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en:services:mobile_working:videoconferencing_tools:zoom:start [2020/04/17 15:10] – [Privacy notice] pwieder | en:services:mobile_working:videoconferencing_tools:zoom:start [2022/04/08 13:03] (current) – [Zoom] mhellka | ||
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+ | ====== Zoom ====== | ||
+ | |||
+ | Zoom is an alternative, | ||
+ | The GWDG has temporarily acquired a limited number of licenses to be able to offer this service as well. | ||
+ | Because of this cloud solution where we cannot guarantee our own data security, we typically do not recommend Zoom, especially for highly confidential meetings. | ||
+ | |||
+ | For meetings with less than 200 participants or high data protection requirements, | ||
+ | |||
+ | We can create meetings in Zoom for a desired timeslot on request. Until we have an online form for this, you can send a request to [[mailto: | ||
+ | |||
+ | You can invite participants by sending an email with a URL after setting up a web conference. | ||
+ | |||
+ | Zoom also offers the option to run so-called Meeting Connectors "on premises", | ||
+ | |||
+ | Basically, members of the University of Göttingen use https:// | ||
+ | ---- | ||
+ | |||
+ | ===== Client download ===== | ||
+ | |||
+ | Zoom on [[https:// | ||
+ | |||
+ | Zoom on [[https:// | ||
+ | |||
+ | also useful: [[https:// | ||
+ | |||
+ | ---- | ||
+ | |||
+ | ===== Terms of use ===== | ||
+ | |||
+ | A campus license for Zoom meetings was procured, which covers the University and the University Medical Center Göttingen (employees and students). | ||
+ | |||
+ | The meetings which are included in the campus license are unlimited in time and allow up to 300 participants*. Additional licenses for Zoom webinars and so-called "large meetings" | ||
+ | |||
+ | * [[https:// | ||
+ | * [[https:// | ||
+ | * [[https:// | ||
+ | |||
+ | The following table provides an overview of the Zoom VC variants included in the campus license: | ||
+ | |||
+ | ^ VC variant ^ Description ^ Number of licenses ^ | ||
+ | | Meeting | Unlimited meetings with up to 300 participants | All employees and students of the University and the University Medical Center Göttingen | | ||
+ | | Large Meeting | Meetings with up to 500 participants | 300 *) | | ||
+ | | Webinar 500 | Webinars with up to 500 participants | 400 *) | | ||
+ | | Webinar 1,000 | Webinars with up to 1,000 participants | 10 *) | | ||
+ | |||
+ | *) Please send inquiries about this to [[mailto: | ||
+ | |||
+ | Zoom is a good tool for teachers, students and learning groups to organize lectures and online meetings. | ||
+ | To start or participate in a Zoom meeting, the download and start of a client program is initiated after entering the appropriate URL in the browser window. The software is available for all common operating systems. Alternatively, | ||
+ | |||
+ | ---- | ||
+ | |||
+ | ==== Set up a new Zoom account via the GWDG customer portal ==== | ||
+ | |||
+ | You can create a Zoom account via the [[https:// | ||
+ | |||
+ | Please note that by activating your account, you consent to the GWDG transferring your email address, first and last name, and institute affiliation to Zoom (USA) for the use of the service. Data generated during use will be stored on the Zoom servers. Do not use this option if you do not agree to this. Note that the use of the university account is only necessary for the meeting organizer and not for participants. They can also join meetings using the meeting link with an anonymous, self-registered Zoom account. | ||
+ | |||
+ | To use the service with the university account, please log in to the GWDG customer portal and accept the transfer of your data to Zoom in the " | ||
+ | |||
+ | ---- | ||
+ | |||
+ | ==== Large meetings or webinars (on request) ==== | ||
+ | |||
+ | On request, we can create individual large meetings or webinars in Zoom with up to 1,000 participants for a desired time slot. Please send your request to [[mailto: | ||
+ | |||
+ | ---- | ||
+ | |||
+ | ==== License assignment to create your own large meetings and webinars ==== | ||
+ | |||
+ | We can assign a dedicated license to selected persons, with which any number of large meetings or webinars with up to 500 or 1,000 participants can be set up independently. This offer is primarily aimed at lecturers, IT administrators and/or IT managers. You can also send a request for this by e-mail to [[mailto: | ||
+ | |||
+ | The prerequisite for a license assignment is the [[# | ||
+ | |||
+ | ---- | ||
+ | |||
+ | ==== Recommended safety precautions ==== | ||
+ | |||
+ | Meetings with Zoom are accessible to everyone via a number identifier (meeting ID). For more security and an undisturbed video conference, the following meeting settings may help: | ||
+ | |||
