Managing the Personal and Sensitive Data Group settings

Account owners and admins can enable automatic masking of personally identifiable information (PII) in voicemails, recordings, and SMS messages at the account, group, user, and site levels. The feature supports masking predefined PII types. Users and admins receive notifications through the web portal and Zoom Workplace desktop app when PII data has been masked, including details about the type of information that was protected. Additionally, they can enable the option to use AI for redaction.

The system automatically masks DTMF entries before replication. Administrators have the option to retain original files for 30 days for troubleshooting purposes or delete them immediately after scrubbing. This enhancement enables organizations' privacy compliance by protecting sensitive customer information.

Learn more about how admins can manage personal and sensitive data group settings in automatic and ad hoc call recordings, voicemails, and SMS.

Requirements for managing the Personal and Sensitive Data Group settings

• Either a Zoom Workplace license with Phone included, or a standalone Zoom Phone calling plan
• Account owner or admin privileges

How to enable or disable the Personal and Sensitive Data Group setting

Account owners and admins can create groups of personal and sensitive data types. This group of data types can be applied to extensions, which will remove sensitive information from new recordings, voicemails, and SMS for that extension.

Account

To enable or disable Personal and Sensitive Data Group for all users in the account:

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Account Management then Account Settings.
3. Click the Zoom Phone tab.
4. Under General, click the Personal and Sensitive Data Group toggle to enable or disable it.
5. If a verification dialog appears, click Enable or Disable to verify the change.
6. (Optional) To prevent all users in your account from changing this setting, click the lock icon , and then click Lock to confirm the setting.
7. Configure the Personal and Sensitive Data Group setting.

How to configure the Personal and Sensitive Data Group setting

Manage personal and sensitive data groups

Create personal and sensitive data groups

1. Enable the Personal and Sensitive Data Group setting.
2. Under the setting, click Manage Personal and Sensitive Data Groups.
   You will be directed to the Personal and Sensitive Data Group Management page.
3. In the top-right corner, click +Create New Group.
   A pop-up window will appear.
4. In the window, complete the following information:
   • Display Name: Enter a display name for the group.
   • Select the different personal and sensitive data types that will be applied to recordings, voicemails, and SMS.
     The selected data types will appear on the right panel, under Selected.
   • (Optional) To the right of a selected data type, click the icon to remove it.
5. After selecting the data types, click Save.

Edit personal and sensitive data groups

1. After creating a personal and sensitive data group, locate the group on the Personal and Sensitive Data Group Management page.
2. To the right of the group, click Edit.
   A pop-up window will appear.
3. In the window, edit the group's information, then click Save.

Duplicate personal and sensitive data groups

1. After creating a personal and sensitive data group, locate the group on the Personal and Sensitive Data Group Management page.
2. To the right of the group, click the ellipsis , then click Duplicate.

Delete personal and sensitive data groups

1. After creating a personal and sensitive data group, locate the group on the Personal and Sensitive Data Group Management page.
2. To the right of the group, click the ellipsis , then click Delete.
   A confirmation window will appear.
3. In the window, click Delete.
   Note: This action can't be undone.

Enable AI to redact personal data

1. Enable the Personal and Sensitive Data Group setting.
2. Under the setting, select the Use artificial intelligence to redact personal data checkbox to enable it. De-select the Use artificial intelligence to redact personal data checkbox to disable it.
3. Click Save.

Configure automatic deletion of all original data

These settings allow account owners and admins to choose when the original recordings and voicemails will be deleted. The original data is only available to Zoom personnel for troubleshooting purposes.

1. Enable the Personal and Sensitive Data Group setting.
2. Under the setting, in the Auto delete all original data section, select from the following options:
   • Keep all original data for 30 days
   • Delete all original data immediately after redaction
3. Click Save.