Using Data & Privacy for data management

The Data & Privacy feature provides account owners with the necessary tools to efficiently manage user data related to meetings, webinars, chat and whiteboards. It grants you the ability to easily request the export or removal of your user's data, including data of participants who attended your meetings within a specified period. You can target up to 50 users simultaneously. Furthermore, you have the option to track the status of these requests and cancel any pending requests that have not been processed yet.

Requirements for using Data & Privacy for data management

• All account types
• Account owners and admin privileges

How to manage the data consent settings

Data Consent settings under the Data & Privacy menu make it easier for Zoom customers to find information about the data Zoom collects and how they are used, allowing them to make informed choices about their privacy.

Account

Enabling and disabling Optional Diagnostic Data

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Advanced, then Data & Privacy.
3. Click the Data settings tab.
4. Under Diagnostic Data Preferences, click the Optional Diagnostic Data toggle to enable or disable it.
   Note: The Required Diagnostic Data setting cannot be disabled. Required diagnostic data is collected to provide and operate Zoom’s services, to provide support, and for troubleshooting. Identifiers may be collected if needed to operate the services.

Managing personalization preferences

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Advanced, then Data & Privacy.
3. Click the Data settings tab.
4. Under Personalization Preferences, click the toggle to enable or disable the following:
   • Personalized Account Experiences: Allow Zoom to use your account level data to provide personalized tips, communications, and recommendations to enhance your Zoom experience.
   • Personalized User Experiences: Control whether users in your account can enable personalized tips, communications, and recommendations to enhance their Zoom experience.

User

Enabling and disabling Optional Diagnostic Data

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Data & Privacy.
3. Under Diagnostic Data Preferences, click the Optional Diagnostic Data toggle to enable or disable it.
   Notes:
   • If this option is not available or disabled, please contact your account administrator
   • The Required Diagnostic Data setting cannot be disabled. Required diagnostic data is collected to provide and operate Zoom’s services, to provide support, and for troubleshooting. Identifiers may be collected if needed to operate the services.

Managing personalization preferences

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Data & Privacy.
3. Click the Data settings tab.
4. Under Personalization Preferences, click the Personalized Experiences toggle to enable or disable it.
   Note: Enabling Personalized Experiences allows Zoom to use your usage data to provide personalized tips, communications, and recommendations to enhance your Zoom experience.

Learn more about Data consent settings in our Data & Privacy Center.

How to access Data & Privacy to manage and review your requests

Account

When requesting an export or deletion of your user data, you will receive email notifications when your request is received and completed.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Advanced, then Data & Privacy.
3. Proceed to the sections below as desired.

Apply Data Residency settings to your account

1. Click the Data settings tab.
2. In the Data Residency section, select one of the following to manage where your data is physically stored:
   Note: This section is only visible to account owners in the European Economic Area.
   • United States: Store your data in the United States area.
   • EEA (European Economic Area): Store your data in the European Economic Area.

Apply Data Request settings to your account

1. Click the Data requests tab.
2. In the Data subject requests section, under Settings, click the optional Allow users to request their own data toggle to enable or disable it.
   Notes:

• This feature controls whether users in your account can export and download their own data. When the requested data is available a link is emailed to the user.
• Users in your account will only be able to export their data - deletion of data is not allowed.
• You still have visibility to the requests submitted by users in your account and can still download the zip file of exported data.
• This feature is only visible to a free account with a credit card, in a multi-license Pro, Business, or Enterprise account.

Request to export or delete your user data

When requesting to export user data, a link to the requested data is emailed to you within 30 days. Exporting cloud meeting recordings data is handled through Recording Management and exporting chat history in Team Chat is handled through Chat History Report.

Note: Be aware that the request to delete data can only be canceled within a 30-minute timeframe. Once the data is deleted, it cannot be recovered.

1. Click on the Data requests tab.
2. In the Data subject requests section, under Export or delete data, select one of the following:
   • Export data: Export your user data.
     • Under Select users, enter your users' email addresses separated by commas or upload a CSV file to enter up to 50 users at once.
       Note: You can click Upload CSV to download an example of a CSV file to get started. You can upload up to 50 email addresses at a time.
     • Under Date range, select the appropriate date range.
     • Click Request data.
   • Delete data: Delete the data of the selected user(s).
     • Under Select users, enter your users' email addresses separated by commas or upload a CSV file to enter up to 50 users at once.
       Note: You can click Upload CSV to download an example of a CSV file to get you started.
     • Click Delete data, then click Delete to confirm.

Access your requests to export or delete your user data

You may cancel a deletion request within 30 minutes after requesting.

1. Click the Request history tab.
   Any pending requests you create will be displayed in this tab.
2. View the following:
   • Date: The date and time the request was submitted.
   • Email(s): The email address of the user you requested for data to be exported or deleted.
   • Requestor: The name of the user that made the request. If you have allowed users to request their own data, then this will show their name when they make their own request.
   • Request type: The request type as being to be deleted or exported.
   • Data type: Type of data to be deleted or exported such as personal data collected by use of Zoom Meetings, Zoom Webinars, Zoom Chat, and Whiteboard.
     Note: Security data such as passwords and encryption keys are not exported.
   • Date range: The date range of the data was exported.
     Note: Only applicable to data to be exported.
   • Status: Status of your request as being Pending, Processing, Canceled, Failed, or Completed.
3. (Optional) To the far right of a request, click Revoke if the request is still pending and you no longer want to fulfill it.
4. (Optional) To the far right of a request, click Download to download the zip file of the exported for your user(s).
   Note: The zip file expires after 90 days. When this happens the Download button will be replaced by Download link expired text. You can submit a new export request to create a new zip file.

User

When requesting to export data, a link to the requested data is emailed to you within 30 days. Exporting cloud meeting recordings data is handled through Recording Management. For Team Chat history, you can contact your account admin.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Data & Privacy.
3. Click on the Data requests tab.
   Note: If this tab is not available and you are a user in a free account with a credit card, in a multi-license Pro, Business or Enterprise account, then you can contact your account administrator.

Request to export your data

1. Click the Data subject requests tab.
2. In the Data subject requests tab under Export data:
   1. Under Date range, select the appropriate date range.
   2. Click Request Data.

Access your request to export your data

1. Click the Request history tab.
2. View the following:
   • Date: The date and time the request was submitted.
   • Date Range: The date range of the data was exported.
     Note: Only applicable to data to be exported.
3. Status: Status of your request as being Processing, Failed, or Completed.
4. (Optional) To the far right of a request, click Download to download the zip file of your exported data.
   Note: The zip file expires after 90 days. When this happens the Download button will be replaced by Download link expired text. You can submit a new export request to create a new zip file.

Request to delete your data

If you are a user in a free account with a credit card, in a multi-license Pro, Business, or Enterprise account, then you can contact your account owner to delete your data.

How to export or delete your data as an external participant

To export or delete your data, do the following:

• If you were an external participant in a meeting or webinar, you can contact the host of the event or the account owner to export or delete your data.
• If you are an external participant in a chat or whiteboard, you can contact the owner of the chat or whiteboard to export or delete your data.