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Keeping SU data and information safe: The use of AI tools for meeting recordings

Tuesday, May 13th, 2025

MORE INFORMATION COMING SOON

We are compiling a list of frequently asked questions and further guidance on this topic. This blog post will be updated as soon as new resources become available. Please check back regularly for the latest. If you need support or have questions in the meantime, please log a request via the ICT Partner Portal.

 

(February 2025)

As part of our ongoing effort to keep Stellenbosch University (SU) data and information safe, AI tools for meeting recordings (e.g. Otter.ai, Fireflies.ai, Fathom and others) will be blocked due to the potential risk of a data breach and unauthorised exposure of SU’s confidential data. This includes any online platform used for recording meetings, webinars, online class sessions, live events or discussions. Whilst we want to continue leveraging the potential of AI, we must also take proactive steps to protect sensitive university information and mitigate risks. 

These risks and concerns include: 

  • Data security risks: Personal or sensitive university data can be processed by AI models without visibility on where or how the data will be stored or used.  
  • Public exposure risks: The data absorbed by the AI tool can inadvertently be shared or accessed by unauthorised parties.  
  • Compliance concerns: The use of AI tools may conflict with data protection policies or university regulatory requirements.  

Practical steps for meeting organisers 

A meeting organiser must ensure that AI tools are not introduced into discussions where sensitive or confidential information is shared. Sensitive information may include, but is not limited to, student records, financial details, research data, staff information and internal strategy discussions.

Before the meetings start, please check the following:  

  • Identify AI tools: Check whether any invited platform or application of a participant is using AI-driven technology to record the meeting in the participants’ list. The organiser is allowed to block or kick out the uninvited guest.  
  • Communicate security expectations: Inform the meeting participants about the AI restrictions.  
  • Agreement to record MS Teams meetings: Share with participants that the meeting will be recorded and ask if they agree to this. Share how the recording will be used. For meetings, the recording should only be used for minute-taking purposes and once the minutes have been approved, the recordings must be deleted.  

We appreciate your cooperation in safeguarding university data and your assistance in the ongoing effort to use technology responsibly. If you require assistance, please log a request on the ICT Partner Portal.   

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Email security

Friday, March 31st, 2023

Phishing and Report Message

View a PDF here: Phishing and Report Message Infographic

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Phishing scam from compromised university account

Tuesday, November 23rd, 2021

Please keep an eye out for an e-mail from a sun email address with the subject line of FYI_Order/Approval. 

It is a phishing scam with a link to a website that is designed to compromise security and steal details such as banking details, login names and passwords. 

The owner of the affected account has already put an Out-of-office notification on her account telling people to ignore the mail sent from her account, but the account is probably still compromised and under the control of the scammers.

Once in the university domain the scammers will continue to attack the university network to steal more information or to obtain bank account details, etc.

Here is an example of one of the mails:

 

Please report this phishing mail if you receive it from the above mentioned address or any other sun address. Here is how you report it:

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Go to https://servicedesk.sun.ac.za/jira/servicedesk/customer/portal/6/create/115.​​

Fill in your information and add the email as an attachment. Your request will automatically be logged on the system.​​ Please add the suspicious email as an attachment to the request.

​​~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

If you have accidentally clicked on the link and already given any personal details to the phishers it is vitally important that you immediately go to the USERADM page (either http://www.sun.ac.za/password or www.sun.ac.za/useradm and change your password immediately.) Make sure the new password is completely different and is a strong password that will not be easily guessed, as well as changing the passwords on your social media and private e-mail accounts, especially if you use the same passwords on these accounts. Contact the IT Service Desk if you are still unsure. 

[ARTICLE BY DAVID WILES]

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How to recognise a phishing e-mail

Tuesday, October 5th, 2021

We can’t warn you against every phishing e-mail– there’s a new variation every day. You are the only person who can protect yourself from phishing scams and identity theft. The only way to do this is to learn to recognise a harmful e-mail by paying attention and keeping an eye out for a few tell-tale signs.

phishme_how_to_spot_a_phishTypical characteristics

1. Well-known companies used as bait
These e-mails are sent out to thousands of different e-mail addresses and often the person sending them has no idea who you are. If you have no affiliation with the company the e-mail address is supposedly coming from, it’s fake. For example, if the e-mail is sent by ABSA, but you are a Standard Bank client. Also, see a list of types of companies generally used in phishing e-mails below.

2. Spelling and grammar
Improper spelling and grammar is a dead giveaway. Look for obvious errors. 

3. Lack of client information
Phishers use a generic greeting. For example, the e-mail greets you as “ABSA customer” or “Dear user”, etc. If the company was sending you information regarding your faulty account, they would mention your account details or name in the e-mail.  A company would go through the trouble to address a client by name and won’t ask you for your information. Banks have your information on their system.

