to use, and the host can also choose to “lock” the meeting, in which case only invited guests can attend. 

You can also activate “Waiting room”. Attendees are then placed in a waiting room, from where they can be admitted to the meeting one by one.

You can also activate a function that ensures that only persons with a Konstfack account can join your meetings. For teaching in Zoom it is recommended that you activate this function, as this also means that the Breakout Rooms-function works better. 

To turn this function on and off, do the following:

1. Go to https://konstfack-se.zoom.us/
2. Log in with your Konstfack account
3. Choose Settings in the left-hand menu
4. Go to “Only authenticated users can join meetings” and choose the desired setting, according to your needs

It is important to make sure that the students have created their Zoom accounts according to the instructions found here: https://www.konstfack.se/en/Library/Learning-support/Zoom/

Please note that this does not work when external persons, such as critics or opponents, are to be invited.

Personal Meeting ID

When you create a meeting you can invite attendees using a Personal Meeting ID or an automatically generated ID.

Meetings created with a Personal Meeting ID always have the same link, unless you deliberately change it, which means that a person who has been given the link at a previous occasion will be able to join a different meeting later. You can prevent this by setting a password that you change regularly, or by changing the last ten digits of your Personal Meeting ID.

If you have activated “Waiting Room” all future meetings created with a Personal Meeting ID will have waiting rooms, until you turn this off.

The safest routine is at Meeting ID choose Generate Automatically when inviting people to lectures, seminars or meetings.

Updating Zoom

Always make sure that you have the latest version of Zoom, so that you have all the security updates that have been released. Make a habit of checking for updates and accept updates when questioned by the program.