+ | * Disable "join before moderator" | ||
+ | * Provide your meetings with passwords that you distribute to the intended participants in advance. To do this, enable the " | ||
+ | * If the "Embed the password in the meeting link for one-click participation" | ||
+ | * By enabling the " | ||
+ | * If chats (general or private) are not required for a meeting, they should be disabled to prevent the possible unnoticed distribution of unwanted information or malicious web links by participating third parties. | ||
+ | * If you do not want to transfer files in meetings, you should also disable the corresponding option. | ||
+ | * The same applies to screen transfer and remote control, if applicable. Annotations and the whiteboard should also be disabled if not required. | ||
+ | * For ongoing meetings, the "Lock meeting" | ||
+ | |||
+ | You can also find more information about security on Zoom's pages: | ||
+ | |||
+ | * [[https:// | ||
+ | * [[https:// | ||
+ | * [[https:// | ||
+ | * [[https:// | ||
+ | |||
+ | Zoom also provides [[https:// | ||
+ | |||
+ | ---- | ||
+ | |||
+ | ==== Privacy Notice ==== | ||
+ | |||
+ | Zoom is provided by a third party provider, the GWDG is only the administrator of the licenses. The use of Zoom requires the transfer of personal data (e-mail address, ...) to a third party. The legal basis for this is consent according to DS-GVO Art. 6 Abs(1) Buchst. a). By requesting the GWDG to assign you a license, you are taking the " | ||
+ | |||
+ | When using Zoom, we strongly advise against using the " | ||
+ | |||
+ | In addition, some reports exist ([[https:// | ||
+ | |||
+ | ---- | ||
+ | |||
+ | ===== Registration for new Zoom users ===== | ||
+ | |||
+ | //**Note:** If Zoom was previously used with the University or University Medical Center Göttingen email address, please follow the instructions for [[# | ||
+ | ]]. This applies in particular to users who have followed our instructions for Zoom in recent weeks and have previously used the GWDG client (URL: https:// | ||
+ | |||
+ | ==== 1. Activation of the zoom account ==== | ||
+ | |||
+ | To activate your zoom access, we would like to ask you to give your consent in | ||
+ | by activating yourself for access as follows: | ||
+ | |||
+ | 1. go to [[https:// | ||
+ | |||
+ | 2. log in with your account (top right) | ||
+ | |||
+ | 3. click on your name (top right) and then go to "My Account" | ||
+ | |||
+ | 4. next to " | ||
+ | |||
+ | Afterwards (wait about 5 minutes), you can log in as usual at https:// | ||
+ | |||
+ | {{: | ||
+ | |||
+ | Alternatively, | ||
+ | |||
+ | 1. go to https:// | ||
+ | https:// | ||
+ | |||
+ | 2. log in with your account | ||
+ | |||
+ | 3. go to the self-service area | ||
+ | |||
+ | 4. in the tab " | ||
+ | |||
+ | Afterwards, you can log in as usual at https:// | ||
+ | |||
+ | ==== 2. Sign in to Zoom ==== | ||
+ | |||
+ | Go to the [[https:// | ||
+ | |||
+ | ^ Client: | ||
+ | | {{: | ||
+ | |||
+ | ==== 3. Login with the university or GWDG account ==== | ||
+ | |||
+ | The login window of the GWDG (Single-Sign-On, | ||
+ | |||
+ | ^ Client: | ||
+ | | {{: | ||
+ | |||
+ | |||
+ | If you are a member of the University of Göttingen please use uni-goettingen.zoom.us, | ||
+ | |||
+ | ^ Client: | ||
+ | | {{: | ||
+ | | | | | ||
+ | |||
+ | Enter your e-mail address or your username and your password. | ||
+ | |||
+ | {{: | ||
+ | ==== 4. Using Zoom ==== | ||
+ | |||
+ | You will be automatically redirected to the profile page of your Zoom account. With the default settings, you can hold unlimited time meetings with up to 300 participants*. If you need larger meeting spaces or additional Zoom capabilities for courses, please contact [[mailto: | ||
+ | |||
+ | ---- | ||
+ | |||
+ | ===== Account change for existing Zoom users ===== | ||
+ | |||
+ | //**Note:** These instructions apply to users who have followed our old instructions for Zoom in the past weeks and have so far used the GWDG client (https:// | ||
+ | |||
+ | The account change solves the problem that your meeting may stop after 40 minutes, because you will receive the campus license only after that. | ||
+ | |||
+ | ==== 1. End current Zoom session ==== | ||
+ | |||
+ | If a Zoom session is still active, please click on the avatar in the upper right corner of the Zoom website and select " | ||
+ | |||
+ | ==== 2. Check activation of Zoom account ==== | ||
+ | |||
+ | * Log in to the [[https:// | ||
+ | * Click on your own name and select "My account" | ||
+ | * On the " | ||
+ | * In the " | ||
+ | |||
+ | ==== 3. Log in to Zoom ==== | ||
+ | |||
+ | In the newly started browser, call up the Zoom client of the University of Göttingen: [[https:// | ||
+ | |||
+ | {{: | ||
+ | ==== 4. Initiate change to new Zoom account ==== | ||
+ | |||
+ | Now the message below will appear. Please select " | ||
