What is the difference between end-to-end encryption and encryption in transit for online meetings?

End-to-end encryption (E2EE) means that only the communicating users can read the messages. The service provider cannot access the content. In contrast, encryption in transit protects data as it moves between points, but the service provider can still decrypt and read the data on their servers. For true privacy, look for platforms that offer E2EE for all communications.

Why are open-source meeting solutions often recommended for privacy?

Open-source meeting solutions have publicly accessible code, allowing security experts and the community to audit it for vulnerabilities and backdoors. This transparency builds trust and helps ensure that there are no hidden data collection practices. Proprietary (closed-source) software does not offer this level of scrutiny, requiring users to trust the vendor implicitly.

What are common user mistakes that compromise online meeting privacy?

While most platforms have made strides in security, common mistakes include not using strong, unique passwords for meetings, failing to enable waiting rooms, allowing anyone to share their screen, and not keeping the software updated. Many users also overlook the data privacy policies, leading to unintended data collection or sharing.

How does self-hosting an online meeting solution enhance privacy?

Self-hosting gives you complete control over your meeting data, as it resides on your own servers rather than a third-party cloud. This eliminates reliance on the provider's privacy policies and infrastructure, making it ideal for organizations with strict data sovereignty requirements or those handling highly sensitive information. However, it requires technical expertise to set up and maintain.

What are some practical recommendations for individuals vs. businesses seeking privacy-focused solutions?

For individual or small group calls, you might consider Signal or Jitsi Meet (especially if using a public instance that doesn't require an account). For businesses requiring more features and the ability to self-host, Jitsi Meet or enterprise-focused solutions like Pexip could be suitable, depending on their budget and technical capabilities.

What are good online meeting solutions without privacy issues? - Compliance - Email deliverability - Knowledge base

As online meetings have become a staple in our daily lives, so too have the concerns surrounding their privacy. While convenience often dictates our choice of platform, the security of our conversations, data, and even our personal spaces should be a top priority. Many popular solutions, despite their widespread adoption, have faced scrutiny regarding data collection, encryption, and potential vulnerabilities.

I’ve seen how quickly privacy issues can surface, from unwanted intrusions like Zoombombing to the more subtle concerns around how our data is being handled. This has driven me, and many others, to seek out online meeting solutions that prioritize user privacy without compromising on functionality.

Finding a balance between ease of use and robust privacy features is crucial for businesses and individuals alike. My aim is to help navigate the landscape of online meeting tools to identify options that offer strong privacy safeguards, ensuring your conversations remain confidential and your data stays protected. It is important to keep your domain and privacy protected when using these services.

Common privacy issues with online meeting platforms

Before diving into specific solutions, it's essential to understand the common privacy issues that plague online meeting platforms. These often stem from a platform’s business model, its underlying technology, and how it handles user data. Knowing what to look for can help you make more informed decisions.

A primary concern is the lack of true end-to-end encryption (E2EE) by default. Many platforms claim encryption, but often it’s only encryption in transit, meaning the provider can still access your data. Another issue is data collection and sharing; some platforms collect extensive user data, which can then be used for targeted advertising or shared with third parties. Additionally, security vulnerabilities, such as unpatched flaws or weak default settings, can expose meetings to unauthorized access, a phenomenon highlighted by Google's ban on Zoom for its employees.

Typical privacy risks in online meetings

Data collection: Many platforms collect metadata, chat logs, and even meeting content, which can be concerning.
Lack of E2EE: Without true end-to-end encryption, the service provider can potentially access your communications.
Unauthorized access: Weak security settings or software flaws can lead to uninvited guests joining your meetings.
Metadata logging: Even if content is encrypted, logs of who met, when, and for how long can be a privacy concern.

These issues underscore the importance of choosing a solution that not only offers robust features but also has a transparent and strong commitment to user privacy. Staying vigilant about the security practices of any online tool is a key part of maintaining your digital privacy.

What makes an online meeting solution privacy-friendly?

When seeking online meeting solutions that prioritize privacy, I look for specific features that go beyond basic functionality. These features are designed to minimize data exposure, ensure confidentiality, and give users greater control over their information.

End-to-end encryption (E2EE) is paramount, ensuring that only the sender and intended recipient can read messages. Open-source platforms are often preferred because their code can be audited by anyone, fostering transparency and trust. Self-hosting options provide complete control over your data, as it never leaves your servers. Furthermore, platforms that do not require an account or extensive personal information to join a meeting enhance anonymity, and features like waiting rooms and password protection are essential for preventing unauthorized access to your virtual space. These measures also help with general email security, by ensuring that your emails are not being blocked by common blocklists or blacklists.

