A single misplaced message sent over an insecure platform could expose your organization to cyberattacks, leaks, or compliance violations. Yet, many companies still rely on popular tools like Slack, Teams, Webex, or Skype for Business without considering the risks these platforms pose to sensitive company information.
With remote and hybrid work becoming the norm and data privacy is under a microscope, secure team communication is a business necessity. Popular platforms like WebEx, Microsoft Teams, and Slack may dominate the market, but their security and privacy gaps, amplified by the increasing use of AI tools for employee performance analysis, can leave organizations vulnerable.
So, how do you choose the right platform for your team? This article will break down the key security criteria you must consider, compare the strengths and limitations of leading tools, and show how RealTyme offers a better alternative for organizations prioritizing secure communication.
When we talk about choosing the right team communication platform, the first thing most people think of is price and convenience. Usually, data breaches, compliance violations, and cyber threats come as an afterthought.
However, with increasing cyberattacks, AI-based fake identities, and strict data privacy regulations, security simply must be at the forefront. After all, we have to look at a communication platform as more than just a tool for collaboration—it’s a gateway to your organization’s most sensitive information.
To protect your data and ensure compliance, it’s essential to evaluate platforms based on the following key security criteria:
End-to-End Encryption, or E2EE, ensures that information is encrypted on the sender’s device and decrypted only on the recipient’s device. This means no third party—including the service provider—can access the content of your messages or files.
Why does this matter? Without E2EE, data may be exposed during transmission, making it vulnerable to interception by hackers or unauthorized entities. Many popular platforms offer E2EE only as an optional feature or for select communication modes, such as one-on-one chats, but fail to extend the same protection to group conversations or file sharing. A platform that includes E2EE by default eliminates these vulnerabilities and provides peace of mind that your communications are secure, even on shared or untrusted networks.
Data residency refers to where your organization’s information is stored and managed. This is particularly important for companies that operate in highly regulated industries such as healthcare or finance or across multiple regions. Depending on your needs, data may need to be stored in specific jurisdictions to comply with local regulations or to minimize risk.
In the past, organizations often relied on on-premise data storage for maximum control. However, many large-scale providers are now transitioning to cloud-only models, leaving fewer options for businesses that prefer—or require—self-hosted or private cloud solutions.
A flexible platform that offers private cloud or hybrid deployment allows organizations to maintain compliance while giving them control over where their data lives. This can be critical for ensuring adherence to standards like GDPR or HIPAA, which often mandate specific residency requirements.
Privacy by design is a principle that integrates data protection into every aspect of a platform’s development and functionality. It’s not a single feature but a holistic approach to ensuring that user data remains protected at all times. Combined with a zero-trust architecture—a security framework that assumes no user or device is inherently trustworthy—this creates a robust defense against both external and internal threats.
A zero-trust model requires continuous verification of users and devices, limiting access to only what is necessary for specific tasks. This reduces the likelihood of unauthorized access and mitigates damage in the event of a breach.
Many platforms rely on outdated perimeter-based security models, which assume that anyone inside the organization’s network is safe, leaving them exposed to modern attack methods like phishing or insider threats. A platform built with privacy by design and zero-trust architecture ensures proactive, layered security for all your communications.
Administrative control is about giving organizations the tools to manage how their platform is used and who has access to specific data. This includes defining user roles, setting permissions, and monitoring activities to ensure compliance and security.
Why is this important?
Without granular administrative settings, it’s easy for sensitive information to fall into the wrong hands. For example, a team member who leaves the company may retain access to confidential files if their permissions aren’t revoked in time. Robust administrative tools prevent these risks and streamline security processes.
A robust platform offers administrators the ability to monitor user activity, track file sharing, and enforce company policies in real time. It should also integrate seamlessly with systems like Active Directory (AD) for synchronized access control or support eID-based Single Sign-On (SSO) for secure and efficient authentication. Centralized management ensures consistency in permissions and user roles, enabling organizations to maintain strict oversight while enhancing transparency and accountability.
Meeting compliance requirements isn’t optional—it’s a legal and reputational necessity. Laws like GDPR, HIPAA, and the California Consumer Privacy Act (CCPA) impose strict requirements on how organizations manage and protect user data. A platform that supports compliance with these regulations ensures that your organization avoids costly fines while maintaining trust with clients and partners.
