Working within a secure environment is a priority for any business that handles sensitive information. Whether maintaining client confidentiality or keeping employee files as secure as possible, being aware of the dangers of poor security protocols and having a plan of action is critical.
Many companies rely on popular, consumer-built platforms that, while looking professional, are not always as secure as you’d expect. Platforms such as Cisco Webex, Microsoft Teams, Slack, WhatsApp, Zoom, and many others attract millions of users across the globe, providing convenient and quick communication, which accelerated further during the pandemic with more employees working from home or remotely.
However, are they the most secure collaboration platforms for a work environment?
Workstream Collaboration Tool Market size is projected to grow at a CAGR of 17.28% during the forecast period 2022-2027 and reach US$15,208.66 million by 2027. According to Gartner, organizations need to consider which business collaboration platform to use that carefully matches their requirements and continues to meet their industry regulations.
Consumer platforms, while widely used, often lack the robust security features necessary for a private and compliant collaboration environment. Many of these platforms collect and analyze metadata, such as communication patterns, user locations, and contact interactions. This data is frequently used for targeted advertising or stored indefinitely on third-party servers, creating significant data security risks.
Another major issue with these platforms is their limited customization options for team collaboration. Many fail to provide granular permissions, which are essential for managing how users access files and information. This lack of control can lead to data breaches, especially when unauthorized users inadvertently share or access confidential files. For regulated industries like healthcare and finance, these vulnerabilities can result in non-compliance with data protection standards, leading to hefty fines and reputational damage.
Additionally, large-scale cloud collaboration providers like Microsoft Teams and Cisco Webex often prioritize scalability over user security. This leaves sensitive organizations, such as government agencies or enterprises, without robust, secure collaboration tools.
A notable example is Cisco Jabber, which no longer offers on-premises support, forcing organizations to rely on less secure cloud options. These limitations underscore the need for platforms like RealTyme, which deliver full administrative control, factor authentication, and on-premises deployment options to meet the highest security requirements.
When choosing a collaboration platform, many organizations unknowingly rely on tools that leave critical gaps in data security. These choices are often influenced by widespread misconceptions about what makes a platform "secure."
One common misunderstanding is that encryption alone guarantees security. While encryption is a crucial defense, it is just one layer of protection. A truly secure collaboration environment requires additional safeguards, such as factor authentication, digital rights management (DRM) for file sharing, and granular access controls. Without these, even encrypted platforms can become vulnerable to breaches through unauthorized access or human error.
Another prevalent myth is that free collaboration tools are sufficient for business use. Many of these platforms are consumer-grade, designed for convenience rather than stringent security. They often monetize through practices like collecting and analyzing metadata, such as communication patterns and user locations.
This data, stored on third-party servers, poses risks if exploited or mishandled. Businesses must assess whether the cost savings of free tools outweigh the potential exposure to security threats and compliance failures.
Additionally, many organizations overlook the importance of on-premises hosting options. Platforms that only offer cloud-based services may lack the flexibility to meet specific industry requirements, such as keeping sensitive data within certain jurisdictions. This is particularly significant for industries like government, healthcare, and finance, where data sovereignty and strict regulatory compliance are paramount.
To ensure control over your data's privacy, you need total administrative control. This includes complete control over how users access the platform you've chosen, as well as the data shared and collaborated on, without fear of it being shared and used for marketing or other purposes. Many popular employee communication platforms companies use in the workplace simply cannot provide this, like WhatsApp and Facebook Messenger, which are both examples of platforms able to use metadata for targeting advertising and driving profit.
At RealTyme, we do not log any of this data, and we put the administrative power in your hands. As we are a paid subscription business model, there are no targeted ads to be concerned with. Your data is in your hands too, meaning you can automatically delete application data and maintain full data sovereignty to avoid being in breach of data or breaking any internal policies your organization works within.
Frameworks like GDPR, HIPAA, and ISO 27001 set rigorous standards for managing and protecting sensitive information. However, many collaboration platforms fall short of meeting these requirements, leaving businesses exposed to both legal and operational risks.
