What are good online meeting solutions without privacy issues?
Michael Ko
Co-founder & CEO, Suped
Published 2 Jul 2025
Updated 12 Oct 2025
5 min read
In today's interconnected world, online meetings are essential for communication, collaboration, and staying in touch. However, the convenience they offer often comes with significant privacy concerns. Many popular platforms have been scrutinized for their data handling practices, security vulnerabilities, or simply for not making privacy a core tenet of their service. Finding a solution that balances functionality with robust privacy protections is crucial, especially when discussing sensitive information.
The focus should always be on tools that offer strong encryption, transparent data policies, and user control over their meeting environment. As we navigate the digital landscape, it's more important than ever to be discerning about the platforms we choose for our virtual interactions, whether for business or personal use.
The pervasive issue of privacy in online meetings
Privacy issues in online meeting solutions can range from minor annoyances to significant security breaches. Many platforms collect extensive user data, including usage patterns, IP addresses, and even meeting content, which can then be used for targeted advertising or other purposes. This data collection often isn't transparent, leaving users unaware of how their information is being handled.
Security vulnerabilities, such as Zoom bombing, where uninvited guests disrupt meetings, highlight the importance of robust meeting controls like waiting rooms and password protection. Some platforms also use weaker encryption standards or lack true end-to-end encryption, making them susceptible to eavesdropping. Even the basic act of identifying the source of unsolicited emails becomes harder when the meeting platforms themselves are not privacy-focused.
The lack of transparency around data processing, especially regarding third-party access to personal information, is a major concern. Businesses and individuals need assurance that their sensitive discussions won't inadvertently become public or fall into the wrong hands. It's a complex issue, as balancing ease of use with stringent security measures can be challenging for developers, but it's non-negotiable for privacy-conscious users.
Open-source and highly private choices
For those prioritizing privacy above all, open-source solutions often provide the most peace of mind. They allow for greater transparency and community auditing of their code, minimizing hidden data collection practices. Jitsi Meet stands out in this category as a free and open-source platform. It supports self-hosting, giving organizations complete control over their data and infrastructure. This approach can also help in securing communication, which is vital when trying to safely send malicious files to clients for testing.
Benefits of Jitsi Meet
Open-source: Its code is publicly available for auditing, ensuring no hidden backdoors or data collection.
End-to-end encryption: For one-to-one calls, offering high security.
Self-hosting options: Organizations can host their own instance, maintaining full control over data.
No account required: Participants can join meetings without creating an account, reducing personal data footprint.
Considerations for Jitsi Meet
Scalability for E2EE: End-to-end encryption for group calls can be technically challenging to implement robustly without sacrificing performance.
Self-hosting complexity: Requires technical expertise to set up and maintain your own server.
Feature set: While robust, it might lack some advanced features found in commercial solutions.
Another privacy-focused option is Proton VPN's alternative list which highlights several open-source and privacy-centric choices beyond Jitsi, catering to various user needs. These platforms are designed with privacy by default, minimizing data collection and offering strong encryption to protect communications from prying eyes.
Commercial solutions with robust security features
For organizations that require more comprehensive features or integration with existing business ecosystems, several commercial solutions offer enhanced security and privacy measures. These often come with certifications and compliance adherence that are crucial for regulated industries.
Livestorm: Known for its user-friendliness and security features for webinars and meetings. It emphasizes data protection and compliance, which is a major draw for businesses. They offer automatic meeting lock and waiting rooms for enhanced control.
Google Meet: While general Google services have their own privacy considerations, Google Meet for Government is specifically designed with built-in security, encryption by default, and compliance with GDPR and other privacy laws. This version is crucial for organizations with strict regulatory requirements.
Microsoft Teams: Integrates robust security measures and compliance features as part of the Microsoft 365 ecosystem. While it's a comprehensive suite, ensuring your organization's email security has its own channel is a good practice. Teams offers extensive administrative controls for managing privacy and data access within your organization.
When evaluating these options, always review their privacy policies, terms of service, and security certifications. Understanding how they handle user data, where it's stored, and who has access to it is paramount. Compliance with regulations like GDPR, CCPA, and HIPAA should also be a key factor for businesses operating in relevant regions or sectors.
