Safe use of video conference systems

Zoom:

• Please use the institute accounts when hosting a meeting
• Share the meeting ID only with the participants of your meeting
• Use a meeting password
• Be aware that unwanted participants may call in and remain invisible
• As a meeting organiser, keep an eye on the dialed-in participants, react immediately when an uninvited participant appears
• Only allow the host to do screensharing
• Disable 'allow removed participants to rejoin'
• Disable file transfers and, as a general rule, never transfer files via the video conference system
• Do not click on 'funky' links
• Behave in chats in such a way that the information could also become public (assume the chats will become public)
• If a VC software or application is used, make sure that it is up to date
• Do not record the video conference without the explicit consent of all participants

Video conferencing and sensitive matters (personnel interviews, job interviews, health data):

• Do not use Zoom or MS Teams in these specific cases (yet), we need a data processing agreement with Zoom on this matter first (e.g., the transmission and storage must be encrypted)
• Check with the TG which providers are safe to use (e.g., anything storing data outside the EU should not be used). This allows you to check whether we have an agreement with the company
• A safe alternative to discuss sensitive matters is BigBlueButton (login with MPI email address and MPI password