Meeting online allows us to maintain social distancing and enable communication during work-from-home situations. However, some meeting participants may have privacy concern if the meeting is being recorded. This guideline specifies the pre-cautions that we should take note.
The meeting host has the responsibility to manage and protect the recordings. He or she should observe the following.
- Evaluate carefully if recording is really required. There should be justifiable business reasons for taking the recording (e.g. facilitate preparation of meeting minutes, allow missing members to catch-up later).
- The recorded video file can become sensitive data and must be protected carefully.
- Notify participants before recording.
- Why is the recording necessary?
- What will be included in the videos?
- Who will have access to the videos?
- How long will the videos be kept?
- Will the video be accessible to non-meeting participants?
- Obtain consent from participants before the recording. Allow participants to opt out.
Data Privacy during meetings
- Participants can use a virtual background to hide or blur the surroundings if they are concerned about the visibility of their remote workspace.
- Be careful about showing potentially sensitive subjects and information – e.g. Faces and names of participants, contents or screen shared.