Secure video conferencing isn’t just “nice to have” in today’s world; it’s necessary. As hybrid work continues to thrive as the most popular choice for most businesses, companies need an effective way to keep their teams aligned and connected.
Video conferencing is the key to building more productive, connected teams. It’s also becoming increasingly common in customer service.
There’s only one major downside: security. Choose the wrong video conferencing platform or fail to implement the right features, and you risk serious compliance issues, fines, and data losses. The trouble is that while most video conferencing platforms targeting enterprise users promise some level of security, not all of them offer the same feature sets.
Here’s how to choose the right apps for secure video conferencing and protect your brand.
The Key Features of Secure Video Conferencing Platforms
There are a lot of different factors to consider when choosing a video conferencing platform, from immersive features (like those offered by Microsoft Teams), to AI capabilities.
If your focus is on security (which it probably should be), you’ll need to look beyond the most “exciting” capabilities of your chosen platform. Here’s what we recommend focusing on, when selecting the perfect platform:
- Encryption: It probably goes without saying, but end-to-end encryption is crucial for secure video conferencing. You need this to ensure that only the right people can access and decipher the information being shared. Ensure encryption applies to all the content shared in a meeting, from screens and files, to chat, audio, and video streams.
- Access controls: Another must-have, access controls help to guarantee the only the right people can access your meeting tools. Ideally, you’ll want two-factor authentication as standard, as well as the ability to create policies for different team members.
- Management features: Integrated management features, such as the ability to set passwords for meetings, create secure breakout rooms, and so on will also be crucial to security. Make sure you can also kick anyone from a meeting who shouldn’t be there.
- Compliance: Depending on the industry you serve, you may need your secure video conferencing software to comply with certain regulations. Look for evidence your vendor is compliant with things like GDPR, HIPAA, or PCI-DSS.
- Apps and integrations: If your solution is going to work alongside other apps, can it share information with these solutions securely? Does the vendor offer specific security-focused apps and add-ons, like Zoom’s Theta Lake apps?
The Top 9 Secure Video Conferencing Apps
Obviously, there’s more to keeping your business secure and compliant than investing in the right technology. You’ll still need to train your team members to follow best practices when sharing data online. Plus, it’s a good idea to check your network security, too, ensuring that teams aren’t logging into meetings from unsecured, public networks.
However, investing in a video conferencing app with high-level security can save you a lot of time and headaches when it comes to securing your ecosystem. Here are some top options to consider.
1. Zoom
Zoom hasn’t always had the best reputation for secure video conferencing, but it’s come a long way in recent years. In fact, the company is the first UCaaS solution provider to include post-quantum end-to-end encryption in its meetings technology. This means Zoom is leveraging cutting-edge solutions to ensure hackers using quantum computing can’t break into your meetings.
In addition, Zoom offers access to a range of authentication methods, including multi-factor authentication, watermark screenshots, in-meeting security options, and password-protected conferences. You can lock meetings, create secure waiting rooms, remove participants, and more, all without compromising on a user-friendly experience.
Zoom also offers its own “Compliance Manager” solution, powered by Theta Lake, offers access to integrations for boosted security, and complies with GDPR guidelines.
2. Microsoft Teams
Microsoft Teams is one of the most popular secure video conferencing platforms. It offers access to a host of built-in features for meeting security, such as password protection and waiting rooms, and the solution is also HIPAA and GDPR compliant.
Microsoft Teams promises end-to-end encryption for every meeting, access to a range of authentication methods, including multifactor authentication, and extra protection from Microsoft Defender. There’s are even “safe links” and “safe attachments” features embedded into Teams to help protect against phishing.
On top of that, you can create conditional access policies with Microsoft Entra, leverage secure storage for shared files, and use the Purview compliance portal for data loss prevention, retention policies, legal hold, auditing, and more. Microsoft even offers a “Customer Key” option to help you encrypt sensitive meetings, as well as “Information Barriers”.
