Zero-Trust Architecture in Video Conferencing

Video conferencing has become the backbone of communication for small and medium-sized businesses (SMBs). Whether for recruitment, client consultations, or internal collaboration, reliance on platforms like Zoom, Teams, or embedded solutions has grown rapidly. Yet with this reliance comes heightened exposure to cyber risks. Phishing attempts, meeting hijacking, unauthorised access to sensitive information, and compliance breaches are no longer rare—they are everyday concerns for IT leaders and security officers.

A stark reminder of these vulnerabilities came in March 2024, when it was widely reported that a Russian cyber-attack intercepted a German military video call in which senior officers discussed long-range missiles and potential targets. The breach occurred because the meeting was conducted over a non-secure communications channel, highlighting how even the most critical conversations can be compromised when robust safeguards are absent. If a national defence force can fall victim, SMBs relying on generic or non-compliant tools are even more exposed.

Traditional perimeter-based security approaches are no longer sufficient in a hybrid workplace where users, devices, and applications operate beyond the corporate firewall. This is where zero-trust architecture (ZTA) comes in. By embedding zero-trust principles into video conferencing, organisations can protect sensitive data, ensure regulatory compliance, and maintain trust with clients, employees, and stakeholders.

This article explores the principles, strategies, and implementation roadmap of zero-trust architecture in video conferencing. It offers actionable guidance for decision-makers weighing the risks of non-compliant tools against the benefits of zero trust architecture, and it highlights how secure, integrated platforms can provide both protection and a competitive edge.

Table of contents

1. What is zero-trust architecture?
2. Principles of zero-trust architecture for video conferencing
3. Strategic benefits of zero-trust in video conferencing
4. Build vs. buy: embedding zero-trust into video conferencing
5. How Digital Samba aligns with zero-trust architecture
6. Steps to implement zero-trust security in video conferencing
7. Best practices for IT leaders and security officers
8. The business case for zero-trust video conferencing
9. Conclusion

What is zero-trust architecture?

At its core, zero-trust architecture is a security model that assumes no user, device, or application should be inherently trusted—whether inside or outside the organisation’s network. Every access request must be verified, authenticated, and authorised. This model shifts from the outdated “castle-and-moat” strategy, where once inside the network perimeter, users had broad access to systems and data.

In the context of video conferencing, zero-trust means that:

• Every participant must be authenticated before joining. This ensures that only verified individuals gain access, reducing the risk of impersonation or unauthorised entry and attendance.
• Access to video sessions and shared content is strictly controlled. Role-based permissions guarantee that participants only see or interact with information relevant to their responsibilities.
• Data, including chat logs, recordings, and transcripts, is encrypted and monitored. This provides both confidentiality and traceability, allowing organisations to demonstrate compliance during audits.
• Devices used to connect are continuously validated for compliance. By enforcing policies such as OS patching and antivirus updates, organisations minimise vulnerabilities introduced by insecure endpoints.

The benefits of zero trust architecture are especially relevant to SMBs, which often face resource and financial constraints but must still meet stringent data protection and security requirements. By embedding zero-trust into video communications, organisations can prevent unauthorised access, ensure compliance, and safeguard sensitive business information.

Why video conferencing requires zero-trust

Video conferencing is now a critical vector for both productivity and risk. SMBs use it not just for daily team catch-ups but also for:

• Recruitment and virtual interviews.
• Board and executive meetings.
• Sales calls and client pitches.
• Sharing intellectual property (IP) or confidential strategies.

The nature of these sessions makes them attractive targets for cyber attackers. Common risks include:

• Meeting hijacking (Zoombombing): Uninvited users disrupting meetings.
• Data leakage: Sensitive discussions recorded and leaked.
• Credential theft: Stolen meeting links or weak authentication were exploited.
• Regulatory non-compliance: Inadequate protection of personally identifiable information (PII) or health data, breaching GDPR or HIPAA requirements.

