Article Jul 3, 2024 8 min read

The complete guide to secure video conferencing

Dan Honour

Jul 3, 2024 8 min read

Dan Honour

Secure video conferencing is defined as virtual meetings that take place over video, in which confidentiality, integrity, and availability of the meeting are maintained. This ensures that only authorized participants are granted access to the secure video meeting and the data shared within that meeting remains private and unaltered.

Secure video conferencing is essential for protecting sensitive information, as well as maintaining privacy and the integrity of communication, typically within highly regulated and compliance-focused industries, such as defense, justice, government, healthcare, and others with similar requirements.

Learn more about Pexip's secure video meeting solutions for self-hosted environments and private clouds

Why secure video conferencing matters: industry overview

Secure video conferencing is often essential or expected in industries with strict compliance requirements, especially in terms of data privacy protection, in addition to business continuity or disaster recovery.

Find out the privacy and security questions you should be asking in your company

Defense

The Defense industry needs to protect classified information exchanged over video conference that, if compromised, could threaten national security. Military video conferencing solutions are designed to meet the stringent requirements of defense operations.

Defense departments must select communication and collaboration software and services that enable secure communication channels for military personnel, such as in air-gapped or sovereign cloud environments that follow zero-trust principles and can provide continuous authentication monitoring throughout every call.

Learn more Pexip's solutions for defense collaboration services

Government

Video conferencing is changing government-to-citizen and internal government communication. With strict requirements to protect classified information from unauthorized access and to ensure citizen privacy, public safety and federal organizations require a secure video conferencing solution to stay compliant and manage potential risks.

Lear more about secure video conferencing for government by Pexip

Healthcare

Patient confidentiality is a key driver of secure video conferencing for healthcare. In many countries, this is mandated by law, such as HIPAA in the U.S. A HIPAA-compliant video conferencing platform means that patient data is protected during telehealth sessions, upholding the privacy and security of medical information. Using a HIPPA-compliant telehealth platform is essential for healthcare providers to comply with regulations related to patient privacy.

Learn more about Pexip Secure meetings for healthcare

Enterprise

Enterprise video conferencing software has emerged as a mainstay in corporate communication, enabling hybrid work models and facilitating global connectivity. These video meetings may include discussions on proprietary information, client data, or other confidential information that may impact the business. Secure video conferencing also plays an important role in enterprise business continuity planning, ensuring that a back-up solution is always available during a crisis.

Learn more about enterprise video conferencing solutions by Pexip

Justice

Legal proceedings involve sensitive information that must remain confidential. Justice systems require secure video conferencing solutions that uphold the required confidentiality, such as attorney-client privilege, and comply with relevant privacy and data protection laws. This means that the platforms used in virtual courts or for court video conferencing sessions must be designed to maintain this level of integrity and minimize any potential risk of breach.

Learn more about Pexip Secure meetings for Justice

3 key aspects of secure video conferencing

1. Security and authentication mechanisms

Not all meetings require the same level of access control. Essential security features for secure video conferencing include encryption, authentication mechanisms such as two-factor authentication (2FA), and access controls like PINs, waiting rooms, role-based access control (RBAC), attribute-based access control (ABAC), digital identity management, and audit trails to track meeting activities. Implementing these security mechanisms ensures that only authorized participants can access the meetings and that the data remains secure.

Read how granular can you go when restricting and directing access in video conferencing?

Definitions of access control mechanisms:

Role-based access control (RBAC): RBAC restricts system access based on user roles, ensuring that only authorized users can access certain functions and data. Implementing role-based access control helps organizations manage permissions and maintain secure access to sensitive information.

Attribute-based access control (ABAC): ABAC evaluates attributes or characteristics to determine access, providing a more granular level of control compared to RBAC. Attribute-based access control allows for flexible and dynamic access permissions based on various attributes, which serves to enhance security.

Digital identity: Digital identity management is crucial for preventing identity theft and unauthorized access during virtual meetings. Ensuring compliance with privacy regulations and maintaining trust in digital interactions are important components of secure video conferencing. Effective digital identity management helps organizations secure their virtual meetings and protect against unauthorized access.

2. Data control and sovereignty

Knowing where your data is stored and ensuring it is controlled by the customer rather than a third party is an important part of secure video conferencing. Data sovereignty means that data is stored within the jurisdictional boundaries preferred by the organization, as a mitigation measure to prevent unauthorized access. Effective data control and data access control mechanisms are vital for maintaining the security and privacy of the data.

Download Pexip’s guide to data sovereignty regulations.

For the highest level of security, deploying secure video conferencing solutions on an air-gapped network is ideal. For broader communication needs, deploying in your data center or a hosted data center provides a balance between security and accessibility. Air-gapped solutions and air-gapped environments offer enhanced security by isolating the network from external connections.