3. Google Meet
As one of the world’s leading technology vendors, it’s no surprise that Google takes security seriously. The AI-powered platform includes various security measures specially tailored to different enterprise, education, and government teams.
All the data you share in Google Meet conversations and store in your Google Drive is encrypted at rest and in transit. You’ll have access to controls that limit who can enter your meetings, as well as multi-factor authentication options. Plus, users can enroll in the Google Advanced Protection Program for extra protection against phishing and account hijacking.
Google Meet protects privacy by giving you complete control over your data. It also meets various compliance standards and regularly undergoes independent verification from auditing teams. Plus, you get access to incident prevention, detection, and response tools.
4. Zoho Meetings
Zoho Meetings is a straightforward video conferencing solution, perfect for companies already using Zoho for project management. The company adheres to strong privacy and compliance standards, ensuring every company maintains full control over its data. In fact, the Meetings platform generates random passwords for every meeting.
As you might expect, Zoho Meetings supports full end-to-end encryption and allows hosts to maintain control over meetings with access controls and “boot” features. You also get a comprehensive dashboard to track security issues, remove employees from your ecosystem, and monitor stored data.
Zoho even helps companies remain compliant with regulations like HIPAA and GDPR. Plus, there’s a handy “Lock” feature for meetings if you need extra security.
5. Pexip
A leader in the collaboration space, Pexip offers a fantastic AI-powered secure video conferencing platform, perfect for all kinds of conversations. With Pexip, companies can join video meetings from any device and even access tools like Microsoft Teams, Zoom, and Webex.
For companies in highly regulated industries, the company offers a self-hosted video conferencing solution, which means you can run all of your meetings in private or sovereign clouds, as well as on-premises. Plus, you’ll have end-to-end encryption, Pin-protected video conferencing, and solutions for multi-factor authentication.
One particularly great thing about Pexip is that you can customize the solution to suit your needs. The company will work with you to build a highly secure solution that’s fully compliant with the regulations in your industry.
6. Webex Meetings
The Webex Meetings solution offers companies a secure and reliable ecosystem for one-to-one and group meetings. All meeting data is end-to-end encrypted on the platform, and multi-factor authentication is supported for all users.
You can also create auto-lock controls for meetings, meeting lobbies, PINs for password-protected meetings, and more. The information you record on Webex Meetings will be protected by default, with encryption and options for password protection.
Webex also shares transparent data on all of the strategies it uses to protect customers and adhere to industry standards on its website. The Webex Trust Center website explains the company’s approach to security.
7. ClickMeeting
If you’re looking for an affordable solution for secure video conferencing, ClickMeeting is a great choice. The AI-powered platform promises exceptional security, privacy, and compliance controls, as well as a reliable experience for global users.
Though the platform is a little more geared towards webinars than standard video meetings, you can host great collaborative sessions. There are plenty of tools for things like screen sharing and virtual whiteboarding. Plus, the system is GDPR compliant and has a PIN code option for password-protected meetings.
The technology runs automatic malware and virus scans on all of the files you share in a meeting and allows you to create multi-factor authentication requirements. Plus, there’s the option to remove meeting attendees from a conference in a single click.
8. Dialpad AI Meetings
Dialpad AI meetings is a world-leading solution for collaboration and communication. The company’s complete toolkit includes solutions for video calls, phone calls, conferencing, messaging, and more, all powered by artificial intelligence.
Dialpad is packed with great security features, including the option to mute and kick participants, lock meetings, set passwords on conversations, and enable two-factor authentication. The system is encrypted with WebRTC technology and adheres to GDPR guidelines.
Dialpad is also a member of the Cloud Security Alliance and is SOC2 Type 2 compliant. It even supports companies in the healthcare industry searching for HIPAA-compliant technology.
9. Kumospace
Technically, Kumospace is a “virtual office platform”, but it specializes in secure video conferencing. If you’re looking for an immersive environment that makes it easy to manage your teams, organize your workspace, and host impressive meetings, this could be the platform for you. There’s even support for spatial audio, which is great for immersive meetings.
