In any public event, privacy can be an issue. Online events raise particular considerations. This document outlines the actions taken by C2021, refers to the privacy statements of key suppliers, and identifies some further steps that delegates should consider.

C2021 Actions

C2021 is taking the following steps to contribute to the privacy of delegate information.

• We require authentication to join the conference and we limit access to the conference to registered individuals.
• We discourage sharing meeting links publicly.
• We use automatically generated meeting IDs rather than using the same ID repeatedly.
• We record video presentations and make recordings available within the platform but we do not record networking events. Note: We are unable to enforce a ban on screen recording by delegates although it is prohibited in the C2021 Virtual Code of conduct.
• We stop video conference meetings at the time indicated in the schedule to break links with all participants and avoid unplanned broadcasts.
• We use a webinar format for all events to exercise better control over exchanges, except in workshops and networking groups which support open discussion, by definition. 
• We will remove individual users from the conference who do not respect the C2021 VIrtual Code of Conduct.

Supplier policies

To ensure the operations of the conference platform, PheedLoop collects some information on participants. PheedLoop’s privacy policy explains what data is collected and for what purpose. The conference will also use Zoom meeting software; Zoom describes its privacy policy online.

Steps for delegates to consider

Delegates can consider a number of steps to increase the security of their information.

• The PheedLoop platform will contain some of your personal information (such as name, affiliation, interest tags). This information and other personal information that you will be able to add will be visible to other participants. It is for you to decide which information you associate with your profile. The more information you divulge, the more likely you are to develop networking contacts, but the less privacy you will have.
• Update your video conferencing software. As security issues arise, many video conferencing companies are updating their software with patches and fixes.
• As a presenter, you can decide whether or not to broadcast your image as well as the background of your office.
• If you share your screen during a presentation, be sure to close all windows and tabs that do not relate to the meeting, and disable pop-up messages from your email and phone.
• Do not share your meeting link and especially passwords in public forums or on social media.
• Do not share sensitive or regulated data during virtual conference meetings. Do not show unpatented/unprotected products or strategies that you do not want to broadcast.
• When you join a meeting, your video camera and microphone may be on by default. Make sure to select the option that is appropriate for you under the circumstances.
• Do not open unexpected video conference invitations or click on links that do not take you to pheedloop.com unless you know that they are legitimate (e.g., Zoom links to workshops).
• Do not accept any unsolicited chat requests from people with a suspicious profile during the event.
• Do not give out your email addresses to other delegates you have reason not to trust.