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Keeping your clients information secure during Zoom video conferencing

Change is inevitable in times of uncertainty. A global pandemic and the concept of social distancing has made working from home the only option for many businesses. When changes are made rapidly, it allows room for improvements but it also leaves room for error. The preferred way to communicate is virtually through video conferencing platforms like Zoom. This includes discussing personal matters, sharing confidential information and technical support in dealing with internet connection issues and user abilities.

Zoom conferences came to fame seemingly overnight. Recently reaching 300 million daily users, they have doubled in numbers since the start of April. This jump has led to a fast-paced introduction to video conferencing and the ability for hijackers to access meetings without an invitation. These hackers have been known to harass individuals and even for sharing user data to Facebook and other platforms. Despite these privacy issues, they have been rectified and the company has ensured that the software updates will account for stronger security using an AES 256-bit GCM encryption. Privacy issues may seem alarming but the benefits of this cloud based communication platform outweighs the initial issues it has faced. What you can do to protect you and your clients meeting data is upgrade to the latest version of the app, Zoom 5.0.  

There are many factors that you should consider when using a video conferencing solution particularly now that more and more people are connecting this way. We have listed a few precautionary measures to put in place below.

To ensure your meeting’s security you must apply settings and authentication measures. Below are some ways to better manage your meetings and ensure the safety of data.

  1. When scheduling a meeting generate your meeting ID automatically. Using your personal ID can be more attractive to uninvited participants as all meetings that you host will be linked to this personal meeting ID (PMI). This may be updated, as Zoom has mentioned giving more control to hosts but at the time of writing, using your PMI is not ideal.
  2. Lock down your meeting to ensure that no one uninvited can attend. When in the office, you wouldn’t leave the door open to your meetings, especially if this meeting showcased your client’s personal information. Not only should you be cautious of the information that you display when sharing screens but you need to close the door and shut down the blinds within your virtual room. Even if your meeting has already begun, when locking a Zoom meeting, there is no way someone can join (even if they have the meeting ID and password).
  3. Turn off participants screen sharing. If you are running the meeting and don’t want any unexpected interrupts, it may be worth disabling participants access to share their screen. This will also ensure that content can be properly managed by you and if the above measures weren’t accounted for and an uninvited attendee joined they couldn’t share any unwelcomed content.
  4. Enable a waiting room for your meeting When initially setting up your meeting, you can opt for users to ‘wait’ for the host to arrive. This will ensure you can manage who is attending the meeting and remove any unwanted guests.
  5. It may seem like a given but when scheduling your meetings – make sure you create a unique password. An easy way to do this is through your default settings. When signing into Zoom, go into your ‘Account Management’ then ‘Account Settings’ and update your password for future meetings. This added layer of security can aid any doubts of uninvited guests accessing your meetings and can be found on the email forwarded to your attendees.

There is no certainty when we will return to the office but we must continue business as usual. Ensuring the safety of your client’s personal information is your responsibility. Securing your meetings with regular updates, locking meeting rooms, using random meeting ID’s and most importantly protecting your meeting with a one off password is essential. Embracing technology is something that may have been forced upon us but when used correctly, it may well end up replacing many of our previous interactions.

If you would like to discuss any of the above points in this article, please contact Accru Melbourne office on (03) 9835 8200.

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Privacy Policy

Confidentiality of Information

All personal information is treated as strictly confidential to Greenfish Marketing. It will never be sold or bartered or otherwise transferred to a 3rd party, without your express permission.

This section details what information Greenfish Marketing collects, why it is collected and how that information may be used.


Collection of Information

In order to utilise some aspects of this website, Greenfish Marketing may require you to provide a certain amount of information. This includes information required to create an ID (such as your name and email address) and preference information (likes/dislikes). We use this information to provide you with a service or a better online experience.

In order to better understand how our customers use this site, we collect and analyse some aggregate information about our site users. This includes such things as what time of day they visit the site, what browser they use and what pages they visit.

Greenfish Marketing logs all activity and maintains audit trails of usage of this site. We use this information in the detection and prevention of fraud and other malicious activities.

Greenfish Marketing will not send a “spam” or unsolicited email or SMS, nor will Greenfish Marketing provide your details to a third party, unless you have given us permission.


Accessing your personal information

If you want to access any personal information we have about you, email us at When making a request, you should specify the type/s of information you want to access. If your request for access is refused, we will give you a written reason for this. We will try and process your request as quickly as possible but may charge you a fee for doing so.


Changing your personal information

If the personal information we hold about you is wrong or needs to be changed, please email us at and we will take reasonable steps to ensure your personal information is corrected.


Email and SMS

When you register your interest, download a free report or complete an online query in any way on this website we will retain this information in order to respond to your query and communicate with you. You can update this information at anytime or opt out of receiving any further marketing communications. If you become a customer of Greenfish Marketing we will need to continue to contact you for development, progress or performance related matters.

If you access the Greenfish Marketing Pty Ltd web site you agree to be bound by the conditions contained in this legal message and further agree that the Courts of Australia shall have exclusive jurisdiction in respect of any dispute arising from this legal message.


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Our website may use “cookies” to enhance user experience. User’s web browser places cookies on their hard drive for record-keeping purposes and sometimes to track information about them. User may choose to set their web browser to refuse cookies, or to alert you when cookies are being sent. If they do so, note that some parts of the site may not function properly.


Earnings Disclaimer

Results may vary from individual to individual in calculating profits, and depend on the industry, capacity, advertising budget and other factors. The sales figures stated above are our own personal sales figures. Please understand our results are not typical, we’re not implying you’ll duplicate them (or do anything for that matter). The average person who follows any ‘how to’ information gets little to no results. We’re using these references for example purposes only. Your results may vary and depend on many factors including but not limited to your background, experience, and work ethic – we make no guarantees whatsoever. All business entails risk as well as massive and consistent effort and action. If you’re not willing to accept that, then we’re not a great fit for you.

When Greenfish Marketing informs you about or makes reference to business opportunities or money-making opportunities, you understand and agree we have made no promise, representation, implication, warranty, suggestion, projection or guarantee whatsoever that you will make a certain amount of money, or any money, or not lose money, as a result of pursuing such opportunities or using our products and services, and that we do not authorize any such promise, representation, implication, warranty, suggestion, projection or guarantee by others.



Greenfish Marketing Pty Ltd assumes no responsibility for the contents of any other web sites to which the Greenfish Marketing Pty Ltd web site has links.

To the extent permitted by law Greenfish Marketing Pty Ltd shall not be liable to any person for any loss or damage which may arise from the use of any of the information contained in this web site. The material contained in this web site is a guide only.



The copyright in the material contained in the Greenfish Marketing Pty Ltd web site belongs to Greenfish Marketing Pty Ltd. Except solely for your own personal and non-commercial use no part of this web site may be copied, performed in public, broadcast or adapted without the prior written permission of Greenfish Marketing Pty Ltd.



To complain about a breach of the Australian Privacy Principles, you can contact us by emailing or write to us at 132 Cremorne Street, Cremorne, Victoria 3121. We will review your complaint and respond to you promptly in writing.


Contacting Us

If you have any questions about this Privacy Policy, the practices of this site, or your dealings with this site, please contact us at:

Greenfish Marketing Pty Ltd
132 Cremorne Street, Cremorne VIC 3121
03 9973 1788
0426 272 644


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