Compliance-ready platforms often include features like audit trails, user consent management, and encryption standards that meet legal requirements. Choosing a platform that prioritizes regulatory adherence also future-proofs your organization against evolving data protection laws, which are becoming more stringent worldwide.
Now that we’ve looked at the features your communication platform should have to ensure security, let’s evaluate where some of the most popular tools—WebEx, Microsoft Teams, Skype for Business, and Slack—stand. These platforms have earned their place in the market for ease of use and accessibility, but they often come with security and privacy trade-offs that organizations can’t afford to overlook.
Cisco WebEx has long been a staple in the world of video conferencing, particularly for enterprises. Known for its reliability and ability to handle large-scale meetings, WebEx became an essential tool for businesses adapting to remote work during the pandemic. Its rich feature set includes HD video, screen sharing, and integration with third-party apps, making it a versatile platform for teams.
However, Cisco is increasingly shifting its focus to cloud-based solutions, limiting support for on-premise deployments. For organizations that rely on on-premise hosting to meet strict data residency or compliance requirements, this transition creates significant challenges. In addition, Cisco is phasing out Jabber, its mobile app, which has been criticized for providing an inconsistent user experience. These shifts highlight a broader trend toward public cloud services, leaving fewer options for businesses that require flexibility and control over their data.
WebEx also falls short in critical security areas. End-to-End Encryption (E2EE) is not enabled by default, leaving communications vulnerable to interception during transmission. While WebEx offers encryption for certain communication modes, it doesn’t extend this protection across the board.
What to Like:
- Excellent for large-scale virtual meetings and presentations.
- Offers a suite of collaborative tools, including whiteboarding and document sharing.
Concerns to Consider:
- On-premise hosting is increasingly limited as Cisco pushes WebEx cloud.
- Phasing out Jabber mobile app, which already suffers from a basic user experience.
- E2EE is not a default feature, leaving sensitive data at risk.
- Limited flexibility for data residency and on-premise storage options.
Microsoft Teams quickly became the backbone of communication for many organizations, thanks to its seamless integration with Microsoft 365. It’s a one-stop shop for team collaboration, offering everything from instant messaging and video conferencing to file sharing and task management. With its expansive ecosystem, Teams is particularly attractive to enterprises already invested in Microsoft’s products.
That said, in EEA and Switzerland, regulatory pressures have required Microsoft to unbundle Teams from its Office suite to address monopoly concerns, potentially impacting its adoption and positioning in that region.
Apart from that, Teams faces significant other challenges, particularly when it comes to adoption beyond the office. Many employees find Teams cumbersome or unintuitive for casual use, leading them to turn to unauthorized, less secure apps for communication—a phenomenon known as shadow IT. This opens organizations to risks such as data leakage, compliance violations, and a lack of oversight over critical communications.
In addition to these adoption challenges, Teams has notable privacy concerns. The platform collects and stores metadata about user interactions, which may expose sensitive information if improperly managed. While Teams offers encryption, it doesn’t provide full E2EE for all communication modes, leaving gaps in data protection. Another limitation is the lack of granular control over data residency, which can complicate compliance efforts for regulated industries.
What to Like:
- Fully integrated with Microsoft 365, streamlining workflows.
- Packed with features for collaboration, from group chats to virtual meetings.
Concerns to Consider:
- Limited adoption outside the office, increasing reliance on shadow IT.
- Metadata collection raises privacy concerns.
- No E2EE for all communications, creating potential vulnerabilities.
- Limited data storage flexibility, which can complicate compliance efforts.
Skype for Business, once a trusted name in corporate communication, has reached the end of its lifecycle. While it once offered reliable messaging and calling features with basic encryption, Microsoft officially discontinued Skype for Business in 2021, urging users to migrate to Teams.
The platform’s end-of-life status poses a significant risk for organizations still using it. Without ongoing updates or support, it is increasingly vulnerable to security threats. Moreover, its lack of modern privacy controls and limited scalability make it unsuitable for today’s business needs.
What to Like:
- Historically reliable for secure messaging and small-team communication.
Concerns to Consider:
- No longer supported, leaving users exposed to evolving cyber threats.
- Outdated privacy features that don’t meet current standards.
