Zoom
What the default settings do
Zoom’s default settings prioritize ease of joining meetings. Waiting rooms and passcodes may or may not be enabled depending on your account type and when it was created. Screen sharing is typically restricted to the host by default in newer accounts, but older accounts or certain plans may allow all participants to share. Recording requires host initiation, but participants may not always receive a clear notification depending on the client.
Zoom collects usage data including meeting metadata, device information, and performance data. End-to-end encryption is available but not enabled by default for most meeting types. Zoom previously had an “attention tracking” feature that notified hosts if a participant navigated away from the Zoom window; this was removed in 2020 but is worth noting for historical awareness.
Zoom’s AI Companion, which generates meeting summaries from your audio, video, and chat, is frequently turned on account-wide by an administrator rather than by individual choice. Zoom states it does not use meeting content to train its own or third-party AI models. If any participant has AI Companion enabled, transcription can happen even if you personally have it turned off.
A reasonable privacy baseline
These settings are found in the Zoom web portal at zoom.us/settings and in the Zoom desktop/mobile app settings, unless noted otherwise.
Meeting security
Waiting Room → On (Web portal → Meeting → Security)
Requires the host to manually admit each participant. This prevents uninvited users from joining, which is particularly important for meetings where the link may be shared broadly.
Meeting Passcode → On (Web portal → Meeting → Security)
Requires a passcode to join. The passcode can be embedded in the meeting link for convenience, or required separately for added security. Having at least one of waiting room or passcode enabled is strongly recommended.
Screen Sharing → Who Can Share → Host Only (Web portal → Meeting → In Meeting (Basic))
Restricts screen sharing to the host by default. The host can grant sharing permission to individual participants during a meeting. This prevents unexpected or disruptive content sharing.
AI Companion
Allow Zoom AI on This Account → Review with your administrator (Web portal → Admin Center → Settings → Zoom AI)
This account-level toggle, plus per-feature toggles for meeting summaries, controls whether AI Companion is available at all; on many business and education accounts an administrator enables it for everyone rather than leaving it to individual choice. You can typically turn it off for your own meetings, but another participant's setting can still trigger transcription in a meeting you host or join. The raw transcript is deleted once a summary is generated; the summary persists per the account's retention period, worth reviewing if you handle sensitive discussions.
Recording and encryption
Recording Consent / Recording Notification → Ensure enabled (Web portal → Recording)
When a meeting is being recorded, participants should see a clear notification and, depending on your settings, a consent prompt. On smaller accounts (generally under 100 licenses) this disclaimer is enabled by default and cannot be turned off, which is a reasonable safeguard to leave in place. Larger accounts should verify that recording disclosure remains enabled so participants always know when they are being recorded.
End-to-End Encryption → Enable (Web portal → Meeting → Security → Allow use of end-to-end encryption)
Standard Zoom meetings use encryption in transit, but Zoom's servers can technically access the data. End-to-end encryption (E2EE) ensures only meeting participants can decrypt the content. Once enabled at the account level, you can choose E2EE as the default encryption type. Note that E2EE disables certain features including cloud recording, phone dial-in, and breakout rooms.
Attention Tracking → Removed (April 2020)
Zoom previously offered a feature that told the host if a participant had the Zoom window out of focus for more than 30 seconds. This was removed due to privacy concerns. No action is needed, but it is worth knowing this feature existed if you encounter references to it.
Profile and data
Virtual Background → Enable and use (App → Settings → Background & Effects)
Using a virtual background prevents other participants from seeing your physical surroundings. This is a practical privacy measure for meetings from home or shared spaces.
Profile Visibility → Review (Web portal → Profile)
Your Zoom profile includes your name, photo, job title, and other details. Review what information is included and remove anything you do not want visible to other meeting participants or Zoom contacts.
Data Sharing with Third Parties → Review (Web portal → Settings → Apps)
Zoom integrates with third-party apps and services that may access meeting data. Review connected apps and remove any you do not actively use. Also review Zoom's data sharing settings in the privacy section of your account.
Trade-offs
- Waiting rooms add friction to the meeting join process. Participants must wait for the host to admit them, which can be inconvenient for large meetings or when the host is occupied.
- End-to-end encryption disables cloud recording, live transcription, phone dial-in, and breakout rooms. For meetings that require these features, standard encryption is the only option.
- Restricting screen sharing to the host requires the host to actively manage permissions during collaborative meetings.
- Virtual backgrounds require sufficient processing power. On older devices, they may cause performance issues or visual artifacts.
- Removing profile details may make it harder for others to identify you in meetings or contact lists.
- Disabling AI Companion for yourself does not prevent summaries or transcription if another participant in the same meeting has it turned on.
Who should not change these settings
- If you host large webinars or public events where frictionless joining is important, disabling the waiting room and relying solely on passcodes may be more practical.
- If you need cloud recording, live transcription, or phone dial-in for accessibility or compliance reasons, standard encryption rather than E2EE is necessary.
- If your meetings are collaborative and require frequent screen sharing from multiple participants, setting the default to “All Participants” with host oversight may be more efficient.
- If you use Zoom in an organization with managed settings, some options, including AI Companion, may be controlled by your administrator rather than available to you individually.
- If AI-generated summaries save you time and you trust your organization’s retention settings, there is no need to disable AI Companion where you do have individual control.