With hybrid and remote work blurring the traditional network perimeter, businesses cannot rely on VPNs or firewalls alone. Zero-trust provides the granular, identity- and context-based control required to secure video conferencing.

Principles of zero-trust architecture for video conferencing

The National Institute of Standards and Technology (NIST), belonging to the US Department of Commerce, and thought leaders in cybersecurity highlight several key principles of zero-trust security, which, when applied to video conferencing, ensure sessions remain secure, compliant, and user-friendly.

1. Verify explicitly

Authentication should go beyond usernames and passwords. For video conferencing platforms:

• Multi-factor authentication (MFA) is mandatory for hosts and participants.
  
  
• Single sign-on (SSO) integrates with identity providers like Okta or Azure AD.
  
  
• Contextual factors (device health, location, time of access) determine trust levels.

2. Least privilege access

Not every participant needs full control. By applying least privilege:

• Guests may only view content without screen sharing rights.
  
  
• Recording privileges can be limited to compliance officers.
  
  
• Breakout room access is assigned by role and necessity.

3. Assume breach

Always operate under the assumption that compromise is possible:

• End-to-end encryption is enabled by default.
  
  
• Sessions are monitored in real-time for anomalies.
  
  
• Alerts are triggered for suspicious activity, such as repeated failed login attempts.

4. Continuous monitoring and validation

Trust is never permanent. For video conferencing:

• Device compliance (e.g., up-to-date antivirus, patched OS) is continuously checked.
  
  
• Session analytics detect unusual patterns, like multiple logins from different geographies.
  
  
• Logs of all interactions—screen sharing, chat, file uploads—are stored securely for audits.

5. Microsegmentation

Even within a meeting, sensitive data should be compartmentalised:

• Legal counsel may access certain shared documents, while external contractors cannot.
  
  
• Recorded content is segmented by department and stored with access controls.

Strategic benefits of zero-trust in video conferencing

Implementing zero-trust in video conferencing brings multiple benefits, especially for SMBs operating in regulated or competitive industries.

1. Regulatory compliance:
   Zero-trust aligns with GDPR, HIPAA, and ISO 27001 standards by ensuring controlled access and secure data handling.
   
   
2. Business continuity:
   By preventing breaches and data leaks, organisations avoid reputational damage and costly downtime.
   
   
3. Scalability:
   Zero-trust frameworks scale easily across hybrid and remote teams, making them future-proof investments.
   
   
4. User trust:
   Employees, clients, and candidates feel secure knowing their conversations and data are protected.
   
   
5. Competitive advantage:
   For companies embedding video conferencing into customer-facing applications (e.g., telehealth, virtual recruitment platforms), zero-trust offers a market differentiator.

Build vs. buy: embedding zero-trust into video conferencing

A frequent dilemma for SMBs is whether to build their own secure video platform or buy an embedded solution that already incorporates zero-trust principles.

• Building: Provides customisation but demands significant investment in development, compliance expertise, and ongoing security management.
  
  
• Buying: Embedded solutions like Twilio, Daily, or Vonage often come with compliance certifications (GDPR, HIPAA-ready) and built-in zero-trust features.

For most SMBs, buying or partnering with a vendor offering zero-trust capabilities is more cost-effective and ensures faster deployment. The key is selecting a provider that supports MFA, encryption, compliance logging, and granular access controls.

How Digital Samba ligns with zero-trust architecture

For SMBs looking for a practical, ready-to-use solution, Digital Samba offers a video conferencing platform designed with security, compliance, and zero-trust principles at its core. Unlike generic conferencing tools, Digital Samba emphasises privacy-first architecture, making it a strong fit for businesses operating in regulated industries such as healthcare, education, and recruitment.

1. Identity and access management

Digital Samba integrates with secure authentication workflows, ensuring that every participant is verified before joining a session. With options for password-protected rooms, token-based access, and SSO integration, SMBs can enforce strict identity controls without compromising usability.

