Security is an important theme within housing associations and extra important when it comes to paperless meetings. After all, how do you ensure that you can safely exchange privacy-sensitive data within an online meeting environment? How do you safely invite outsiders? And how do you keep a grip on your data, without losing flexibility? In this blog we will discuss security and GDPR legislation around Easy2Meet and Microsoft 365.
To understand how Easy2Meet protects your data, we need to look at the foundation of the software. Easy2Meet is basically an add-on for Microsoft 365. The software adapts like a chameleon, to the security principles within your organization's own Microsoft 365 infrastructure. This guarantees a seamless integration. The GDPR legislation is fully complied with and secured from Microsoft. This basis ensures a thorough security and protection of personal data and other sensitive information.
Unlike several other parties, Easy2Meet never stores your data in an external environment. Because Easy2Meet is a Microsoft 365 add-on, that is not necessary. All your data and meeting documents are only stored in your own environment. Because of this, files do not end up with third parties and you keep control of your data.
There is another way Easy2Meet guarantees GDPR proof meetings. Easy2Meet works with roles and rights: 'role based access'. You can manage these from your own Active Directory. The role someone has, determines which meeting documents this person may or may not view. This way, only someone with the correct rights can view the meeting documents and minutes. This goes for people inside as well as outside the organisation. As a result, your organisation keeps a full control over sensitive information and documents. This security is guaranteed by the Microsoft 365 package.
In order to work as securely as possible, administrators have - in addition to their administrator account - a separate user account for regular use. Administrators use the administrator account only when necessary. For example, to complete a task associated with their job, or to assign certain roles and permissions to employees or meeting participants. Once all management tasks are completed, the administrator logs out and switches to their user account. This provides additional security online.
It is also possible to invite outside parties for an online meeting. Again, you are fully secured in that situation, because as an administrator, you assign certain roles with associated rights and use Microsoft's security principles. If you want to invite external parties, the following options are available:
As an administrator you have control over the policy of inviting external parties to meetings with Easy2Meet.
If you want to take an extra step in the security of your online meeting environment, make use of multi-factor authentication. This allows you to easily and effectively guarantee the security of an organisation. If you choose multi-factor authentication, an employee will receive an extra code, which he or she must use in addition to the normal password. Only when you log in with your password and this extra code, you enter the system. You will receive this extra code via your phone. With Easy2Meet you keep full control over the security of sensitive information, documents and devices.
Easy2Meet offers grip, because it uses your own Microsoft 365 environment. Roles and rights can be managed in your own Active Directory and you can follow your own policy on inviting extras. Want to know more about the security of Easy2Meet? Feel free to request a demo, or schedule a 15 minute talk with our expert Silvan. This can also be done remotely, during an online appointment.