For example, under GDPR, organizations must ensure that personal data is stored securely and used transparently. Tools that collect metadata or store data on third-party servers outside of regulatory jurisdictions can easily lead to non-compliance.
Similarly, HIPAA requires healthcare providers to safeguard patient information through secure communication and storage protocols. Many popular collaboration platforms lack the encryption standards and access controls necessary to meet these obligations, putting both patient data and organizational reputation at risk.
ISO 27001, a globally recognized standard for information security management, emphasizes the importance of identifying and mitigating risks to data security. Collaboration platforms used in financial institutions, for instance, must not only protect sensitive financial data but also ensure traceability and control over who accesses it. Without features like factor authentication and granular permissions, organizations may struggle to meet these requirements.
The consequences of non-compliance can be severe. In recent years, data breaches have resulted in fines exceeding millions of dollars, alongside reputational damage that can be even harder to recover from. Beyond penalties, non-compliance can lead to loss of customer trust, operational disruptions, and potential litigation.
Whether using screen sharing, file sharing, or discussing confidential information over a voice or video call, this must be as secure as possible. Access to these chats and calls requires secure channels only those invited can access. This prevents data from being intercepted by third parties and those looking to breach data for their own gain. These attempts can have huge consequences for businesses that do not take encryption seriously.
This is why, at RealTime, we use private circles, a feature that ensures that, regardless of the conversation, only intended parties are invited. This creates a virtual barrier that uses end-to-end encryption (E2EE) by default in transit and at rest, a step above most consumer business collaboration platforms, which either do not offer this at all or hide it within their settings.
E2EE should be one of the most important considerations for businesses, as it ensures that bad actors or espionage attempts do not easily intercept any data sent, communicated, or collaborated on.
A recent survey found that many employees are concerned about their companies’ use of less-than-secure collaboration platforms. As many as 41% of enterprise employees have left or considered leaving their roles because of poor collaboration tools, with 62% agreeing that the use of poor collaboration tools stunts business growth overall. This is a common problem when businesses use tools that are not built with privacy by design and instead opt for free or cheap consumer alternatives.
Choosing a secure collaboration platform that prioritizes privacy from day one ensures confidence amongst your employees when they are using it. It ensures that no matter how much sensitive data is being shared or collaborated on, the connection always remains private and secure and leaves a minimal digital footprint.
At RealTyme, our platform is built with privacy by design, and we have no access to your data, unlike other cloud-based software available to organizations. This ensures that your internal and industry data policies are never breached and your team completely controls compliance requirements.
Data privacy should never be compromised, which is why we use strong mutual authentication and multi-device security to enable data collaboration between different devices that is always secure. This means no permanent data storage during collaboration, which minimizes data falling into the wrong hands when used within private circles.
Hosting control over collaboration platforms is critical for regulated industries and governments to maintain data sovereignty, compliance, and operational security. By owning and managing the infrastructure, organizations can ensure that sensitive communications and data remain within their jurisdiction, adhering to local regulations like GDPR or other sector-specific mandates. Hosting control also enables better enforcement of zero-trust architectures and enhances disaster recovery, failover, and resilience capabilities. Furthermore, it mitigates the risks of vendor dependency, allowing organizations to implement customized security protocols, integrate with existing systems like PKI and HSMs, and respond swiftly to evolving regulatory or operational needs. This level of control is essential to safeguarding confidentiality, ensuring interoperability, and protecting against breaches or third-party risks.
Your organization deserves a collaboration platform that doesn’t just meet basic needs but truly secures your data and empowers your teams. With RealTyme, you gain end-to-end encryption by default, full administrative control, and tools designed to comply with the most stringent industry regulations. From secure file sharing to private video calls, RealTyme is built to safeguard sensitive data and protect your organization against potential threats.
Don’t settle for platforms that compromise privacy or leave gaps in security. Switch to RealTyme today and experience a solution designed for businesses that prioritize security, compliance, and effective collaboration. Request a demo or speak with our experts to see how RealTyme can redefine secure collaboration for your team.
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