Trollope Society Zoom Meetings and Webinars Terms of Use

What is Zoom?

Zoom is our preferred video conference platform and we use it to host our online meetings and webinars.

If you would like to attend a meeting and are unable to use Zoom, please let us know and we can organise an alternative such as dialling in by phone. We do not provide an alternative platform, however we may be able to provide you with recordings and supporting resources.

Why do we use Zoom?

There is a wide choice of similar platforms to Zoom. We use it because:

Its security features are comprehensive and robust. Zoom uses one of the strongest encryption standards, and its security is comparable, if not superior, to most other video conferencing platforms
It provides an extremely stable connection in comparison to other software, so meetings are more enjoyable and flow better
It has lots of useful features to help us have better meetings.

What is the difference between a meeting and a webinar on Zoom?

The Trollope Society primarily uses meetings, as this allows the participants to see one another. We may on occasion use webinars. Here are the main differences:

In a meeting, all participants can speak and broadcast their video. In a webinar, only the host and selected panelists can broadcast their video, and you can only speak if the webinar host allows you to
In a webinar, attendees cannot see the names of other attendees. However, in a meeting participants can choose to anonymise themselves by setting their name as ‘anon’ before a meeting starts. In a meeting, you can also choose not to share your video and/or microphone

Code of Conduct

Microphone: Participants should keep their microphone on mute unless the host has invited them to speak, or the host has requested all participants to unmute. The host may put all participants on mute whilst the main speakers are talking.
Information and image sharing: Usually only the host and co-hosts will be able to share their screen. On occasion the host may give a participant permission to share their screens. When sharing your screen it is important to ensure that private or inappropriate images, email and other personal information is not visible. You may not share any content which is illegal, libelous or defamatory, or which discloses private or personal matters concerning any person other than yourself without the consent of that person.
Camera use: Participants can choose whether to turn their camera on or off, or use telephone access.
Recording: Participants are not able to record the meeting. The meeting host may record the meeting after giving a notification that a recording will start. The main speakers will be recorded, participants will not be recorded. The recording will be saved to Zoom’s cloud service or a local computer and may be published on YouTube, the Trollope Society’s website and other services.
Use of an appropriate space in order to maintain privacy and safety: Participants should consider the space that they are using to participate in the meeting so that they do not inadvertently disclose private information.
Chat functionality: Private chat functionality will disabled. Participants can chat with the host or with the host and everybody at the discretion of the facilitator.
Etiquette: Please always show respect for others. Everyone’s participation is welcomed, as are differences of opinion. However, Zoom isn’t the place to discuss divisive issues as tone and meaning can be misconstrued over Zoom.
Abusive behaviour: Any comments made with intent to threaten, harm or hurt another in any way will result in a warning. Any member who repeats negative behaviour and ignores warnings will be removed from the meeting and will not be able to rejoin.
Politics: It’s fine to discuss the politics of Trollope’s novels, Victorian Britain and the social moirés of the time. Please do not discuss contemporary politics or express a contemporary political opinion.
Prejudicial remarks: Using prejudicial statements, comments or remarks denigrating racial or ethnic background, sexual orientation, gender, age or religion is strictly prohibited.
Libelous content: You may not make any comments which are illegal, libelous or defamatory, or which discloses private or personal matters concerning any person other than yourself without the consent of that person.
Profanity: Use of profanity in any language is not permitted.

Reminders

The Trollope Society will endeavour to send a reminder to registered participants on the day of the Zoom meeting including the link to join.

Security and Privacy

How do we keep our meetings and webinars safe and secure?

All meetings will be required to use passcodes or waiting rooms.
Registration: we ask participants to register and may ask a number of questions for monitoring and evaluation purposes. We will usually send a reminder email to registered participants before the start of the meeting.
Waiting room: attendees are put into a holding area and we are able to authorise or block their entry to the session. We may contact you to verify your identity if we’re unsure.
Password protection: we set a password for participants to access our meetings and webinars.

In addition to this, if you attend a meeting or webinar with us, you will find some or all of the following security settings in place:

Mute on entry: when you join one of our meetings, your audio is switched off. You can choose whether or not to enable it, if the host has given permission.
Recordings: meetings may be recorded by the host. Only the speakers will be recorded, participants will not be recorded. The host will explain this before starting the recording and a notice will be given by Zoom when the recording starts and ends. Recordings may be posted on Youtube, our website and other services.
Disabling file transfer and private chat: we may disable the sending of files and private messages.

For more information read:

Keeping our meetings safe and secure

Zoom will send each participant a unique link, which can only be used by that participant. Don’t make meeting and webinar links public: please do not post links to our sessions or meetings IDs on social media and other public platforms.
You may share the Trollope Society event page or Zoom registration page, so that others can register for the meeting.
Keep your Zoom software up to date: Zoom is continuing to improve the security of their platform. Therefore if you do download the software, it’s important to install any available updates as soon as you’re notified of them.

Feedback

We welcome feedback on your experience of participating in Trollope Society Zoom meetings. With your permission we may like to include your comments in reports to funders and on our website and marketing materials.

Trollope Society Zoom meetings feedback form

Updating Terms of Use

By registering to attend a Trollope Society Zoom meeting or seminar you agree that you are accepting the Terms of Use for this service. These Terms of Use may be updated or amended at any time. A link to the current Terms of Use will be included on the Trollope Society’s calendar event for each Zoom meeting or webinar.

Breach of these Terms of Use

Any breach of these Terms of Use may result in immediate removal from the Zoom meeting, or a warning in writing as to future conduct, including that continued behaviour could lead to a suspension or exclusion from using the service.

In the event of an isolated serious breach or repeated breach(es) of these Terms of Use we reserve the right to suspend or exclude the participant from the Trollope Society’s Zoom meetings. If the participant is suspended, they will be notified in writing how long the suspension will last and will need to agree to adhere to the terms and conditions before the suspension is lifted.

Should an exclusion take place the participant’s registration will be removed from meetings and they will be banned from rejoining the Trollope Society’s Zoom meetings for the period of the suspension. The decision of the Trollope Society in relation to what constitutes a breach of these terms is final and the Trollope Society will enter into no discussion.

Version 1.2 – Published 27 May 2024