Slack became a household name for team communication during the COVID-19 pandemic, as organizations scrambled to keep teams connected while working remotely. Its intuitive design, channel-based messaging, and robust app integrations made it a favorite among startups and enterprises alike. Slack excels at creating a dynamic and engaging workspace, with features like custom emojis and real-time notifications.
While Slack has integrated video conferencing capabilities, adoption of this feature remains rare among users. This could be attributed to the fact that most employees are already accustomed to using dedicated video conferencing tools like Zoom or Microsoft Teams, which offer more advanced video and meeting features. Slack’s focus on chat and collaboration may also make its video features feel like an afterthought rather than a core offering, reducing their perceived value in day-to-day workflows.
Additionally, Slack’s security architecture doesn’t quite match its usability. The platform lacks E2EE, meaning that messages and files are not fully secure from third-party interception. Furthermore, Slack’s business model includes data monetization, which means user information may be shared with third parties—a significant concern for organizations handling sensitive data.
What to Like:
- User-friendly and highly engaging for team collaboration.
- Extensive integrations with third-party tools like Google Workspace and Salesforce.
Concerns to Consider:
- No E2EE, leaving communications vulnerable.
- Data monetization practices conflict with privacy priorities.
If the platforms we just discussed leave you feeling uneasy about security, you’re not alone. Many organizations are rethinking their collaboration tools and seeking alternatives that prioritize privacy and compliance without compromising functionality. RealTyme is designed to meet these exact needs, offering a purpose-built solution for security-conscious teams.
Here’s why RealTyme stands out:
One of RealTyme’s core strengths is its commitment to E2EE across all communication modes. This isn’t an optional feature—it’s built into the platform by default. Whether you’re sending a private message, conducting a group video call, or sharing sensitive files, RealTyme ensures your data remains encrypted from sender to recipient.
Unlike platforms that leave gaps in encryption (e.g., only protecting data in transit or limiting E2EE to specific interactions), RealTyme ensures that no third party—including the platform itself—can access or decrypt your information. This is particularly important for organizations managing highly sensitive communications, such as legal teams, healthcare providers, or defense contractors.
Why it matters:
Default E2EE eliminates the need for users to enable security settings manually, reducing the risk of human error. It also ensures consistent protection, regardless of how your team uses the platform, making it a trusted choice for secure collaboration.
The choice of deployment model can significantly impact your organization’s security, compliance, and operational efficiency. Unlike most platforms that offer only public cloud solutions, RealTyme provides flexible deployment options tailored to meet your specific requirements.
Here’s how RealTyme allows you to take full control of your data:
- On-Premises Hosting: For organizations that need complete control over their data infrastructure, on-premises hosting ensures that all information remains within your physical premises. This option is particularly valuable for industries with strict data residency requirements, such as defense, government, and healthcare, where the idea of external storage is simply non-negotiable.
- Private Cloud Hosting: RealTyme’s private cloud solution combines the scalability of cloud computing with robust security measures. This option is ideal for growing organizations that want the flexibility to expand without compromising data protection. Private cloud hosting also ensures that your data is isolated from other tenants, reducing risks associated with shared environments.
- Swiss Public Cloud Hosting: For businesses that want the benefits of a public cloud but with enhanced privacy, RealTyme offers hosting in Switzerland. Known for its stringent privacy laws and strong data protection regulations, Switzerland provides a trusted environment for storing sensitive information. This option is particularly appealing for international organizations seeking a jurisdiction with robust privacy protections.
This level of flexibility ensures that RealTyme can adapt to the unique needs of your organization, whether you’re a multinational corporation navigating diverse compliance laws or a local business prioritizing data sovereignty.
Why it matters:
The right deployment model isn’t just about convenience—it’s about aligning with your organization’s compliance and operational goals. Whether you require the absolute control of on-premises hosting, the balance of scalability and security in a private cloud, or the regulatory advantages of Swiss data residency, RealTyme empowers you to make the best choice for your business. This flexibility sets RealTyme apart in a world where most providers are eliminating options and pushing for cloud-only solutions.
RealTyme’s commitment to privacy begins with its foundation. Privacy by design means every feature—whether it’s file sharing, messaging, or user authentication—is built with data protection at its core. This isn’t a marketing buzzword; it’s a deliberate approach that minimizes data exposure and maximizes user security.
