DPL Foundation
Zoom Terms of Service for Employees

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1. Purpose

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These Terms of Service set expectations for how employees use the DPL Foundation Zoom account for work activities. The goal is to support effective collaboration while protecting people, information, and the reputation of the Foundation.

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2. Scope and Eligibility

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2.1 These terms apply to all employees, contractors, interns, and volunteers who are given access to any Zoom license, account, or meeting space paid for or administered by DPL Foundation.

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2.2 Use of the Foundation Zoom account is a privilege and may be suspended or revoked at any time for misuse or security concerns.

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3. Relationship to Other Policies and to Zoom

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3.1 Users must comply with all applicable DPL Foundation policies including but not limited to:

• Code of conduct

• Anti harassment and anti discrimination policies

• Confidentiality and data protection policies

• Information security and acceptable use policies
   

3.2 Users must also comply with Zoom’s own terms of service, privacy policy, and usage rules.

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3.3 If there is any conflict between these terms and other DPL Foundation policies, those other policies may govern. Ask your manager or HR if you are unsure.

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4. Account Ownership and Access

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4.1 Zoom accounts, meeting IDs, and recordings created through the Foundation subscription are the property of DPL Foundation.

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4.2 Users must not share Foundation Zoom credentials with anyone, including coworkers, family, or friends.

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4.3 Authorized users may host meetings only for Foundation business or approved community and partner activities that align with the mission of the organization.

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4.4 Users must secure their own devices and connections when using Zoom, including use of passwords, screen locks, and up to date software.

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5. Appropriate Use

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5.1 Foundation Zoom accounts are for work related purposes, including internal meetings, external partner meetings, interviews, trainings, and events.

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5.2 Limited personal use may be permitted where it

• Does not interfere with job responsibilities

• Does not incur significant additional cost

• Does not violate any law or DPL Foundation policy
   

5.3 The following uses are strictly prohibited

• Any unlawful activity

• Fraudulent or deceptive practices

• Harassment, bullying, or hate speech

• Discrimination or intimidation

• Sharing explicit, violent, or otherwise inappropriate content

• Personal business that competes with or conflicts with DPL Foundation interests
   

6. Meeting Setup and Security

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6.1 Hosts are responsible for configuring meetings in a reasonably secure manner. This includes use of:

• Meeting passwords or waiting rooms where appropriate

• Appropriate screen sharing controls

• Host controls to remove disruptive participants
   

6.2 Meeting links for internal use should be shared only with intended participants and should not be posted publicly unless the event is clearly designated as public.

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6.3 For public events, hosts must use appropriate controls to manage entry, chat, screen sharing, and removal of participants.

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7. Recording and Storage

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7.1 Any recording of a Zoom meeting using the Foundation account must have a legitimate business purpose.

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7.2 To the extent permitted by law, hosts must notify all participants that the meeting is being recorded. When possible this notice should be given both verbally and through the Zoom recording notification.

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7.3 Users must not record highly sensitive information unless required and authorized. When such recording is required, it should be stored securely and with limited access.

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7.4 Recordings, transcripts, and chat logs are the property of DPL Foundation. They may be retained, archived, or deleted in line with organizational retention policies.

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7.5 Users must not download recordings or export transcripts to personal devices or personal storage accounts without explicit authorization.

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8. Confidentiality and Data Protection

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8.1 Users must protect confidential, personal, and sensitive information shared or displayed in Zoom meetings.

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8.2 When discussing confidential information, users should:

• Verify that only authorized participants are present

• Avoid screen sharing unrelated windows or documents

• Avoid using public or unsecured networks when possible
   

8.3 Users must comply with all applicable privacy and data protection laws when collecting, sharing, or storing information from Zoom meetings.

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9. Use of Video, Audio, and Names

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9.1 Users must present themselves respectfully in meetings including video backgrounds, display names, and profile pictures.

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9.2 Offensive, discriminatory, or inappropriate names, images, and virtual backgrounds are not permitted.

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9.3 Where the Foundation records or broadcasts meetings, participants may be visible or audible. Participation in such meetings may be treated as consent to reasonable recording and use for organizational purposes, subject to applicable law and internal policies.

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10. Monitoring, Access, and No Expectation of Privacy

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10.1 DPL Foundation may access account information, logs, recordings, or transcripts created through the Foundation Zoom account for business, security, compliance, or investigative purposes.

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10.2 Users should not expect privacy in their use of Foundation Zoom accounts, subject to applicable laws and internal policies.

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10.3 Monitoring and access will be conducted in a manner that is consistent with organizational policy and respects individuals to the maximum extent possible while protecting the organization and those it serves.

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11. Prohibited Technical Actions

Users must not:

• Attempt to bypass Zoom or Foundation security controls

• Use bots, scripts, or automation that interfere with Zoom services

• Introduce malware or harmful code

• Tamper with logs, recordings, or configuration settings without authorization
   

12. Reporting Issues

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12.1 Users should promptly report:

• Security concerns or suspected account compromise

• Harassment, abuse, or other conduct violations occurring in Zoom meetings

• Unauthorized access or distribution of recordings or meeting content
   

12.2 Reports may be made to a manager, HR, or the designated IT or security contact.

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13. Violations and Consequences

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13.1 Violations of these terms may result in:

• Revocation or limitation of Zoom access

• Disciplinary action up to and including termination of employment or engagement

• Referral to law enforcement where required by law
   

13.2 Consequences will depend on the nature and severity of the violation and will be applied consistent with HR and disciplinary policies.

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14. Changes to These Terms

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14.1 DPL Foundation may revise these terms at any time to reflect changes in law, technology, or organizational needs.

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14.2 Updated terms will be communicated to users through internal channels. Continued use of the Foundation Zoom account after changes take effect constitutes acceptance of the updated terms.

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15. Acknowledgment

By using the DPL Foundation Zoom account, you acknowledge that you have read, understand, and agree to comply with these Terms of Service and all related policies.

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