+ | |||
+ | ==== 5. Confirm change to new Zoom account ==== | ||
+ | |||
+ | In the next step, please confirm that you want to switch to the Zoom account of the University of Göttingen. | ||
+ | |||
+ | ==== 6. Zoom account change confirmation email sent ==== | ||
+ | |||
+ | You will then see that Zoom has sent you an email. Please check your inbox for an email from Zoom, including in the spam/junk mail folder if necessary. | ||
+ | |||
+ | ==== 7. Confirm Zoom account change via email link ==== | ||
+ | |||
+ | You should have received a similar email from Zoom (see below). Please confirm the change to the campus license of the University of Göttingen by clicking on the link again. Alternatively, | ||
+ | |||
+ | ==== 8. Complete the switch to the new Zoom account ==== | ||
+ | |||
+ | In the browser, you will be redirected to a Zoom page again, where you click to complete the switch to the new Zoom account. | ||
+ | |||
+ | ==== 9. Log in to Zoom ==== | ||
+ | |||
+ | If your account change is successful, a confirmation page will be displayed. Click "Log in now" there. | ||
+ | |||
+ | ==== 10. Login with the university or GWDG account ==== | ||
+ | |||
+ | The login window of the GWDG (address: https:// | ||
+ | |||
+ | ==== 11. Use of Zoom ==== | ||
+ | |||
+ | You will be automatically redirected to the profile page of your Zoom account. With the default settings, you can hold unlimited time meetings with up to 300 participants. If you need larger meeting rooms or additional Zoom capabilities for teaching events, please contact [[mailto: | ||
+ | |||
+ | ---- | ||
+ | |||
+ | ===== User data ===== | ||
+ | |||
+ | When a user is activated for Zoom, his or her e-mail address, first and last name, and institute affiliation are synchronized into the Zoom client of the University of Göttingen. This is necessary so that Zoom can assign the user to this client and the login via the SSO service of the GWDG works. | ||
+ | |||
+ | Information on data protection at Zoom can be found in the company' | ||
+ | |||
+ | ---- | ||
+ | |||
+ | ===== Hosting a meeting ===== | ||
+ | |||
+ | * Apply for the service at the GWDG according to the instructions above | ||
+ | * Install client | ||
+ | * 'Start a meeting' | ||
+ | * After the meeting window has opened, invite participants (via standard email service) or if the client is already installed, provide the meeting ID and meeting password to the participants. | ||
+ | |||
+ | ---- | ||
+ | |||
+ | ===== Join the meeting ===== | ||
+ | |||
+ | * Install Client | ||
+ | * At https:// | ||
+ | * [[https:// | ||
+ | * Join by meeting ID or meeting room name | ||
+ | * Enter meeting ID and password (ask the organizer beforehand) | ||
+ | |||
+ | ---- | ||
+ | |||
+ | ===== Country setting for dial-in numbers ===== | ||
+ | |||
+ | The default country setting for the dial-in numbers is set to " | ||
+ | |||
+ | * Login to zoom.us | ||
+ | * Under 'My Account' | ||
+ | * Then select ' | ||
+ | * Click on the heading ' | ||
+ | * At the very bottom of countries/ | ||
+ | * Add/remove desired countries | ||
+ | * Save | ||
+ | |||
+ | ---- | ||
+ | |||
+ | ===== Data protection information according to DS-GVO Art. 13 ===== | ||
+ | |||
+ | This information supplements the data protection declaration of the GWDG (https:// | ||
+ | |||
+ | ==== purposes and legal basis, right of revocation ==== | ||
+ | === University and University Medical Center Göttingen === | ||
+ | The collection of personal data is necessary to ensure digital teaching at the University of Göttingen (purpose) and is based on Art. 6 (1) UAbs. 1 lit. e) DSGVO, §§ 3 (1) S. 1 Nr. 1 NHG, 28, 29 PersDatO (legal basis). | ||
+ | |||
+ | As far as recordings are made, the collection of the participants' | ||
+ | === Other users === | ||
+ | The processing including the transfer of personal data to Zoom Video Communications, | ||
+ | |||
+ | By requesting the GWDG to assign you a license, you hereby perform the " | ||
+ | |||
+ | The right of revocation arises directly from the consent; this is possible in the same way as the consent via the user portal of the GWDG. The other data subject rights (right to information, | ||
+ | |||
+ | ==== Processed data, recipients of the data, third country status ==== | ||
+ | As part of the Zoom service, the following data is collected and shared: | ||
+ | |||
+ | * email address, first and last name, institute affiliation (for details see [[# | ||
+ | |||
+ | The data is passed on to Zoom Video Communications, | ||
+ | |||
+ | ==== Storage period ==== | ||
+ | After the end of the subscription by revocation of the user, the customer data will be deleted automatically. | ||
+ | |||
+ | ==== Data security ==== | ||
+ | When using the Zoom service, the [[http:// | ||
+ | |||
+ | ---- | ||