Video calls have become a permanent fixture of modern work and social life. Whether you use Zoom, Microsoft Teams, Google Meet, or another platform, every virtual meeting creates potential privacy risks — from accidental screen sharing of sensitive documents to uninvited guests crashing your calls. Here's how to lock down your video call privacy.
Essential Zoom Privacy Settings
Enable the Waiting Room
The Waiting Room is one of the most effective ways to prevent unauthorized access to your meetings. It holds participants in a virtual lobby until the host manually admits them. To enable it, go to Settings > Security > Waiting Room in your Zoom account settings. This simple step stops "Zoombombing" and ensures only invited participants can join.
Require a Passcode
Always set a meeting passcode, especially for recurring meetings. Avoid using your Personal Meeting ID (PMI) for public or one-time meetings — PMIs are like a permanent phone number that, once shared, can be used to join uninvited later.
Lock the Meeting
Once all expected participants have joined, lock the meeting from the Security menu. This prevents anyone else from entering, even with the meeting ID and passcode.
Control Screen Sharing
Set screen sharing to "Host Only" by default. You can always grant sharing permissions to specific participants as needed. This prevents attendees from unexpectedly displaying inappropriate or sensitive content.
Disable File Transfer
Unless specifically needed, disable in-meeting file transfer to prevent the spread of malicious files through your meeting chat.
End-to-End Encryption
Zoom offers end-to-end encryption (E2EE) for meetings, which means only the participants hold the decryption keys — Zoom's own servers cannot access the content. E2EE is available on all plans for meetings with up to 200 participants.
E2EE Trade-offs
Enabling end-to-end encryption disables certain features including cloud recording, live transcription, polling, breakout rooms, and join-before-host. Enable E2EE for sensitive meetings where maximum privacy is needed, and use standard encryption for routine calls where you need these features.
Protect Your Background and Environment
Use Virtual Backgrounds
Your physical background can reveal personal details about your home — family photos, mail with addresses, whiteboards with sensitive information, and even your neighborhood through windows. Use a virtual background or blurred background to eliminate this risk entirely.
Check Your Surroundings Before Joining
Before clicking "Join," take a quick scan of your camera view. Look for:
- Mail or packages showing your address
- Personal photos or documents
- Computer screens or monitors displaying sensitive information
- Whiteboards or sticky notes with passwords or project details
Recording and Data Privacy
Know When You're Being Recorded
Zoom displays a recording indicator when a meeting is being recorded, and participants are notified. However, there's nothing stopping someone from using external screen recording software. Treat every video call as if it could be recorded — don't share anything you wouldn't want captured permanently.
Manage Cloud Recordings
If you record meetings to the cloud, review and delete recordings you no longer need. Cloud recordings can contain sensitive conversations, screen shares, and chat messages that persist long after the meeting ends.
Disable Attention Tracking
Some platforms have offered attention or engagement tracking features that alert hosts when participants navigate away from the meeting window. Ensure this is disabled in your account settings — it's both a privacy concern and a trust issue.
Secure Your Account
- Enable two-factor authentication on your Zoom account to prevent unauthorized access
- Use a strong, unique password — don't reuse passwords from other services
- Review connected apps and integrations regularly, removing any you no longer use
- Keep your Zoom client updated to patch security vulnerabilities
Check Your Zoom Privacy Settings
Log into your Zoom account at zoom.us and navigate to Settings > Privacy. Review options for data sharing, marketing communications, and third-party integrations. Disable anything you're not comfortable with.
Tips for Other Video Platforms
The principles above apply across all video conferencing platforms. Here are platform-specific tips:
- Microsoft Teams: Review privacy settings in the Teams admin center. Disable external access if your meetings are internal only.
- Google Meet: Use the "Quick Access" setting to control who can join without knocking. Google Workspace admins can enforce meeting security policies organization-wide.
- Webex: Enable the lobby feature and require sign-in for all participants. Review your Webex privacy settings to limit data collection.
Broader Privacy Considerations
Video conferencing platforms are just one part of your digital footprint. The email address, phone number, and profile information you use for these accounts can be found in data broker databases and used for spam, phishing, and social engineering attacks. PrivacyOn monitors and removes your personal information from over 100 data broker sites, reducing the risk that attackers can use your exposed contact details to target you through fake meeting invitations or business email compromise schemes.
Combined with strong video call hygiene, keeping your personal information off data broker sites creates a much stronger privacy posture for both your professional and personal life.