Data Protection Officer/ Management Control and Security Office

RECOMMENDATIONS FOR DATA PROTECTION DURING VIDEOCONFERENCE

Members of the University Community are obliged to comply with the following recommendations to ensure the security of personal data.

I. Before the start of the videoconference 

1. Ensure that third person do not have access to the screen.
2. Secure your Wi-Fi network with a strong password.
3. Before sharing your screen during a call, close all windows so that other conference participants cannot see them.
4. When connecting to a videoconference, use access codes/PINs.

II. During videoconference

1. Use your work e-mail address
2. Use a different password than the one used in other services.
3. Do not share conference links on social media.
4. Enable, if possible, the default password protection for online meetings.
5. Manage screen share options.
6. Do not share work documents via chat, which may be public.
7. Use background blurring if possible (so that the callers cannot see the surroundings).
8. Use the "meeting lobby" option so that those participating in the videoconference can be controlled. In this way, accidental or unwanted people will be avoided.
9. When logging into a teleconference, turn off the microphone and camera, and only turn them on when needed.

III. After a videoconference

1. Turn off the microphone and camera.
2. Ensure that the online meeting has ended and the app has been closed.
3. Check that the videoconferencing program is not running in the background.

Developed based on: How to use video conferencing safely? https://uodo.gov.pl/pl/138/1525 [access 20/05/2020]