Confidentiality Agreement for Virtual Meetings

We do not use the information we receive from your use of our Services, including your meetings, for advertising purposes. We use the information we receive from you when you visit our marketing websites, such as . B zoom.us and zoom.com. You have control over your own cookie settings when you visit our marketing websites. In recent weeks, virtual meetings have become the new normal for many companies. Technological improvements now mean that virtual meetings look similar to face-to-face meetings. However, there is a much greater risk of valuable information (personal and confidential) in a virtual meeting environment. Some of these risks are associated with data collected and disclosed by the provider of the virtual meeting platform itself. Others are caused by accidental disclosures or access to virtual meeting rooms by uninvited third parties. Therefore, it is important for companies to have policies in place that address the need to improve cybersecurity and data protection. The Western Arts Alliance (WAA) has taken this approach to heart with a meeting agreement that lists 10 guidelines that attendees must follow at virtual gatherings. It discusses the possibilities of engagement, the need for time management, and the importance of confidentiality.

WaA developed the principles of the agreement through its committee system. Committee members, including people who traditionally represent marginalized groups, co-created the rules at the beginning of the pandemic. Participants in your corporate meetings may have already signed a standard confidentiality agreement or other form of NDA, but this document may not protect you and your organization from the unique circumstances of a virtual meeting. When attendees join from home or your vacation spots, your company`s trade secrets can be shared with anyone in the room where attendees are sitting. Virtual meetings offer a different dynamic than face-to-face meetings. It`s easy for people to talk about each other, privacy standards are changed, and the format means the distraction is just a tabbed away. So what should we do? There are many video conferencing providers. Brown Rudnick currently uses a platform that we have tested on the road and that has a high level of security adapted to the very sensitive nature of our customers` business. The platform has a useful security feature that allows the host to lock a meeting at any time to prevent others from attending and bring participants into the “waiting room” while others consult in the meeting. Other secure online platforms we`ve considered include Microsoft Teams (it`s a collaboration tool to improve internal communication, so less useful for conferences with people outside the corporate network) and Skype for Business (a useful feature for large meetings is that parties can be grouped based on their loyalty).

In response to COVID-19, businesses around the world are now closed and hundreds of millions of professionals are working from home. We all need to be aware of the additional risks this poses to privacy, data processing and cybersecurity, and be patient before clicking. Your meetings are yours. We don`t monitor them or even record them once your meeting is over unless the meeting host asks us to record and record them. We notify participants via audio and video when they join meetings, when the host records a meeting, and attendees have the option to leave the meeting. For these reasons, it is recommended that all participants in virtual meetings sign a non-solicitation agreement or a separate addendum to their existing non-solicitation agreement in advance. An example of such an addendum form is attached to this article. When we hold confidential meetings with new video conferencing software, we need to take steps to ensure that the chat itself and users` devices remain secure.

Microsoft`s video and audio chat service, Skype, has seen an increase in the number of daily users. The other tools, Cisco`s Webex Meetings and Zoom, also reported record usage of their services over the past two months. Even the Prime Minister used Zoom for Cabinet meetings.2 Tim Wilson, WAA`s chief executive, pointed out that the agreement aims to encourage members to see virtual meeting rooms as a place where people are respected. As a general rule, staff meetings should not be recorded unless it is an articulated business purpose (including as reasonable accommodation) that requires recording of the meeting. .