Privacy & Security Etiquette

State retention and access for recordings

If you record, state who will have access and how long it will be kept.

Why it matters: Builds trust and supports compliance.

Applies to: Host / facilitator, Moderator

Use secure sharing for files and notes

Share follow-up files via approved systems with proper permissions.

Why it matters: Prevents data leakage and version confusion.

Applies to: Host / facilitator, Participant

Lock meetings when appropriate

Use waiting rooms, passcodes, and lock the meeting once everyone is in (when appropriate).

Why it matters: Prevents unwanted access and disruptions.

Verify participant identity in sensitive calls

In sensitive meetings, verify who is present and confirm names/roles.

Why it matters: Prevents accidental data disclosure to the wrong person.

Avoid sharing meeting links in public channels

Don’t repost meeting links publicly unless the event is explicitly public.

Why it matters: Reduces risk of unwanted attendees.

Applies to: Host / facilitator, Participant

Be mindful of your physical location

Avoid joining confidential meetings from public places where you can be overheard.

Why it matters: Protects privacy and professional credibility.

Use blurred background when privacy is needed

If your environment is private or distracting, use background blur instead of flashy virtual scenes.

Why it matters: Protects household privacy while staying professional.

Avoid sharing confidential content unintentionally

Ensure only intended content is visible when sharing your screen.

Why it matters: Protects sensitive information and privacy.

Get consent before recording

Ask for consent before recording and explain the purpose and retention.

Why it matters: Supports privacy expectations and legal compliance.

Applies to: Host / facilitator, Moderator

Share only the intended window

When sharing, share a single window/tab—not your entire screen—unless necessary.

Why it matters: Prevents accidental exposure of private content.

Applies to: Presenter / speaker, Sales rep

Sanitize your desktop and notifications

Before screen sharing, close private messages and disable pop-up notifications.

Why it matters: Protects confidential information and reduces distractions.

Applies to: Presenter / speaker

Don’t paste credentials in chat

Never share passwords, tokens, or sensitive identifiers in meeting chat.

Why it matters: Chat logs can be retained, forwarded, or exported.

Applies to: Host / facilitator, Participant

Handle confidential documents carefully

If sensitive documents appear on screen, confirm who can see them and avoid unnecessary exposure.

Why it matters: Protects privacy and reduces compliance risk.