Collaborate securely over video

Collaborate securely over video

Protect the privacy of participants and confidential UBC information

The following tips help protect the privacy of participants in meetings and confidential UBC information. The features may not be available in all video collaboration tools at UBC


Note: University Counsel has completed a Privacy Impact Assessment for Zoom.
View the full report.

 

For Hosts
For Participants

Etiquette for Hosts

Teaching and Learning Meetings

To avoid unwelcome participants and undesirable contributions, consider the following:

  • Share unique meeting IDs for each class and ask your class not to share the link.
  • Disable desktop/screen sharing for students.

Mute participants upon entry to the meeting:

  • Disable chat.

Avoid unnecessary collection of personal information:

  • Do not record classes unless necessary.
  • Notify participants before recording.
  • Disable chat in the meeting.
  • Disable recording by students.
  • Mask phone numbers of participants dialing-in. For example: 888****666

Be secure:

  • Avoid opening files that are shared with you using the chat feature. They can be used to share malware.
  • Don't click on links in chat. If the link is from a trusted source it is safe to copy the link and open in your browser.

 

Administrative and Research Meetings

To avoid unwelcome participants and undesirable contributions, consider the following:

  • Use the Virtual Waiting Room, so participants cannot join until a host admits them individually.
  • Avoid using a Persistent Meeting ID (PMI) when creating a meeting. A PMI is essentially one continuous meeting that allows participants to enter and exit at will.
  • Ask guest participants in the meeting to identify themselves.

Avoid unnecessary collection of personal information:

  • Mute participants upon entry to the meeting.
  • Disable desktop/screen share for users.
  • Do not record meetings unless necessary.
  • Notify participants before recording.
  • Ask participants not to record.

Be secure:

  • Avoid opening files that are shared with you using the chat feature. They can be used to share malware.

Watch this video for suggestions on how to properly prepare for and participate in a Zoom meeting:


Etiquette for Participants

  • Test your software in advance and close all background apps. If you have to share your screen, this will reduce the risk of sensitive information being displayed inadvertently.
  • If you wish to protect your privacy, you can identify yourself with your first name or a nickname and leave your camera off.
  • Use a headset mic to reduce background noise and to be considerate of others around you. Mute the mic when joining and listening, unmute to speak.
  • It’s desirable to show your presence by using video (a lot of communication is non-verbal). Some tools allow you to use a virtual background to protect those around you.
  • If the meeting is being recorded (the host will advise in advance), you should turn off your camera if in a shared space to protect the privacy of those around you.
  • Do not disclose personal information about yourself or others during the discussion.