Safety in digital meetings

Do not handle sensitive data

Do not handle privacy-sensitive information or sensitive personal data covered by confidentiality in digital meetings.

This may include health conditions, protected addresses, information about violations of the law, tenders/procurement, information about people's ethnic origin, political opinions and sexual orientation.

Think before you record a meeting

Preferably avoid recording meetings unless you absolutely have to. Rather, write memos to document the meeting. It is easier and faster to read through a written summary than to look through a recording.

If you still want or need to record a meeting:

• Before the meeting starts, you need to tell the participants that you want to record the meeting so they can decide whether it is okay to be recorded. All participants receive an information box stating that the meeting is being recorded. All participants have the right to have their camera turned off when recording.
• Ensure that the information recorded does not contain sensitive information.

It is important that you are aware of the Act on Accessible Digital Public Services and that the film needs to be subtitled if you publish it afterwards.

Read more about digital accessibility

Tips to make your digital meetings safer

• Do not post links to meetings publicly. Instead, send the meeting invitation directly to the recipient.
• You can restrict access to the meeting, for example by setting a password for the meeting or having users wait in a waiting room before being admitted.
• You can limit the ability of participants in the meeting to share the screen and write in the chat. Then it is only the host who can share screen and write in the chat.
• Make sure you always have the latest software updates of the services and tools you use.

Why are add-ins applications not allowed in digital meetings?

We have temporarily disabled the ability to integrate add-ins applications into Microsoft Office 365 and Zoom because the information security cannot be guaranteed.

Each application needs to be investigated and approved from a security, technical, contractual and legal perspective. This means that there must be an agreement and that personal data processing agreements, risk and vulnerability analysis, information classification and impact assessment must be completed for the applications to be used.