Are You Working Remotely? Here’s How to Keep Your Online Meetings Secure

October 24, 2024

8 Mins Read

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It’s no secret meetings have moved from boardrooms to virtual platforms, and, naturally, along with this shift, data security has become a concern for many organizations.

While video conference platforms like Zoom, Microsoft Teams, and Google Meet have revolutionized how we collaborate, they have also introduced new security challenges in data protection and privacy.

The infamous “Zoom bombing” incidents that shook the world at the onset of the pandemic were just a glimpse of the potential risks lurking in the digital realm. Today, cybercriminals are exploiting the vulnerabilities of these platforms in more sophisticated ways.

So, how secure are your online meetings, and what can you do to protect them?

The Era of Virtual Meetings

The shift to remote work has led to a surge in the use of video conferencing and online meeting platforms. Zoom’s usage soared during the COVID-19 pandemic, reaching over 300 million daily meeting participants in April 2020.

There’s no denying that video communication has proven invaluable for remote workers, with 43% of users finding it essential. However, with the launch of video conference tools like Google Meet and Microsoft Teams, Zoom’s market capitalization has declined to $18.4 billion.

But this doesn’t mean that individuals and businesses are using fewer video conferencing tools, rather they have more choices when it comes to attending virtual meetings.

With a vast number of online meeting platforms, how confident are we today that our virtual meetings are secure? From managing remote workforces to file sharing, the risks are bigger than we might realize. It’s time we face the reality: the threats are evolving, but are we keeping up?

“One of the most critical issues we faced at the beginning was that in case people work from home, there is a lack of supervision,” Mimi Nguyen, founder of Cafely and a former cybersecurity consultant, told PureVPN. “Without proper monitoring, we might not catch that until it’s too late. Another challenge we had was the use of unapproved apps.”

The Hidden Risks of Virtual Meetings

This exponential growth, while convenient, has exposed businesses to significant cybersecurity risks. A survey finds almost four in five cybersecurity teams agree that recent changes to working practices have adversely affected their organization’s cybersecurity, with one-fifth banning the use of public WiFi in their policy.

Jay Owen, CEO of Business Builders, emphasized the need for caution when discussing sensitive information.

“Personally, I never discuss confidential details on video calls since recordings are possible,” Owen told PureVPN. “For critical meetings, I require encryption, forbid recording, and verify all attendees. With the proper safeguards and mindfulness, virtual gatherings can be secure and effective.”

Zoom bombing might feel like a thing of the past, but new risks have emerged. For professionals who travel or work remotely, attending a meeting on the go is convenient – but it also increases the risk of exposing sensitive information. The FBI has also issued warnings about the dangers of video conferencing, highlighting the increasing number of cyberattacks targeting virtual meeting platforms.

According to a study by Zerify, 97% of respondents admit that they were concerned about protecting privacy and video conferencing data. Moreover, 92% reported that they are aware of security vulnerabilities in video conferencing platforms such as data breaches, unauthorized access, and cyberattacks.

Here are some of the key cybersecurity threats facing virtual meetings today:

1. Data Breaches

Data breaches are one of the most significant concerns associated with virtual meetings. Cybercriminals exploit vulnerabilities in video conferencing software to eavesdrop on conversations, steal shared files, or intercept sensitive data.

According to IBM, the average total cost of a data breach was $173,074 higher when a remote workforce was a factor in causing the breach. Data breaches involving video conferencing software often target sensitive information such as corporate secrets, financial data, and personal information.

Erik Severinghaus, founder and CEO of Bloomfilter, explained, “First of all, it is very important to choose the right meeting platform. You cannot embark on a great adventure without the right gear, right? The same goes for virtual meetings. Look for platforms that emphasize security, such as those that offer end-to-end encryption and strong access controls.”

2. Infiltration and Hijacking of Virtual Meetings

One of the most well-known threats to virtual meetings is infiltration, or “Zoom meeting bombing,” where uninvited participants gain access to meetings. This can happen when meeting links are publicly shared or weak security settings are used, such as not requiring a password. Hackers can also generate random meeting IDs to find unprotected virtual rooms.

In 2020, Zoom reported 500,000 stolen account credentials being sold on the dark web, illustrating the scope of the issue. Meeting hijacking not only disrupts productivity but also poses a significant privacy threat, especially if sensitive information is discussed during the meeting.

“Early in our remote journey, we faced a near miss with
unauthorized access during a client meeting.
This incident pushed us to overhaul our security protocols,
ensuring a safer communication environment for our team
and clients,” Cache Merrill, founder of Zibtek, told PureVPN.

3. Inadequate Encryption Protocols

Many virtual meeting platforms have faced criticism for inadequate encryption protocols. Initially, Zoom meetings only used one-click easy access and point-to-point encryption (P2PE), which left room for unauthorized parties to intercept communications. While Zoom has since introduced end-to-end encryption (E2EE), many organizations still use platforms with weak encryption standards.

Encryption is crucial for securing the contents of online meetings, yet, according to a report, only 17% of businesses use platforms with strong encryption. Also, another news reported that Cisco Webex vulnerabilities enabled attackers to covertly join meetings and gain access to information (name, email, IP address, device info) on meeting attendees without being admitted to the meeting.

