We have received increasing reports of Read AI appearing in Zoom and Microsoft Teams meetings created by the Chapman community. Meeting hosts and participants have found Read AI unwelcome, especially when it begins recording the meeting. Members of the Chapman community have expressed security and privacy concerns, resulting in an investigation of the risks.

After investigation, the use of Read AI is prohibited due to security, privacy, and institutional data risks. If software capabilities similar to those of Read AI are needed, IS&T recommends Zoom AI Companion instead, provided there is consent from all meeting participants to use it. 

What is Read AI?

Read AI is an Artificial Intelligence (AI) assistant that uses AI to generate summaries and transcripts of virtual meetings. It can attach itself to your calendar and join, transcribe, record, and summarize online meetings, even when you are not in attendance. If not properly monitored, it can do this without the meeting host’s and other attendees’ consent or awareness. Read AI might also then share these summaries automatically before the meeting host can check for accuracy.

What steps has IS&T taken regarding the concerns related to Read AI? 

  • IS&T investigated the security and privacy risks associated with Read AI. 
  • IS&T contacted Zoom and Microsoft Teams for enhanced privacy protection measures. 
  • IS&T is communicating broadly about the risks presented by Read AI. 

How is IS&T currently addressing the security and privacy concerns related to Read AI?

IS&T is blocking the addition of the Read AI app in both Zoom and Microsoft Teams. However, this does not completely block the use of Read AI. We are working closely with Zoom and Microsoft Teams to investigate further methods of blocking this application.

What can I use instead of Read AI?

At this time, Zoom AI Companion is approved for use with Zoom, provided appropriate consent is obtained. California law requires every meeting participant to agree before a call is recorded or transcribed. Therefore, if you feel it’s necessary to record or transcribe a meeting, you must obtain consent from all participants first.

IS&T is working to bring other alternative solutions in addition to Zoom AI Companion. We will communicate about approved replacements as soon as they are validated. In the meantime, please do not add any other AI meeting assistants to your meetings without consulting IS&T.

How can I disable my Read AI account?

Read AI offers instructions on its website on how to disable the account. However, some have found they need to delete the account completely to make Read AI stop joining meetings.

If I am creating meetings, how can I keep others from inviting Read AI to my meeting?

One way to stop Read AI from joining your meetings is to turn on the waiting room (Zoom) or the lobby (Microsoft Teams). If you see Read AI in the waiting room or lobby, do not let it in. For more information, visit our blog post titled, Managing AI Bots (Meeting Assistants) in Virtual Meetings. 

How can I remove Read AI once it has joined my meeting?

If Read AI has joined your meeting and you need to remove it, you can do so as long as you are the host or the co-host.

In Microsoft Teams, you can use the participants list to remove someone from an ongoing meeting. Right-click the name of the person you want to remove and choose Remove from the drop-down menu.

In Zoom, you can use the instructions on managing participants in a meeting to either put the meeting bot in the waiting room or dismiss it entirely.

If you have any questions about this notice, please contact IS&T via the Service Desk at servicedesk@chapman.edu.