Is your video conferencing solution GDPR compliant?

In the era of hybrid work and globally dispersed workforces, video conferencing has become a mainstay in terms of how we interact and collaborate. But with its advantages come equal parts responsibility. The EU’s General Data Protection Regulation (GDPR) imposes strict requirements on the handling of personal data, and selecting a compliant video conferencing solution is essential to stay aligned with regulations. 

What GDPR means for video conferencing tools  

GDPR compliance is a non-negotiable for companies operating in Europe or handling the data of European citizens. A compliant video conferencing tool must meet specific requirements requiring data hosting, processing, and transfer. 

Consider how and where the video conferencing solution is hosted 

For European companies, GDPR compliance makes it challenging to use non-European cloud services to host video conferences. If your video conferencing tool transfers data outside of Europe, you are obligated to ensure that the country provides an “equivalent level of data protection” to GDPR.  

Cloud services in the US and other non-EU regions are subject to local laws such as the US Foreign Intelligence Surveillance Act (FISA) Section 702. These laws can conflict with GDPR, as they may require the service provider to grant access to data upon request of US authorities.  
 
GDPR compliant alternatives to consider include sovereign cloud solutions, which means the video conferencing solution is hosted in a sovereign cloud within the EU, ensuring the data remains subject only to EU laws. Alternatively, deploying a video conferencing tool on-premises grants full control over data storage and processing, thus reducing compliance risks.  

Know what the video conferencing provider does with your data 

When using a video conferencing tool, it’s not just about where the data is stored but also how it is processed and transmitted. GDPR requires organizations to ensure that their data processors, including video conferencing providers, comply with its principles.  

Key questions to ask your video conferencing provider include: 

• What happens during data transmission? Even if hosted in the EU, data routed through or accessed by entities outside of the EU may become subject to foreign surveillance laws.  

• Does the provider share data with third parties? GDPR mandates transparency and limits the use of personal data to purposes explicitly agreed upon by the data subject.  

GDPR compliance is more than just ticking boxes 

For European companies, where your data is hosted, how it’s transmitted, and what’s done with it matter deeply. Organizations must prioritize video conferencing solutions that:  

• Offer hosting options within Europe or through sovereign clouds. 

• Provide transparency and control over data processing. 

• Adhere to GDPR’s strict data protection standards.

By choosing a compliant solution, companies can safeguard personal data, build greater trust with their stakeholders, and avoid any potential regulatory penalties.  

Learn more about how we can help ensure GDPR compliance in video conferencing.