3. Meeting classification and security hierarchy

Classifying your meeting types based on the topics discussed and content shared is essential. Implementing visible classification labels within meetings helps participants adhere to the appropriate security protocols. Sensitivity labels or classification labels provide clear indicators of the security requirements for different types of meetings.

Risk-pyramid-light-Security-hierarchy

Buyer's checklist: 10 things to look for in a secure video conferencing provider

1. Certifications and compliance

Look for secure video conferencing providers that offer the reliability and robustness required, even at levels expected in defense alliances. For example, in NATO, compliance with Federated Mission Networking (FMN) and standardization agreements (STANAGS) are protocols that ensure interoperability and cyber security for NATO forces and their partners.

Tip! A policy engine can be an advantage in terms of compliance requirements for video conferencing, as it allows for customization of meeting access based on user roles, locations, and other criteria. This ensures that only authorized participants can join or interact in the virtual meeting. It also provides a robust framework for managing security, which enhances the overall security posture of an organization’s communications infrastructure.

Read Pexip’s guide to compliant collaboration solutions.

2. Track record (of breaches) and level of customer trust

Evaluate the provider’s history with video conferencing security breaches and review testimonials from trusted customers. Understanding the best practices for secure video conferencing and assessing the provider's security measures are essential steps when evaluating a secure video conferencing solution.

Explore Pexip’s trust center to learn more about our commitment to security.

3. Investment in innovation

Video conferencing providers that continually invest in security innovation and maintain technology partnerships are likely to be at the forefront of advanced and secure solutions. Evaluate the flexibility of the platform and the ability to implement custom video conferencing solutions, while simultaneously ensuring the provider’s commitment to security and ongoing innovation.

Read about Pexip's commitment to innovation and partnerships that are bringing secure video conferencing solutions to more people: Avaya, Poly, Cisco, Nvidia, Genesys and Rocket.Chat.

4. Disaster recovery and business continuity

Business continuity and disaster recovery planning are essential for organizations to ensure uninterrupted service. A video conferencing solution should be part of any business continuity plan. Consider the provider’s ability to offer either a primary or secondary solution that can remain operational during a crisis so that communications is maintained no matter the situation.

Learn more about Pexip's business continuity and disaster recovery solutions.

5. Data control

A video conferencing provider should offer organizations the ability to control their own video conferencing data, even at the most extreme levels, such as air gapping without compromising connectivity. Consider the types of effective data control mechanisms that the provider employs to ensure that only authorized users can access sensitive information.

Read how security-conscious organizations approach video conferencing.

6. Modern sovereign cloud deployment

Deploying the video conferencing solution in a sovereign cloud ensures all data remains within the chosen jurisdiction, preventing unauthorized foreign access. Deploying on a sovereign cloud offers a trusted environment for data storage and processing, including video conferencing data.

Read how to choose a collaboration tool to gain data sovereignty.

7. Branded video meetings

A video conferencing solution that allows for the branding and customization of the interface can enhance the user experience. Customized and branded video meetings reinforce the organization’s identity and deliver a cohesive brand experience for the users.

Read why it is important to build trust through a familiar branded interface

8. Integrations with existing devices (interoperability)

To ensure that all meeting rooms and devices connect to any type of meeting, it’s important to use an interoperable video solution. Interoperability means that organizations can connect existing video conferencing equipment to current and future meeting platforms, so that different technologies work seamlessly together.

9. Ease of management

A user-friendly management platform that provides real-time and historical data, traffic, and issues, along with a full audit trail, is essential. Effective video management platforms offer comprehensive monitoring and management capabilities.

Learn more about how you can effortlessly manage your organization’s video conferencing systems with Pexip Enhanced Room Management (ERM).

10. Advanced access control policies

Implementing video conferencing software that enables the automation of classification-based access and supports IT security stacks is crucial. Role-based access control and attribute-based access control solutions provide advanced security mechanisms for managing access and permissions.

Typical video conferencing equipment and devices

Today’s typical meeting rooms often use SIP-based video conferencing endpoints or vendor-specific solutions, such as Teams Rooms or Zoom Rooms.

For video conferencing on mobile devices, these typically rely on proprietary apps, such as FaceTime, or WebRTC for web-based connectivity to a video solution.

Leading secure video conferencing solutions & collaboration tools

Pexip Secure Meetings

Pexip offers a complete, advanced video meeting solution that runs on any device, in any infrastructure, without connection to a public cloud. Pexip Secure Meetings is secure by design, enabling organizations to meet stringent privacy and security requirements, ensure compliance, and maintain complete data control.

