Video conferencing services assessment

Microsoft Teams is currently on the Services Catalogue and is the preferred solution.


      Acceptable risk level as determined by TPSA1 & DPIA2

      Some residual risk. Exercise caution with this information classification

      Not recommended



      Significant Concerns


Service Company Public Internal Confidential TPSA1 DPIA2 Example Use Cases, Key Risks, Key Features, Additional configurations
Teams Microsoft          
  • Full integration with the rest of Nexus 365 - Ease of set up from Outlook calendar requests - Collaborate on documents directly within the application.
  • Customisable to suit individual teams with users able to create tabs for frequently accessed documents or regularly-used cloud services.
  • Integrations with Word, PowerPoint, Excel, OneNote, SharePoint, Power BI, Delve, Whiteboard and Planner are all built into Microsoft Teams, allowing users to collaborate on a range of files.
  • Recording enabled via an automated service request
  • Privacy concerns; caution should be taken when using privacy intrusive features.  This is reinforced by Open source reporting the ability for Zoom to collect and store personal data (including customer content) and share it with third parties such as adtech. Further advice can be found on Infosec Web pages here:
  • Larger groups or lectures indicate a lower likelihood of discussing Confidential information.
  • Configuration Guidance: When you first go into your account using the web browser,  go through the settings menu and set it up as you want.  This then are your default settings for any future meetings that you might want to set up, either through the browser or the app. If you schedule a meeting and disable screen sharing, follow this procedure:
    1. Select Settings > Screen sharing > Who can share? > Host Only, then save
    2. Go to account management > account setting, turn on waiting room.  The host can now allow in invited participants and uninvited guests will stay in the queue.
    3. From a mobile device, tap the MORE (…) button in the bottom right corner and turn off sharing in Meeting settings.
  • Allows users to host an online meeting with up to 250 participants.
  • Can share any application on their computer in real time.
WebEx Cisco          
  • Combines desktop sharing through a web browser with phone conferencing and video.
  • Whiteboarding, note-taking, and annotation tools to mark-up documents as you share.
Workplace Facebook          
  • Connects everyone in an organization using familiar Facebook features like chat, video calling, posts and groups.
  • Broadcast project updates and achievements across the organization or within teams by posting to the News Feed.
  • Give real-time feedback via comments and reactions. Run polls, connect with colleagues and discover like-minded people in work or interest-based groups
  • There are concerns over the service capacity and the ability to provide for new users at scale.
  • Open-source web collaboration e-learning customisable software.
  • Enables users to conduct web-conferencing and share documents, audio and video files for online learning.
  • Whiteboard feature allows presenters to mark valuable topics in the presentation.
  • Polling feature engages learners and helps the presenter to receive feedback.
  • Desktop sharing feature extends beyond slides and allows moderators to share their screen with the audience.
  • Supports multiple users in a video conference with no cap on numbers of active webcams.


  • A group chat platform for teams to communicate via messaging, voice, and video.
  • Group chats of up to 250 people, video calls for up to 10 people.
  • Real-time captions & meeting recording function.
  • Guests can join from calendar invites, meeting URL’s, Google meeting rooms and third party systems, such as Skype for Business, Polycom, Cisco.
  • The platform provides a dial-in phone number.







  • University provided lecture capture service.
  • Single Sign On - no need for separate logins into Replay Lecture Capture.
  • Secure access for members of the VLE site only.
  • Lecturers can review, approve and release recordings via the VLE tools.
  • Students view the recordings via the VLE course site.
  • Recordings are hosted in the Panopto cloud. No recordings are stored directly within VLE






  • A remote support, remote access and online meetings management software.
  • Remote access to office PC from the road.
  • Screen for remote support.
  • Incorporates chat, file transfer and whiteboard tools, plus remote audio and video, high-definition VoIP, and session recording technology.
  • Remote control features include remote computer restart, printing and install.
  • Pre-built integrations with Freshdesk, zendesk, Avira, and more







  • Features include file sharing, call forwarding, desktop sharing, persistent chat, active in-call controls, smartwatch compatibility.
  • Members can be added from in-company contact databases or external sources and allocated individual permission levels to ensure data protection and security.
  • End-to-end encryption, chat history is securely retained for reference, including shared files and participant activity.
  • Members can see live activity indicators of other participants, including speaking, sharing screen, muted, and virtual hand raising.
  • Participants can filter through view options to see shared screens and participant camera views at the same time or enable single view.







  • Features include customizable branding, team collaboration, engagement analytics, remote access, reporting, and document sharing.
  • Speakers can create personalized virtual rooms using images, content, layouts, and custom functionalities such as a countdown timer, hands up, and more.
  • Enables administrators to create, edit, and distribute recordings of webinars and meetings, as well as automate indexing to help users search for specific content or create bookmarks.
  • Instructors can use the solution to create interactive sessions with polls, quizzes, chat pods, games, simulations, and more.
  • Attendees can upload or modify content and handle access rights for team members
  • Integration with Blackboard LMS, Canvas LMS, Moodle LMS and other services.






  • Cloud-based video conferencing service that connects participants across a wide range of devices and conferencing platform






  • Video and audio telecommunications company in the United States which provides high definition videoconferencing endpoints and accessories, touchscreen conference room phones and a cloud-based video collaboration platform.






  • Open-source multiplatform voice, videoconferencing and instant messaging applications for the web platform, Windows, Linux, macOS, iOS and Android.






  • Browser based online platform for learning and sharing through web conferences and webinars.


TPSA - Third Party Security Assessment:  Is the service provider compliant with the University baseline or does that supplier have a recognised industry standard or a statutory certification.
DPIA - Data Privacy Impact Assessment:  Does the service provider comply with UK legislation such as the Data Protection Act (2018) which implements the General Data Protection Regulations (GDPR). The scoring and residual risks from this assessment will cover all aspects of the act from Privacy to the ability to satisfy Subject Access Requests of any data potentially captured by such services

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