In the wake of Covid-19, all the businesses have gone online. With virtual communications becoming the norm it is becoming increasingly important to ensure data security and privacy on the platforms businesses use for communication. Follow these tips to maintain privacy and protect your data when you host or join any online video conferencing.
1. Restrict Participants to Join Only by Invite
In web video conferencing, the host has the option to restrict the participants using different ways. The host can create a meeting with a unique ID and share it with the intended participants. This will ensure that only the individuals with the unique meeting ID can join the video conference. Some video conference meetings allow the host to create password-protected meetings. In this, the host shares the meeting password only with the set of the audience invited for the meeting. At the scheduled meeting time, the invited participants can use the password to enter the meeting. If you are setting up recurring meetings, you can create a new meeting ID or meeting password for each meeting. Based on the web conferencing software you use, you can check the settings of the software and choose the settings that work best for you.
2. Set Participant Limit in Video Meetings
You can check through the features of video conferencing on your software. Most of them allow the host to lock the meeting after the invited participants have joined the meeting. Also, the host can choose the option of approving each participant when the meeting starts and the participant requests to join. In case of mass meetings where there are hundreds of participants, the host can also remove an individual participant in case there is a need for it.
3. Adjust the Default Audio and Video settings
In all the web video conferencing API, the microphone and camera of the host are switched on by default. You can change this in the settings of the video conferencing software to manually turn it on in every meeting by default. If in case your software does not have this option, you can choose to readjust the settings at the beginning of each meeting.
4. Record Video Meetings
Most of the video conference meetings have the option to record the meeting to use it for future reference. You can check the features of video conferencing in your software to see if the meeting will be recorded by default or the host has to choose to record it. Do not share any personal information in the video conference and always record the meetings for future reference.
5. Be Selective in Screen Sharing
All the video conferencing software has the screen sharing feature. As a host, before you share your device’s screen make sure you don’t have browser tabs or documents that are not for the audience in the video meeting. If there is a presentation or a file that you would like to share as a host with the participants, have only that particular file open for screen sharing. You can also select the screen sharing option limited to the host of the video meeting.
6. Beware of Malicious Links
With an upsurge in video meetings, hackers use this trick to send an email with a link to random people. If you receive an email to join a meeting that was not scheduled or you know nothing about, do not click on the link. If there is something amiss in the logo or any of the contents of the e-mail, delete that email right away. It may contain viruses that automatically download with one click on the link.
As a host, you can also inform the participants of your meeting by sending an e-mail with the details and purpose of the meeting before sending the video conference invite using the video software.
7. Refrain from Discussing Confidential Information on Video Conference
Video conference is a boon to remote working but it comes with its flaws. It is best to refrain from disclosing and discussing confidential information at a video conference. Get a paid subscription to video conferencing software to ensure data security rather than using the free trials or free versions. The features are limited in a free version and there is no data security.
8. Read the Privacy Policy of a Video Conferencing API Before Purchasing a Subscription
Before you buy a premium version of any video conferencing software, make sure you read all the terms and conditions of the software. Read the fine print in the privacy policy that details the data protection of its users. Some software services collect information from their subscribers. You should know what kind of information your service provider stores automatically if you were to use that service.
You should also check if the software shares its user data with third parties or advertisers. Be sure that the software will protect your data and provide you with the features that will protect your privacy.
9. Install Updates on your Video Conference API
If you have already purchased a subscription for the video conference, update it regularly from the official website of the service provider. All service providers release patches and fixes to their software from time to time. This is to provide top-notch service and fix any bugs on the previous version of the software. Keeping your software up to date would mean having the most secure version of it.
10. Circulate Best Practices of using Video Conference Software with your Staff
Though there are a lot of reputed video conferencing services in the market there are also some products that are marketed with a similar name or logo of a famous service provider. You and your staff need to be wary of such fake websites that sell video conferencing services. Check for the logo, spelling, and other errors that raise red flags. Make sure you purchase a paid subscription and also download trial versions only from safe and secure websites.
If the fake software is used even once by any of your staff, it could lead to a leak in confidential information of your business to hackers. This makes it all the more important for you to formulate best practices of using video conference software and share it with your staff.
Wrapping up
When it comes to the internet, security is a major concern. All the tools and applications developed enable virtual communication but we must keep a watch on the information we share through it. Video conferencing API has several tools in the market from which you can choose the one that works best for you – concerning features and pricing. Regardless of which video conferencing software you choose, follow these ten tips to keep yourself and your data secure online.