Rafay Baloch, CEO and founder of REDSECLABS, explained the risks succinctly, stating, “Virtual meetings are crucial for working from a distance; however, they pose security challenges as well. The issue of Zoom bombing marks the initial phase—entry, data leaks, and phishing schemes can easily transform your virtual meeting into a security crisis.”

4. Vulnerable Endpoints and Networks

The security of virtual meetings doesn’t stop at the software. The devices (or endpoints) used by employees to access these meetings – laptops, tablets, and smartphones – can be vulnerable to exploitation. Unsecured devices can act as entry points for hackers looking to infiltrate corporate networks.

“Implementing a zero-trust architecture is crucial for securing video conferencing in remote work environments,” Harrison Tang, CEO of Spokeo, told PureVPN. “This approach has been instrumental in protecting our sensitive data and ensuring the integrity of our virtual meetings.”

Moreover, Microsoft Teams allows users to connect to any Teams channel from any device, whether it is managed or unmanaged. If you are connected to Teams from an unmanaged device, you may knowingly or unknowingly download sensitive information that can compromise you or your company in the event of a cyberattack.

While screen sharing is a useful feature for collaboration, it can also be exploited if the right precautions aren’t taken. Hackers or unauthorized participants can gain access to sensitive data, such as financial reports, client details, or proprietary business plans, shared during virtual meetings.

In video conferencing platforms, data leakages can occur when video calls are not appropriately secured or when user information is mishandled. This can result in reputational damage, legal and regulatory implications, and financial losses.

Mike Sadowski, CEO of Brand24, added, “Some of our partners and clients use ‘AI Notetakers’ to make notes from the meetings, and there are some good tools that do it, without overstepping the privacy boundaries. But there are also numerous tools, which require access not only to the sound but also the camera, sometimes reading the chat, as well as accessing the URLs pasted in the meeting’s chat.”

One of the cases in point happened in April 2020, when it was revealed that Zoom had inadvertently shared user data with Facebook without obtaining proper consent, highlighting the potential risks of data leakages in video conferencing platforms.

The Growing Need for Secure Solutions

With the rise of cyber threats, businesses need to think beyond just trusting the built-in security of virtual meeting platforms. A Business VPN solution, for instance, can be a game-changer for protecting sensitive communications and access to corporate resources. But not just any VPN – businesses need tailored, affordable solutions that meet their unique challenges.

Gyan Chawdhary, founder and CEO of Kontra, highlighted the importance
of this approach, saying, “While it’s convenient, video conferencing
also brings some serious security concerns that we
can’t afford to overlook. Protecting virtual meetings has become critical
to keeping sensitive business information safe and preventing cyberattacks.”

There are plenty of business VPN solutions available in the market, however, most of them focus on the enterprise level. This is why PureVPN has introduced PureVPN for Teams for small and medium-sized businesses (SMBs), allowing them to secure remote access to the company’s repository.

It offers a reliable, cost-effective solution to help small businesses protect their remote workforce with a centralized admin dashboard, Dedicated IPs, Team Server, and 24/7 customer support. PureVPN for Teams enables you to add up to 50 users to a Team Server, allowing the users to share a single IP address. This setup simplifies access to shared network resources, ensuring that your team can work together efficiently and securely.

Ways to Ensure Your Virtual Meetings Remain Secure

Here are some of the ways to keep online meetings secure:

Opt for a trusted virtual meeting platform with strong security protocols and a responsive support team. Avoid consumer-grade options for business-critical meetings.
Always set a password for your meetings. Even a simple password adds a critical layer of security to keep intruders out.
Keep an eye on the attendee list. Watch for unknown or duplicate participants and remove any suspicious accounts immediately.
Avoid sharing sensitive documents through the video platform’s chat. Instead, use secure file-sharing tools for important documents.
Never share meeting links publicly. Only distribute them through secure channels to authorized participants.
Set specific start and end times for meetings, and make sure to close the meeting room when it’s over to prevent unauthorized access.
Use a waiting room to screen participants before allowing them into the main meeting, especially for larger or open-attendance meetings.
Only click links in the chatbox if they are shared by a trusted participant. Be cautious of unexpected or suspicious links.

Securing the Future of Online Meetings

The world of online meetings has transformed how we work, but the responsibility to protect our digital interactions is greater than ever. It’s no longer just about preventing Zoom bombing – it’s about safeguarding against data breaches, protecting remote team collaboration, and securing virtual meeting platforms.

As Riccardo Ocleppo, founder & CEO of OPIT, said, “It’s crucial for businesses
to use trusted and secure platforms for their virtual meetings.
There needs to be a graphic understanding of potential
threats like phishing attempts and uninvited participants disrupting meetings.”

The reality is that cybercriminals aren’t going anywhere. As long as we rely on virtual communication, we need to stay vigilant. Every business, from small startups to large enterprises, should be asking themselves: Are we really taking online meeting security seriously enough?

If you’re not, it might be time to rethink your approach. Investing in security solutions like PureVPN for Teams can provide peace of mind, ensuring your virtual meetings are protected, no matter where your team is working from.

Stay updated on the latest cyberthreats and best practices by following PureVPN Blog for expert insights and guidance.