Navigating GDPR for Video Conferencing Platforms

The General Data Protection Regulation (GDPR) has reshaped the way businesses handle personal data across Europe and beyond. Given the rise in remote work, video conferencing platforms have become integral to both corporate and personal communication. However, managing compliance with stringent data protection laws presents a challenge.

Organisations using these digital tools must ensure they align with legal expectations while maintaining seamless operations. This requires a clear understanding of GDPR principles, data processing responsibilities, and risk mitigation measures.

The Scope of GDPR for Video Conferencing Platforms

GDPR applies to any organisation offering goods or services to individuals in the European Economic Area (EEA) or monitoring behaviour within this region. It is relevant irrespective of whether the company itself is based in Europe.

For video conferencing platforms, this means compliance obligations extend to both providers and businesses using their services. These platforms process a vast amount of personal data, including names, contact details, recorded discussions, chat transcripts, IP addresses, and biometric data from facial recognition or voice recordings.

Key GDPR Principles That Impact Video Conferencing

All organisations handling personal data must adhere to foundational GDPR principles. For video conferencing providers and users, some of the most critical include:

Lawfulness, Fairness, and Transparency
Users must be informed about how their personal data is collected, processed, and stored. Video conferencing companies need to provide clear privacy policies detailing data usage, retention, sharing, and security measures.

Purpose Limitation
Personal data should only be processed for specified, explicit, and legitimate purposes. A platform collecting information for authentication cannot repurpose this data for advertising without explicit user consent.

Data Minimisation
Companies must only collect the necessary data required for the intended purpose. Video platforms should avoid excessive data collection, ensuring discussions, chat histories, or recordings are not stored indefinitely without justified need.

Accuracy
Personal information must be kept up to date and accurate. Users must have the ability to access, update, or correct their data, especially in professional environments where incorrect information can have significant consequences.

Storage Limitation
Data should be retained only for as long as necessary. Many video conferencing platforms give meeting hosts control over recordings, allowing them to delete files when no longer needed. Businesses must also establish clear retention policies.

Integrity and Confidentiality
Robust security measures must be in place to prevent data breaches. This involves encryption, access controls, two-factor authentication, and the ability to anonymise or pseudonymise sensitive information where required.

Data Protection Roles: Who Is Responsible?

One of the most critical aspects of GDPR compliance involves distinguishing the roles of data controllers and processors:

The Organisation Hosting the Video Call (Controller)
A company using a video conferencing platform is typically the data controller. This means they determine the purpose and method of data collection. They are responsible for ensuring that personal data is processed lawfully and that platform providers meet GDPR standards.

The Video Conferencing Provider (Processor)
The platform itself acts as a data processor. It processes personal data on behalf of the organisation using the service. Providers must implement sufficient security measures, comply with data processing agreements, and support controllers in their compliance efforts.

For some platforms, the line between controller and processor blurs, particularly when they collect independent usage data for performance monitoring or analytics. In such cases, they may have their own direct compliance obligations.

Lawful Basis for Data Processing in Online Meetings

GDPR requires organisations to establish a lawful basis for processing personal data. Depending on the circumstances, different legal grounds may apply:

1. Consent
If a meeting is recorded or personal data is shared with third parties, explicit consent may be required. Participants should be informed in advance, with the option to opt out where possible.

2. Contractual Necessity
When video conferencing is essential to fulfilling a contract (e.g., remote legal consultations or telehealth services), data processing is justified under contractual obligations.

3. Legitimate Interests
An organisation may process data based on legitimate business interests, provided it does not override individual rights. Internal meetings for operational purposes, for example, could fall under this category. However, a clear justification and risk assessment are often needed.

4. Legal Obligations
Certain industries have regulatory obligations requiring data collection. For legal proceedings or compliance audits, video conferencing providers may be lawfully obliged to retain relevant meeting data.

Managing User Rights Under GDPR

Video conferencing platforms and their users must facilitate GDPR rights for individuals. These include:

The Right to Access – Users should be able to obtain a copy of their data, including chat histories, meeting logs, and participant lists.

The Right to Rectification – Individuals must be able to correct any inaccuracies in their personal information.

The Right to Erasure (Right to be Forgotten) – Users can request deletion of their data, such as personal details stored by the conferencing provider or meeting hosts.

The Right to Restrict Processing – Individuals may limit how their data is processed, especially in cases where accuracy is disputed or held for legal reasons.

The Right to Data Portability – Users should be able to transfer their data between services, requiring platforms to provide information in a structured, machine-readable format.

Privacy settings and administrative controls should be designed with these rights in mind to ensure compliance.

Security Measures to Reduce Data Protection Risks

Data breaches are a significant concern for video conferencing. Failure to secure sensitive data can lead to regulatory penalties and reputational damage. Both service providers and business users must incorporate strong security practices:

End-to-End Encryption – Encrypting data in transit and at rest helps prevent unauthorised access. Some platforms offer end-to-end encryption as an option, while others apply default encryption but retain decryption keys. Businesses handling sensitive information should prioritise solutions with strong encryption protocols.

User Authentication – Implementing multi-factor authentication (MFA) ensures only authorised participants access meetings. Strong password policies further reduce security vulnerabilities.

Access Controls and Meeting Settings – Hosts should restrict meeting access to authorised participants, disable automatic recording unless necessary, and limit screen-sharing permissions to avoid unauthorised data exposure.

Incident Response Planning – Organisations using video conferencing tools must have a response plan for data breaches. This includes reporting obligations under GDPR, requiring breaches to be disclosed within 72 hours.

Choosing a GDPR-Compliant Video Conferencing Provider

When selecting a platform, businesses should assess provider compliance measures, particularly in the following areas:

Data Processing Agreements (DPAs) – Providers must offer clear agreements outlining data processing obligations. Businesses should review these agreements carefully before engagement.

Server Locations and Data Transfers – GDPR imposes restrictions on transferring personal data outside the EEA. Companies should check whether providers store and process data within Europe or rely on international mechanisms like Standard Contractual Clauses (SCCs).

Privacy Features and Customisable Settings – Platforms should offer controls that allow businesses to limit data collection, disable tracking, or set retention policies to align with internal compliance standards.

Audit Trails and Compliance Reports – Some providers offer logs detailing access records, changes to settings, or security breaches. These help businesses demonstrate compliance.

The Future of GDPR and Video Conferencing

As data protection regulations evolve, video conferencing platforms must continue adapting to stricter compliance requirements. The rise of artificial intelligence (AI) in meetings, such as automated transcription, facial recognition, and real-time analytics, introduces new privacy risks requiring further scrutiny.

Organisations should expect increased scrutiny from regulators, particularly in how platforms handle biometric data, store recordings, and process meeting metadata. Staying ahead of legal developments and ensuring ongoing compliance reviews will remain essential.

Conclusion

Ensuring GDPR compliance for video conferencing requires a collaborative approach between businesses and service providers. Understanding data protection obligations, implementing strong security measures, and respecting user rights are fundamental to maintaining regulatory compliance.

For businesses, the key lies in proactive governance—choosing the right providers, enforcing internal policies, and regularly reviewing data processing practices. With privacy at the forefront of digital communications, organisations that prioritise data protection will not only avoid legal risks but also build trust with their users and stakeholders.