The platform’s security features include end-to-end encryption (for all meeting data), secure cloud storage, single sign-on, and multifactor authentication. The solution is compliant with GDPR and HIPAA standards and promises to collect “minimal data” from meetings.
Plus, the company has achieved SOC2 2 certification and allows users to create guest lists, remove users from meetings, and password-protect conversations.
Tips for Secure Video Conferencing
All of the apps above will help to ensure you can run secure video conferencing sessions that protect your business, data, and consumers. However, there are some additional tips you should follow to avoid any unnecessary risks.
1. Train Teams on Secure Video Conferencing
As mentioned above, secure video conferencing platforms are great, but they can only accomplish so much. You still need to ensure your team members are following the right best practices when sharing data online. Train team members on cybersecurity protocols and strategies, like setting strong passwords for their accounts and using multi-factor authentication.
Make sure they’re aware of the threats they face when conferencing online, such as phishing and malware in links and attachments. Ensure teams know how to record meetings securely and store information in password-protected vaults.
Additionally, remind remote and hybrid workers not to use public internet connections when conferencing, particularly when you’re sharing sensitive data.
2. Examine Your Specific Needs First
Before choosing a secure video conferencing platform, consider your specific needs. All companies will need things like end-to-end encryption and secure access controls. However, the steps you must take to remain compliant with industry standards will vary based on your sector.
If you’re in the healthcare industry, for instance, you’ll need to ensure your secure video conferencing platform can support HIPAA compliance. If you’re sharing transactional data over video conferencing sessions or interacting with customers, you’ll need PCI compliance.
Be aware of the requirements influencing your industry and choose a video conferencing company with experience in your sector.
3. Optimize encryption for secure video conferencing
You might not need “post-quantum” encryption on your video conferencing platform yet. However, you will need extensive end-to-end encryption for both your hardware and software. At a basic level, look for 128-bit Advanced Encryption Standard protection.
This security measure allows video conferencing systems to use a key to encrypt and decrypt all video calls and the content you share in meetings. The keys are randomly generated at the beginning of each video session, making it very hard for outside parties to gain access.
TLS, or Transport Layer Security is another essential for most businesses. You may even need to consider using a platform that allows you to create and use your own keys.
4. Master User Authentication
Most secure video conferencing platforms will give you a lot of control over who can actually access your meetings. Look for an option that offers password protection, as well as waiting rooms, so you can remove anyone from a conference that doesn’t need to be there.
You should also look for single-sign-on support to reduce the risk of user credentials being stolen, lost, or compromised. Since SSO credentials are tied to a user’s profile, this feature also makes it easier for IT to track how credentials were used so you can discover risks.
Multi-factor authentication is another must-have, adding an extra layer of protection to your users’ accounts. Plus, you should be able to remove any user’s access to your meeting software and solutions remotely in case of a breach.
5. Create Secure Video Conferencing Policies
Finally, make sure you have secure video conferencing policies in place. Ideally, these policies should adhere to the guidelines set by concepts like “Digital Communications Governance”. They need to outline exactly how information should be shared via video, which information needs to be protected, and how you should store data.
You may also need to set policies for the network connections your employees use and the devices they access when leveraging video conferencing tools. Outline how video conferences should be recorded and how cameras and microphones should be used.
Remember to share these policies with your team members and any external guests you add to a meeting.
Mastering Secure Video Conferencing
Video conferencing isn’t going anywhere. Whether you’re managing a hybrid team or communicating with customers in new, immersive ways, your business needs video. However, that doesn’t mean you should be taking risks during your meetings.
Ensure you have the right strategies in place to enable secure video conferencing by selecting highly secured apps (with the right features) and monitoring your teams. It’s also worth leveraging tools that allow you to track security risks, compliance issues, and privacy threats in real time.
Securing video conferencing takes some work, but it’s worth the effort to protect your data, your business reputation, your employees, and your customers.
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