With the added functionalities of shared screens, recording, chats and the like, as well as the risk of ‘video-bombing’ (e.g., unsecured online conference), videoconferencing presents several privacy issues. It is therefore recommended to plan your videoconferences in advance so as to avoid the shock of having your business and confidential information become public.
Here are a few tips:
1. Videoconference access.
Make sure to have set-up the videoconferencing system and functionalities to your liking. Special attention should be paid to: (i) presenter rights, (ii) chat functionalities, (iii) cameras, (iv) microphones, (v) recordings, (vi) conference access, amongst others. In this regard, new passwords and login information should be requested each time someone accesses a videoconference, even if it is a recurring meeting. This is key in not allowing access to uninvited “guests” and thus making sure that the only participants present are the ones you actually invited.
2. Videoconference rules.
Make sure you have provided the rules of engagement (e.g., guidelines as to what is allowed to be disclosed) and notices as to how the videoconference will be conducted. In this regard, it should be mentioned that no personal information (home address, etc.), financial information, trade secrets, unprotected IP, confidential and sensitive information should be disclosed. Nor should one be allowed to request the disclosure of such information. These conversations should be taken ‘off-line’ and more secure means of communication should be used to address them (e.g., encrypted emails, etc.).
If you intend to record the videoconference, you should request the consent of all the participants attending. If you do not permit the recording of the videoconference, you must ensure that unauthorized recordings of the conference cannot take place. This can be verified in the applications settings.
4. Shared desktop.
If you intend on sharing your screen with the meeting participants, make sure that all irrelevant windows and tabs are closed. It is also recommended to disable all popup messages from your email and phone, as this could have the unattended effect of disclosing confidential information.