Web conferences

Security in the online environment is one of the key concerns of organizers of scientific and professional conferences. Given that events take place via digital platforms, there is a risk of unauthorized access, misuse of personal data, and infringement of the intellectual property of presenters. Participants register with personal data (name, surname, institution, email), research results that have not been fully published are often shared, and recordings of presentations can circulate outside a controlled environment. Therefore, it is necessary to plan security measures in advance and clearly communicate them to all involved.

The platforms used should support user authentication (login via password or unique links), communication encryption (TLS or end-to-end when possible) and the ability to limit access to only authorized participants. Organizers should decide in advance whether the sessions will be recorded and how the recordings will be stored and shared. Transparency about recording increases trust and gives presenters the opportunity to decide whether they want to agree to the distribution of their presentations.

Another important aspect is protection against disruption and abuse, known in practice as “zoombombing” (which has already been discussed earlier in this course). This includes situations where uninvited people join a conference with the aim of disrupting the content or insulting participants. Such situations can be prevented by technical settings such as the waiting room option, limiting screen sharing to only hosts or co-moderators, and quickly removing participants who violate the rules of conduct.

Recommendations for security and privacy in online conferences:

• choose trusted platforms that have security certificates and encryption support
• establish clear rules on the collection and use of personal data, in accordance with the GDPR or other relevant regulations
• enable recording control: participants need to know whether sessions will be recorded and who will have access to the recordings
• limit link sharing: access links should be unique and sent only to registered participants
• use multiple roles to respond quickly to technical or security incidents
• prepare an incident response plan: define in advance who will respond and how participants will be notified
• participant education: brief instructions on rules of conduct, secure use of passwords and how to log in increase the overall level of protection.

Ensuring security and privacy not only protects the integrity of the conference, but also builds trust among participants. When researchers and experts know that their data and work are protected, they are more likely to engage in discussion and share their results more readily.