Essential features for privacy and security
Regardless of the platform type, certain features are essential for a truly private and secure online meeting experience. Look for these key attributes when making your choice:
Feature
Description
Why it matters
End-to-end encryption
Ensures that only the sender and intended recipient can read the messages.
Protects meeting content from unauthorized access and eavesdropping.
Meeting controls
Features like waiting rooms, meeting locks, and participant removal.
Prevents unwanted intrusions (Zoom bombing) and maintains meeting integrity.
Transparent data policies
Clear explanation of how user data is collected, stored, and used.
Builds trust and allows users to make informed decisions about their privacy.
Compliance certifications
Adherence to standards like GDPR, HIPAA, CCPA, etc.
Essential for businesses handling sensitive data and operating under strict regulations.
Server location
Where the meeting data is processed and stored.
Impacts data sovereignty and legal protections depending on local laws.
Considering your data privacy
Beyond the technical features, it's vital to consider the overall privacy posture of the company behind the software. Do they have a track record of upholding user privacy? How do they respond to data requests from governments or third parties? These broader ethical considerations are just as important as the technical specifications. Understanding what Cloudflare for content protection implies can help you generalize similar concerns to other service providers.
By carefully evaluating these aspects, you can choose an online meeting solution that not only meets your functional needs but also respects your right to privacy.
Views from the trenches
Best practices
Always check the platform's privacy policy and terms of service before using it.
Utilize meeting passwords and waiting rooms to control access to your virtual sessions.
Opt for end-to-end encrypted solutions, especially for sensitive discussions.
Consider self-hosting open-source platforms for maximum data control and privacy.
Common pitfalls
Assuming popular platforms have robust privacy by default, which is often not the case.
Neglecting to use available security features like meeting locks, leading to disruptions.
Not understanding data retention policies and where meeting data is stored.
Choosing solutions purely based on convenience without assessing their privacy implications.
Expert tips
Implementing DMARC monitoring can enhance overall email security, reflecting a broader commitment to digital privacy.
Always keep an eye on industry news for data breaches or privacy policy changes related to your chosen platform.
Train your team on secure meeting practices, including how to identify and report suspicious activity.
For very sensitive discussions, consider using a separate, highly secure platform with strict access controls.
Marketer view
A marketer from Email Geeks says Jitsi Meet works well for their needs, handling about 40 people in a meeting without issues.
2020-04-08 - Email Geeks
Expert view
An expert from Email Geeks was wary of Zoom's security approach despite ongoing fixes and noted Amazon Chime's 16-person video call limit, prompting a search for alternatives like Webex and GoToMeeting.
2020-04-07 - Email Geeks
Making informed decisions for secure communication
Selecting an online meeting solution without privacy issues requires diligent research and a clear understanding of your organizational or personal privacy needs. While open-source options like Jitsi Meet offer maximum transparency and control through self-hosting, commercial platforms like Livestorm, Google Meet (for enterprise), and Microsoft Teams provide robust security features and compliance adherence, often suitable for larger organizations.
Key factors to consider include end-to-end encryption, comprehensive meeting controls, transparent data policies, and relevant compliance certifications. Prioritizing these features ensures that your virtual communications remain confidential and secure, fostering trust and preventing unwanted data exposure. Always review how your chosen solution aligns with your specific privacy requirements and local regulations.
Its code is publicly available for auditing, ensuring no hidden backdoors or data collection.
Known for its user-friendliness and security features for webinars and meetings. It emphasizes data protection and compliance, which is a major draw for businesses. They offer automatic meeting lock and waiting rooms for enhanced control.
While general Google services have their own privacy considerations, Google Meet for Government is specifically designed with built-in security, encryption by default, and compliance with GDPR and other privacy laws. This version is crucial for organizations with strict regulatory requirements.
Integrates robust security measures and compliance features as part of the Microsoft 365 ecosystem. While it's a comprehensive suite, ensuring your organization's email security has its own channel is a good practice. Teams offers extensive administrative controls for managing privacy and data access within your organization.
