When faced with a multitude of available video conferencing systems, here are some factors to help you choose the one most suited to your needs.
1. End-to-End Encryption
End-to-end encryption (E2EE) ensures that only the intended users can access a meeting’s content. Your video calls, messages, and shared files remain secure from third parties, including the service provider. Look for platforms that explicitly offer E2EE rather than just encryption-in-transit, which still allows service providers to access your data.
What to look for:
Full E2EE for video, audio, and file sharing.
Open-source or independently audited encryption protocols.
Zero-access architecture, meaning the provider cannot view meeting content.
2. Data Storage and Retention Policies
Many video conferencing platforms store meeting data, including chat logs and recordings. A privacy-focused platform should give you control over where and how your data is stored.
What to look for:
The ability to opt out of cloud recording or use on-premises storage.
Clear policies on data retention and deletion.
Compliance with important privacy regulations, such as the General Data Protection Regulation (GDPR).
3. User Authentication and Access Controls
Unauthorised access to meetings is a major security risk. The right platform should provide strong authentication and access control features to ensure only invited participants can join. These could involve passwords, pins, security tokens, or multifactor authentication.
What to look for:
Multi-factor authentication (MFA) for added security.
Unique meeting IDs and strong password requirements.
Waiting rooms and host controls to approve participants.
Role-based access permissions.
4. Open-Source Code and Independent Audits
Transparency is essential for trust. Open-source platforms allow security experts to review and verify the integrity of the software. Even if a platform isn’t open-source, it should undergo regular independent security audits.
What to look for:
Open-source code or published security audits.
Third-party verification from reputable cybersecurity firms.
A history of addressing security vulnerabilities quickly.
5. Minimal Data Collection
A privacy-by-design video conferencing system should collect only the data necessary for functionality. Some providers harvest metadata, usage patterns, and personal details for analytics and marketing purposes.
What to look for:
A privacy policy that explicitly states minimal data collection.
No unnecessary tracking or third-party analytics tools.
The ability to use the service without requiring excessive personal information.
Self-Hosting and Decentralised Options
For maximum privacy, some organisations prefer self-hosted video conferencing solutions. These allow you to run the platform on your own servers, ensuring no third party can access your data.
What to look for:
Support for self-hosting or private cloud deployment.
Decentralised architecture for added security.
Security Features Against Intrusions and Attacks
A good video conferencing platform should have built-in security measures to protect against security threats like hacking, eavesdropping, and unauthorised access.
What to look for:
Automatic meeting lock once all participants have joined.
End-user control over meeting settings.
Protection against “Zoombombing” (unauthorised meeting disruptions).
Secure screen-sharing options.
Regulatory Compliance and Legal Protections
A trustworthy platform should comply with privacy laws and regulations that align with your needs.
What to look for:
Compliance with GDPR when collecting data from users in EEA and with CCPA (California Consumer Privacy Act).
HIPAA compliance for healthcare organisations.
Clear terms of service regarding data ownership and user rights.
Ease of Use Without Compromising Security
A highly secure platform is useless if it’s too complicated for your team. Look for a balance between strong privacy protections and user-friendly design.
What to look for:
Intuitive interface with simple security settings.
Easy onboarding process for new users.
Accessibility features for all users.
Reputation and User Reviews
Finally, research the provider’s reputation. A history of security issues, data leaks, or unethical practices is a huge red flag.
What to look for:
Positive user reviews on privacy and security.
No history of significant data breaches.
Strong privacy advocacy and commitment from the company.
Other Factors to Consider When Choosing Your System
Aside from the security factors, there will also be other considerations when you’re researching your video conferencing systems:
- Your business needs, including the size of your company, how often you have virtual meetings, and whether you communicate internationally.
- Select a platform offering flexibility and scalability.
- Audio and video quality.
- Compatibility with your existing software and hardware.
- Price.
- Client support.
You may also need a meeting device that facilitates visual interaction, collaboration, and teamwork, so ensure you consider this and any potential integrations.
Final Thoughts
With cybercriminals finding new ways to hack systems daily, privacy-by-design video conferencing systems are the way to go. Look for platforms that don’t sacrifice usability but have the built-in features and security mechanisms listed in this guide to ensure your data is always protected.
