Data protection for video conferencing tools

Meetings, employee or customer conversations currently take place almost exclusively via video conference. There are a few tools for this digital communication and the demand is high. However, those who use tools of this kind should know that they are also responsible for compliance with data protection and information security regulations. It is therefore worth considering a number of things when choosing such a tool in advance.

In principle, business use should be permitted in the terms of contract with your customers. In the case of providers based in the USA – and this applies to most of them – it must be ensured that the company offers guarantees for the legally compliant processing of personal data in third countries, for example through certification in accordance with the Privacy Shield.

Also check the encryption of data traffic in advance. The minimum is transport encryption (TLS), ideally the tool of your choice will have end-to-end encryption. If you are planning to use the tool for webinars as well, you will need to sign a contract for processing orders (AVV) and your own privacy policy must be adapted accordingly. This also applies to the directory of processing activities (VVT).

By using the functions for proper data protection and privacy settings, such as

• turning off the tracking function or saving chat histories
• Separate sending of access data and invitation link
• Ensuring that not every participant can share his or her screen possible security risks can also be avoided.

An overview of various video conferencing tools can be found here:

As the table shows, there are now videoconferencing tool providers in Europe. They advertise with increased security and data protection standards. But no matter which tool, from which country, you choose, the exchange of particularly sensitive data or confidential information in this way is generally not recommended, because digital communication leaves not only detailed but also long-lasting traces.