Although this topic appears at the end of the list of protocols, the security and privacy of webinar participants should be a top priority for every (educational) institution. The first step is selecting a platform that complies with applicable regulations, particularly the General Data Protection Regulation (GDPR). Institutions must ensure that participants’ personal data are processed transparently and in full accordance with privacy requirements.
When organizing webinars, it is advisable to use password protection and unique access links to prevent unauthorized access and disruptions (commonly referred to as “zoombombing”). Moderators or technical support staff should have the ability to remove unwanted participants and to control microphones and cameras. If a session is recorded, all participants must be informed in advance and provide their consent. Alternatively, participants may be allowed to keep their cameras turned off if they prefer. Recordings should be stored securely and used exclusively for educational purposes. In addition, it is recommended to avoid storing sensitive data in publicly accessible channels.
During the webinar, principles of digital ethics apply: participants must not record or share content without permission, and all communication should remain polite and professional. The moderator is responsible for monitoring the session and responding appropriately to any instances of misconduct.
For enhanced security, it is recommended to regularly update software and use trusted, verified devices. Particular attention should be given to protecting network connections, for example by using a VPN or secure wireless networks. Adhering to security and privacy protocols fosters trust among participants and helps maintain the professional reputation of higher education institutions in the digital environment.