As we mentioned before, the platform’s zero-trust architecture complements this by assuming that no user, device, or system is inherently trustworthy. Every action is verified, whether it’s a login attempt, file access, or communication request. By combining these principles, RealTyme offers robust protection against insider threats, phishing attempts, and other modern cyberattacks.
Why it matters:
Traditional perimeter-based security models are no longer effective in today’s digital landscape, where threats can come from both inside and outside the organization. A zero-trust approach ensures that every interaction is scrutinized, reducing the risk of breaches and unauthorized access.
With RealTyme, your organization remains in control of its data at all times. The platform minimizes metadata collection, ensuring that only the bare minimum operational data is retained. This approach reduces the risk of data misuse or exposure.
Administrators also have access to advanced tools for managing user roles, permissions, and activity monitoring. This level of control is particularly important for organizations handling classified information or intellectual property, where granular access settings can prevent accidental leaks or intentional breaches. RealTyme also provides detailed audit trails, giving organizations visibility into platform usage for compliance and internal security audits.
Why it matters:
Data sovereignty and administrative control empower organizations to enforce their own policies, align with regulatory requirements, and respond quickly to potential threats. By keeping data management in-house, RealTyme ensures that your organization—not the platform provider—holds the keys to your data.
Navigating the complexities of data protection regulations can be daunting. RealTyme simplifies this process by aligning with global standards, including GDPR, HIPAA, and ISO/IEC 27001. The platform includes built-in features like encryption protocols, audit trails, and data residency options that help organizations meet these requirements without additional customization.
For example, GDPR requires organizations to provide transparency around data usage, ensure user consent, and secure data transfers. RealTyme’s privacy-first design ensures that these obligations are met, protecting your organization from legal repercussions and maintaining customer trust.
Why it matters:
Non-compliance isn’t just about fines; it can erode your organization’s reputation and customer relationships. RealTyme’s compliance-ready features make it easier to stay ahead of evolving regulations while focusing on your core operations.
For all our visual thinkers out there, here’s a side-by-side comparison to make things clear. While platforms like WebEx, Microsoft Teams, Skype for Business, and Slack excel in certain areas, they often fall short where security and privacy are concerned. RealTyme, on the other hand, is purpose-built to prioritize these critical features.
This table breaks down the key differences to help you quickly see how RealTyme stacks up against the competition.
RealTyme isn’t just a communication tool; it’s a strategic investment in your organization’s security and privacy. In a landscape where many platforms put convenience ahead of protection—or worse, monetize your data—RealTyme flips the script. It’s built to empower organizations that value control, compliance, and peace of mind.
With RealTyme, you decide where your data lives and how it’s managed. Need an on-premises setup to keep everything in-house? You’ve got it. Prefer the flexibility of a private cloud or the stringent privacy laws of Swiss hosting? RealTyme adapts to fit your needs and gives you real choices, so your communication system works for you, not the other way around.
Let’s face it: many platforms thrive on turning user data into profit. RealTyme takes a different path. There’s no data monetization here, just a laser-focused commitment to keeping your information private. From minimizing metadata to avoiding unnecessary data collection altogether, RealTyme ensures your business stays your business.
Security isn’t assuming everything will go right; it’s preparing for when it doesn’t. That’s why RealTyme employs a zero-trust architecture. Every user, device, and action is verified, whether it’s your top executive logging in or a file being shared across devices.
Whether you’re a small organization with big ambitions or a global enterprise navigating complex regulations, RealTyme scales to meet your needs. The platform evolves with your business, integrating seamlessly as your team expands, compliance requirements shift, or security threats become more sophisticated.
Security doesn’t have to mean sacrificing ease of use. RealTyme combines robust protections with a user-friendly interface, ensuring your team can focus on collaboration without getting bogged down in technical headaches. It’s the best of both worlds: tools that are as simple to use as they are secure.
RealTyme’s approach to secure collaboration is refreshingly simple: no shortcuts, no compromises, and no unnecessary risks. It’s designed for organizations that understand the value of privacy and refuse to settle for anything less.
Ready to take the next step?
Start your free trial or schedule a call with our experts today to see how RealTyme can transform the way your team communicates.