It uniquely offers:

Modern user experience (UX) for all participants and devices
Fully customizable platform
Quick setup and deployment with an "in-a-box" solution
Reliable and robust performance for controlled IT environments
Advanced security features to safeguard meetings and protect users

Poly Clariti

HP/Poly had a need for a modern software platform to replace their on-premises offering. The strategic partnership with Pexip allows them to service their most security conscious customers whether through on-premises, private cloud or air-gapped deployments. This is known as PrivateConnect powered by Pexip.

Avaya Meeting Server

Similarly to HP/Poly, Avaya had a requirement to replace their on-premises platform and offer a modern, industry-leading, on-premises collaboration platform.

Read how Avaya selected Pexip to help support the strict compliance needs of their customers in high-level government and regulated industries.

Skype for Business Server

Skype for Business Server is a collaboration technology that is being phased out, with support until October 2025. Organizations will need to plan for the transition to newer, secure platforms that offer continued support.

Read how security conscious organizations can fill their Skype for Business gap with Pexip

Cisco CMS

Cisco CMS has been a major player in the on-premises video conferencing market.

Since June 2024 Cisco has partnered with Pexip to deliver certified interoperability to U.S. DoD and Federal customers within Impact Levels (IL) 4 to 7 as Pexip is the only company that can offer Microsoft-certified interoperability solutions across the entire spectrum of U.S. Government control baselines and Impact Levels.

Read about Cisco and Pexip Partnership.

Rocket.Chat and Mattermost

These open-source platforms offer end-to-end encryption and complete control over data and user privacy, making them ideal for meeting secure communication needs. Rocket.Chat and Mattermost, both of which are self-hosted (on-premises) solutions, can be combined with Pexip’s secure, on-premises meeting solution to offer a complete, secure communication and collaboration package, complete with customization capabilities and full control.

Open-source options

Solutions like Jitsi provide flexible and cost-effective alternatives, supported by a community-driven approach. Open-source video solutions can offer customizable and secure communication platforms for organizations. However, choosing this option means that your organization is responsible for implementation and maintenance.

Secure meetings Pillarpage (primary solition) header

5 secure video conferencing market trends 2024/ 2025

Overall, there is a strong market movement towards more secure meeting solutions, particularly within highly regulated areas such as government, military, healthcare, justice, and others. The attention on more secure video conferencing solutions is primarily driven by geopolitical events, the increased willingness to invest in cybersecurity, along with corresponding budget allocation, and more stringent internal compliance requirements.

Here’s a look at 5 trends impacting video conferencing.

1. Growing security concerns worldwide

Data breaches represent one of the most significant security concerns in video conferencing. Unauthorized access to video meetings can lead to the exposure of sensitive information such as confidential business data, personal information, and intellectual property. Data breaches can occur due to various vulnerabilities, such as inadequate encryption or weak authentication mechanisms.

Quantum computing poses a future threat to encrypted video conferencing due to its potential to break conventional encryption algorithms, essentially rendering current encryption methods ineffective.

Human error remains a critical video conferencing security risk. Despite having advanced security technologies in place, humans can inadvertently compromise the security of the meeting through weak passwords, sharing links, lack of updated software and if they fall victim to a phishing attack, for example.

Read our 2024 predictions for cyber security.

2. Increasing cybersecurity regulation

As a response to a growing cyber threat landscape and the increased frequency and severity of cyber-attacks, governments are responding with stricter cybersecurity regulations and requirements, and accelerating the adoption of these measures into law, such as NIS2 in the European Union.

Read the Pexip security teams top 3 tips for getting NIS2 ready.

3. Protection of AI data

With the efficiency gains that AI brings, it also introduces new risks to organizations in terms of AI data. Ensuring the privacy and protection of the AI data is paramount in regulated industries and particularly when the meeting contents are sensitive or even confidential. Organizations must now take measures to safeguard their AI data and mitigate the risk of unauthorized access.

Read who should care about AI privacy and security?

4. Self-hosted vs public cloud

With continually emerging cyber threats and increased regulation around data privacy and protection, more organizations are opting for hybrid options in terms of hosting their video conferencing solution. This means a combination of on-premises and cloud-based solutions, enabling the organization to reap the advantages of the cloud while retaining data control through self-hosting, which may support cost optimization.

Private cloud solutions are also on the rise in response to increasing data sovereignty requirements in some countries, and more sovereign cloud solutions are available. Large cloud providers, including the hyperscalers Azure and Google, are investing in sovereign clouds to serve regions where this is required.

Read about Pexip deployment options and the flexibility they provide.

5. Open source vs. proprietary solutions

There is a growing trend in Europe for companies to “own” their code. At the same time, we see a push towards open source, particularly in government. Pexip, for example, is a proprietary solution with open standards. However, while we mainly offer proprietary solutions, we actively contribute to and rely on open-source communities, sharing our code with these communities.