4. Deadlines/Sense of urgency
Phishing e-mails demand an immediate response or stipulate a specific deadline, creating a sense of urgency and prompting you to respond before you’ve looked at the e-mail properly. For example,  demanding that you log in and change your account information within 24 hours or your account will be closed.

5. Malicious links
Although many phishing e-mails are getting better at hiding the true URL you are visiting, often these e-mails will show a URL that is unrelated to the company. Move your mouse over the link and look at the display address. Is this the website address of the company who seems to be sending the e-mail? If not, it’s clearly a phishing e-mail.

6. Attachments
Phishing e-mails occasionally include an attachment which contains malware. When opened, it will run and install a small programme on your PC, which hackers use to gain access to your PC and information. 

Typical phishing topics

• Account issues, such as accounts or passwords expiring, accounts being hacked, out-of-date accounts, or account information has to be changed.
• Credit cards expiring or being stolen, a duplicate credit card, credit card transactions, etc. 
• Confirming orders, requesting that you log in to confirm recent orders or transactions before a delivery can be made.
• Winning a prize or getting something for free. Both Woolworths and Pick ‘n Pay’s have been used in fake campaigns to lure people into providing personal details.

Company names phishers generally use

• Any major bank. ABSA and Standard Bank are both popular choices in South Africa.
• Insurance companies, for example, Outsurance.
• Internet service providers
• Apple or Microsoft claiming your account has been suspended.
• E-mail providers, e.g. Gmail or Yahoo
• SARS. Especially at this time of year. (We’ve had a few of these.)
• DHL or any delivery company claiming they have a package for you.
• Your company’s medical aid, for example, Discovery
• Your company’s IT department
• Casinos and lotteries
• Online dating websites
• Popular websites such as Amazon, Facebook, MySpace, PayPal, eBay, Microsoft, Apple, Hotmail, YouTube, etc.

A few tips to keep you safe

• Never follow links in an e-mail you’re uncertain of. Rather visit the page by typing the address of the company in your browser. For example,  instead of clicking on the “ABSA URL” in the e-mail, type http://www.absa.co.za in your web browser and log in at their official website.
• Never send personal information by e-mail. If a company is asking for your personal account information or claiming your account is invalid, visit the website and log in to the account as you normally would. If everything seems in order and there aren’t any urgent notifications from your bank, you should be fine.
• If you are still not sure about the status of your account or are concerned about your personal information, contact the company directly, either through an e-mail address provided on their website, over the phone or visit your local branch.
• Delete the e-mail and don’t click on links or fill in any information.
• If you’ve already divulged your information, immediately change your password or PIN and contact the institution to inform them of the breach.
• To report spam or phishing e-mails send an e-mail to sysadm@sun.ac.za with the subject SPAM with the suspect e-mail attached. IT system administrators will then be able to block the e-mail to protect other users.

[SOURCE: www.computerhope.com]

 

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Step Up to Stronger Passwords

Tuesday, October 5th, 2021

Weak and reused passwords continue to be a common entry point for account or identity takeover and network intrusions. Simple steps and tools exist to help you achieve unique, strong passwords for your accounts.

 A password is often all that stands between you and sensitive data. It’s also often all that stands between a cyber criminal and your account. Below are tips to help you create stronger passwords, manage them more easily, and take one further step to protect against account theft.

  • Always: Use a unique password for each account so one compromised password does not put all of your accounts at risk of takeover.
  • Good: A good password is 10 or more characters in length, with a combination of uppercase and lowercase letters, plus numbers and/or symbols — such as pAMPh$3let. Complex passwords can be challenging to remember for even one site, let alone using multiple passwords for multiple sites; strong passwords are also difficult to type on a smartphone keyboard (for an easy password management option, see “best” below).
  • Better: A passphrase uses a combination of words to achieve a length of 20 or more characters. That additional length makes it’s exponentially harder for hackers to crack, yet a passphrase is easier for you to remember and more natural to type. To create a passphrase, generate four or more random words from a dictionary, mix in uppercase letters, and add a number or symbol to make it even stronger — such as rubbishconsiderGREENSwim$3. You’ll still find it challenging to remember multiple passphrases, though, so read on.
  • Best: The strongest passwords are created by password managers — software that generates and keeps track of complex and unique passwords for all of your accounts. All you need to remember is one complex password or passphrase to access your password manager. With a password manager, you can look up passwords when you need them, copy and paste from the vault, or use functionality within the software to log you in automatically. Best practice is to add two-step verification to your password manager account. Keep reading!
  • Step it up! When you use two-step verification (a.k.a., two-factor authentication or login approval), a stolen password doesn’t result in a stolen account. Anytime your account is logged into from a new device, you receive an authorization check on your smartphone or another registered device. Without that second piece, a password thief can’t get into your account. It’s the single best way to protect your account from cyber criminals.

Resources

 

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