1. Purpose
This policy establishes security requirements for collaborative computing tools, including video conferencing, virtual whiteboards, document sharing, and other shared platforms used within Speak AI. The goal is to protect sensitive data, prevent unauthorized access, and ensure compliance with cybersecurity best practices.
2. Scope
This policy applies to all employees, contractors, and third parties utilizing collaborative computing tools within Speak AI’s environment, including but not limited to Zoom, Microsoft Teams, Google Meet, Miro, and shared cloud-based document platforms.
3. Security Standards
3.1 Authentication & Access Control
Multi-Factor Authentication (MFA) must be enabled for all collaborative computing platforms.
User access must be granted based on least privilege principles.
External participants must be approved before accessing collaboration sessions.
3.2 Data Protection & Privacy
Meeting recordings, chat logs, and shared documents containing sensitive information must be encrypted and stored securely.
Confidential discussions must be restricted to authorized personnel only.
Screen sharing must be disabled by default and enabled only when necessary.
3.3 Session Security & Monitoring
Meetings and collaborative sessions must have unique passwords or authentication links.
Auto-lock features must be enabled to prevent unauthorized access after a session starts.
Sessions must be monitored for unusual activity or unauthorized users.
3.4 Third-Party Integrations & Compliance
Third-party applications integrated into collaborative computing platforms must undergo security review.
All tools must comply with Speak AI’s Privacy Policy and Third-Party Security Policy.
3.5 Usage Guidelines & Employee Responsibilities
Employees must follow Speak AI’s Acceptable Use Policy when using collaborative computing tools.
Any security incidents related to collaborative tools must be reported immediately.
Sensitive discussions should take place in private sessions with restricted participants.
4. Compliance & Enforcement
Regular security audits must be conducted on collaborative computing tools.
Unauthorized use or security violations may result in access restrictions or disciplinary actions.
5. References & Supporting Documents
Speak AI Privacy Policy: https://speakai.co/privacy-policy/
Speak AI Third-Party Security Policy: https://help.speakai.co/en/articles/9363522-third-party-security-policy
Speak AI Acceptable Use Policy: [Link to Acceptable Use Policy]
6. Contact Information
For security concerns or policy clarifications, contact [email protected].
This policy is subject to periodic review and updates to align with emerging security threats and best practices.