Privacy-focused solutions

End-to-end encryption (E2EE): Ensures only participants can read communications. Look for true E2EE, not just encryption in transit.
Open-source code: Allows independent security audits and transparency in data handling.
Minimal data collection: Platforms that collect only necessary data and avoid extensive logging.
Self-hosting options: The ability to host the software on your own servers for ultimate data control.
No account required: Allows participation without creating a personal profile.

Less privacy-friendly solutions

Server-side encryption: Data is encrypted on the provider's server, but the provider holds the keys.
Closed-source code: Prevents independent verification of security and privacy practices.
Extensive data logging: Recording and retention of meeting metadata, chat, and other user interactions.
Cloud-only hosting: Data stored on external servers, potentially subject to foreign laws or access requests.
Required accounts: Requires users to create accounts, linking their identity to meeting activities.

Platform	Key privacy features	Account required?	Self-hosting option
Jitsi Meet	Open-source, no account needed for public instance, good encryption.	No (for public server)	Yes
Signal	Strong E2EE for all communications (calls and messages), open-source.	Yes (phone number)	No
Pexip	Focus on enterprise security, flexible deployment (cloud/on-premise).	Varies by deployment	Yes
Zoho Meeting	Secure web conferencing from a privacy-focused company, GDPR compliant.	Yes	No

Enhancing privacy through user practices and settings

Beyond selecting a privacy-friendly platform, individual and organizational practices are critical to ensuring meeting security. Implementing simple yet effective habits can significantly reduce privacy risks and prevent unauthorized access or data exposure.

Always use unique, strong passwords for meetings and host accounts. Enable waiting rooms so you can vet participants before they join. Control screen sharing permissions, limiting who can share their screen to prevent accidental or malicious exposure of sensitive information. I also strongly recommend being mindful of your physical surroundings, using virtual backgrounds, and ensuring that no sensitive information is visible if you are sharing your video. The National Institute of Standards and Technology offers excellent advice on these topics.

Best practices for meeting privacy

Password protection: Require a password for all meetings, especially public ones.
Waiting rooms: Use waiting rooms to screen participants before they enter the meeting.
Screen sharing controls: Limit who can share their screen to prevent accidental information disclosure.
Software updates: Keep your meeting software updated to benefit from the latest security patches.
Environment awareness: Be mindful of your background and surroundings, especially if sharing video.

By combining a privacy-conscious online meeting solution with diligent user practices, you can create a much more secure environment for your virtual interactions. This dual approach ensures both technological safeguards and human vigilance are in place.

Views from the trenches

Best practices

Always use unique and strong passwords for your meeting rooms and accounts.

Enable waiting rooms to control who enters your meetings, screening participants.

Limit screen sharing permissions to presenters or specific trusted individuals.

Regularly update your meeting software to patch vulnerabilities and improve security.

Educate all meeting participants on privacy settings and security best practices.

Common pitfalls

Using generic or easily guessable meeting IDs and passwords for sensitive calls.

Sharing meeting links publicly without any access controls like waiting rooms.

Failing to update software, leaving it exposed to known security exploits.

Overlooking default privacy settings that might be more permissive than desired.

Assuming all communication is end-to-end encrypted by default on all platforms.

Expert tips

Consider self-hosting an open-source solution like Jitsi Meet for maximum data control.

Always review the privacy policy of any online meeting platform before adoption.

Utilize virtual backgrounds to protect your physical surroundings and maintain professionalism.

Implement two-factor authentication (2FA) for all host accounts where available.

Conduct a privacy and security audit for highly sensitive or confidential meetings.

Expert view

Expert from Email Geeks says Amazon Chime has a 16-person video call limit, and is cautious about Zoom's security approach despite ongoing fixes.

2020-04-07 - Email Geeks

Marketer view

Marketer from Email Geeks says Jitsi works well for them, accommodating around 40 people in a meeting without significant issues.

2020-04-08 - Email Geeks

Prioritizing privacy in your virtual meetings

Navigating the world of online meeting solutions without compromising privacy requires diligence and informed choices. While the convenience of widely used platforms is appealing, their data handling and security practices can often fall short of robust privacy standards. Choosing platforms that prioritize features like end-to-end encryption, open-source code, and minimal data collection is a strong starting point.

Ultimately, a multi-faceted approach combining secure software with smart user habits—such as using strong passwords, enabling waiting rooms, and being mindful of your environment—will provide the most comprehensive protection for your virtual interactions. By staying aware of both the technological safeguards and personal best practices, you can ensure your online meetings remain productive and private.