Last updated on Jul 7, 2024

Here's how you can safeguard data privacy and security while using new technology at conferences.

As the digital landscape evolves, so too does the technology used at conferences. You're likely to encounter innovative tools designed to enhance the experience, but with new technology comes the responsibility of safeguarding data privacy and security. Whether you're an attendee, organizer, or presenter, understanding how to protect sensitive information is crucial. This article will offer practical advice on maintaining data privacy and security while embracing cutting-edge conference technology.

1 Assess Risks

Before diving into any new technology at a conference, take a moment to assess potential risks. Understand what data will be collected, how it will be used, and who will have access to it. If you're handling registration or are in charge of a presentation, ensure that the technology providers have robust privacy policies in place. Ask questions: Is the data encrypted? How long is information stored? By identifying risks early on, you can take proactive steps to mitigate them, ensuring that personal and professional information remains secure throughout the event.

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Samara Jaqueline de Souza

Advogada Sênior em Direito Digital | DPO e ISO certified by Exin (PDPF, ISFS, PDPP, ISMP)
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Antes da coleta de dados é necessário compreender qual o objetivo a ser alcançado com o uso dos dados, assim, é possível coletar apenas os dados necessários para alcançar a finalidade pretendida, evitando a coleta de dados dispensáveis o que evita exposição ao risco relacionado a essas informações.

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Francisco Lopez

Cybersecurity Officer
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Evaluar riesgos en nuevas tecnologías para conferencias es como prepararse para una travesía en barco. Antes de zarpar, se revisa el clima, el estado del barco y la ruta a seguir. De igual forma, comprenda qué datos se recopilan, cómo se usarán y quién los verá. Pregunte sobre cifrado y almacenamiento. Así, podrá anticipar y mitigar problemas, garantizando la seguridad de la información durante el evento.

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2 Secure Access

One of the first lines of defense in data security is controlling access. When using new technology at conferences, make sure to implement strong authentication methods. For instance, use complex passwords or biometric authentication to protect your devices and accounts. As an organizer, you might consider offering a secure Wi-Fi network with a strong password for attendees to use, rather than relying on public networks that are more susceptible to breaches. Remember, the fewer entry points for unauthorized users, the better.

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Francisco Lopez

Cybersecurity Officer
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Controlar el acceso en la seguridad de datos es como cerrar las puertas de una casa. Para conferencias, utilice métodos de autenticación robustos, como contraseñas complejas y autenticación biométrica, para proteger dispositivos y cuentas. Como organizador, ofrezca una red Wi-Fi segura con una contraseña fuerte, evitando redes públicas vulnerables. Recuerde, menos puntos de entrada para usuarios no autorizados equivalen a mayor seguridad. Así como no dejaría su puerta abierta, asegúrese de que solo las personas autorizadas puedan acceder a su información, reduciendo el riesgo de infracciones y protegiendo la privacidad de todos los participantes.

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3 Update Regularly

Keeping software up to date is a simple yet effective way to enhance security. Before attending a conference, ensure that all your devices are running the latest versions of their operating systems and applications. Developers regularly release updates to patch vulnerabilities that could be exploited by cybercriminals. If you're presenting or involved in organizing, remind participants to update their devices as well. This collective effort can significantly reduce the risk of security breaches during the event.

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Francisco Lopez

Cybersecurity Officer
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Mantener el software actualizado es como vacunarse contra enfermedades. Al igual que las vacunas protegen nuestro cuerpo contra virus y bacterias, las actualizaciones del software protegen nuestros dispositivos contra amenazas. Antes de una conferencia, asegúrese de que todos los dispositivos estén "vacunados" con las últimas versiones de sistemas operativos y aplicaciones. Así como una comunidad vacunada es menos susceptible a brotes, un grupo de participantes con dispositivos actualizados reduce el riesgo de violaciones de seguridad, asegurando un evento seguro y protegido para todos.

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4 Data Minimization

In the context of conferences, "less is more" applies to the collection and storage of data. Be mindful of the principle of data minimization—only collect what is absolutely necessary and do not store it for longer than needed. As an attendee, provide only essential information during registration and interactions. If you're managing a conference app or digital platform, design it to request minimal data from users and have clear policies for data deletion post-event.

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5 Encryption Usage

Encryption is a powerful tool for protecting data privacy and security. When using new technology at conferences, ensure that any transmission of data is encrypted. This means that if you're sending emails, sharing documents, or even messaging other attendees, the information should be protected by encryption protocols such as SSL/TLS. As an organizer, you should also make sure that any databases storing attendee information are encrypted and that only authorized personnel can decrypt the data.

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6 Be Vigilant

Lastly, maintaining vigilance is key to safeguarding data privacy and security. Always be aware of potential phishing attempts or suspicious activity. If you receive unexpected emails or messages requesting sensitive information, verify their authenticity before responding. During the conference, keep an eye on your devices, and report any lost items immediately. Encourage attendees and staff to report any security concerns they may have. A collective effort in being watchful can go a long way in preventing data breaches.

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Christophe Vantongelen

MCSE ▪︎ ITIL ▪︎ Cybersecurity Certified (ISC²) ▪︎ ISO27001 | C-CISO & CISM (ONG)
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L’être humain est la plus grande vulnérabilité dans la stratégie de cybersécurité d’une société. Les gens n’aiment pas les contraintes et même s’il n’y a pas une volonté de nuire, ils trouvent souvent une façon de contourner le problème qui leur fait perdre du temps ou les embête dans leur quotidien. Dans 80% des cas, l’origine d’une compromission des données est imputable à l’utilisateur, qui n’est pas forcément conscients des implications de ses mauvaises habitudes ou son manque d’hygiène cyber. Afin de maintenir la vigilance face aux cyber menaces, il est primordiale de former continuellement le personnel.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Christophe Vantongelen

MCSE ▪︎ ITIL ▪︎ Cybersecurity Certified (ISC²) ▪︎ ISO27001 | C-CISO & CISM (ONG)
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Lors d’une conférence internationale sur la protection des données, je me trouvais au dernier rang de l’assemblée, devant moi, des personnes travaillaient sur leur PC portable en écoutant les orateurs. Je pouvais lire le contenu de cinq écrans et pour deux d’entre eux, connaître les paramètres de connexion au portail de leur entreprise. Quant à ma voisine de gauche, elle relisait des documents financiers et reposait chaque feuille lue à portée de vue. Si vous devez absolument travailler dans un lieu public: - si vous utilisez un wifi public alors activez le VPN - placez un filtre de confidentialité sur l'écran - n'emportez pas de documents confidentiels... - chiffrez le disque dur et les supports amovibles - vérouillez votre session

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Here's how you can safeguard data privacy and security while using new technology at conferences.

1

2

3

4

5

6

7

1 Assess Risks

2 Secure Access

3 Update Regularly

4 Data Minimization

5 Encryption Usage

6 Be Vigilant

7 Here’s what else to consider

Conferences

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Here's how you can safeguard data privacy and security while using new technology at conferences.

1

2

3

4

5

6

7

1 Assess Risks

2 Secure Access

3 Update Regularly

4 Data Minimization

5 Encryption Usage

6 Be Vigilant

7 Here’s what else to consider

Conferences

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