Is your video meeting secure enough?

Some of the most important conversations in the world are happening on video—across defense, healthcare, finance, and public services. But just as you lock the door to private discussions in person, securing your most sensitive meetings is essential. A breach could impact national security, compromise confidentiality, or expose classified data. 

Not all video meetings require the same level of security. Organizations with strict security requirements differentiate between routine calls and high-stakes discussions. A casual check-in with colleagues? Standard security may suffice. A military briefing or a doctor-patient consultation? That demands a far more secure solution. 

The key is choice. One of the most impactful steps organizations can take is to empower their people with the ability to choose the right meeting solution – one that aligns with the security needs of each conversation, ensuring that security becomes a seamless, natural part of the process. 

What makes one video solution more secure than another? 

At the top of the video meeting hierarchy are the most classified meetings – those in which the risk of breach is simply unacceptable. These are meetings that are typically hosted using an on-premises or private/sovereign cloud service (or a hybrid of the two), as the organization or agency requires full control over the data and the ability to restrict its transmission. 

But securing a classified or highly confidential meeting isn’t just about where it’s hosted. Here are five key factors that help ensure that your meeting is, in fact, secure enough for your purposes:

1. Access control: Ensuring only the right people can join

A meeting is only as secure as its access controls. To keep unauthorized participants out, organizations need: 

• Strong authentication – Multi-factor authentication (MFA) and single sign-on (SSO) ensure that only verified individuals can access a meeting. 

• Role-based access – Not everyone in the meeting needs the same level of access. Some may need viewing rights only, while others can present or record. 

• Zero Trust principles – Never assume trust. Always verify who is joining, where they are joining from, and what level of access they should have.

2. Data sovereignty: Keeping sensitive information under control

Where is your meeting data stored and processed? That’s a critical question. In regulated industries, organizations must ensure compliance with policies such as: 

• GDPR, NIS2, ISO 27001, FedRAMP – Regulations that set the standard for secure data handling. 

• Data jurisdiction risks – Using non-sovereign solutions can mean your meeting data is transferred across multiple jurisdictions, potentially violating compliance policies. 

• Deployment flexibility – Whether it’s on-premises, sovereign cloud, or a hybrid approach, ensuring control over data is key to meeting security requirements.

3. Policy-driven security: Automating control

A secure meeting is not only about who is joining the meeting. It’s also about what they can do while in the meeting. Organizations can automate security controls by: 

• Dynamic policy enforcement – Restricting actions like screen sharing, recording, or external participant access based on security policies. 

• Integration with policy enforcement tools – Solutions like Virtru enable real-time data protection and access control. 
  

4. Additional security measures that make a difference

For meetings handling highly confidential information, additional security features can provide an extra layer of protection: 

• Secure guest access – Guests should have limited privileges and be closely monitored. 

• Watermarking – To prevent leaks, watermarking can identify who captured or shared information.
• One-time meeting links – Prevent unauthorized access by ensuring meeting links expire after use.

5. Auditability: Proving security, not just claiming it

Security is also about accountability. Highly secure meeting platforms should offer: 

• Comprehensive logging and audit trails – Organizations should be able to track who joined a meeting, from where, and what actions they took. 

• Certifications and third-party audits – A provider’s security credentials matter. Compliance with security frameworks such as ISO 27001, FedRAMP, and other industry standards proves a commitment to security. 

Security must be an enabler, not a blocker 

Security should strengthen your communication, not complicate it. The right video solution must integrate seamlessly into workflows, ensuring compliance and privacy without disruption. For highly regulated industries, the risks are too great, and the stakes too high, to leave security as an afterthought. Organizations must choose solutions that protect their most sensitive discussions, ensuring confidentiality, control, and peace of mind every time they connect. 

Looking for a secure meeting solution? Learn more about Pexip Secure Meetings here.