2. Granular access controls

In line with the least privilege principle, Digital Samba provides role-based permissions for hosts, presenters, and attendees. This ensures that sensitive content—such as candidate CVs during recruitment interviews or client documents in consultations—is only accessible to those who truly need it.

3. End-to-end encryption

Digital Samba secures video, audio, chat, and file-sharing channels with end-to-end encryption, reducing the risk of eavesdropping or data leakage. Encryption is applied not just in transit but also in storage, supporting compliance with frameworks like GDPR and HIPAA.

4. Compliance by design

For SMBs navigating complex regulatory requirements, Digital Samba offers data residency options within the EU by default, GDPR compliance, and audit-ready logging. This aligns perfectly with the “assume breach” mindset of zero trust, ensuring businesses remain compliant even under scrutiny.

5. Continuous monitoring and secure infrastructure

Digital Samba is hosted on ISO 27001-certified infrastructure, with monitoring systems that detect suspicious behaviour such as repeated failed logins or unusual access patterns. This supports the continuous validation pillar of zero-trust.

6. Scalability for SMB growth

As SMBs expand, Digital Samba’s API-first design and white-label options allow businesses to embed secure video conferencing directly into their platforms or customer-facing applications. This means companies can deliver a branded experience while benefiting from zero-trust security baked into the infrastructure.

Steps to implement zero-trust security in video conferencing

Implementing zero-trust security in video conferencing requires a phased, strategic approach.

Step 1: Assess current state

• Map how your organisation uses video conferencing (internal, external, recruitment).
• Identify sensitive workflows where compliance is critical.
• Audit existing platforms for authentication, encryption, and access control gaps.

Step 2: Define policies and requirements

• Establish security baselines (e.g., MFA mandatory for all participants).
• Set compliance requirements for data storage and retention.
• Determine roles and access privileges for employees and external stakeholders.

Step 3: Select or adapt the platform

• If building: architect your solution around identity and access management (IAM) and encryption.
• If buying: evaluate vendors based on zero-trust readiness, compliance certifications, and integration capabilities.

Step 4: Deploy and train

• Configure MFA, SSO, and conditional access policies.
• Train employees and managers on zero-trust best practices.
• Conduct role-specific simulations (e.g., how to securely onboard a candidate for a video interview).

Step 5: Monitor and iterate

• Continuously review access logs and threat reports.
• Adjust policies as regulations and threats evolve.
• Use analytics to improve user experience without compromising security.

Best practices for IT leaders and security officers

1. Prioritise identity and access management (IAM): Ensure your IAM integrates seamlessly with video conferencing platforms.
   
   
2. Adopt a cloud-first security strategy: Cloud-native video conferencing solutions often provide built-in zero-trust compatibility.
   
   
3. Embed security into the user experience: Security should not burden users. Frictionless MFA and SSO improve adoption.
   
   
4. Regular compliance audits: Audit logs should be reviewed monthly to ensure policies are enforced.
   
   
5. Vendor risk management: If buying a platform, conduct vendor due diligence, including penetration testing and compliance documentation.

The business case for zero-trust video conferencing

SMBs must weigh the investment in zero-trust against the cost of a breach. According to IBM’s Cost of a Data Breach Report (2025), the average cost of a data breach is $4.4 million. While SMBs may experience lower direct costs, the reputational damage and compliance fines can be existential threats.

Adopting zero-trust in video conferencing:

• Reduces breach likelihood.
• Demonstrates compliance with regulators and partners.
• Enhances trust with customers and recruits.

Conclusion

In a world where video conferencing has become central to business operations, zero-trust architecture is no longer optional—it is essential. For SMBs navigating remote and hybrid work, adopting zero-trust security ensures that every meeting, every participant, and every piece of data is verified, protected, and compliant.

By aligning with zero-trust principles, organisations can strengthen compliance, reduce cyber risk, and maintain the trust of clients, employees, and partners. Whether building an in-house platform or partnering with a vendor, the message is clear: trust nothing, verify everything, and secure your video communications from the ground up.

Sources

1. BBC. (2024, March). Germany admits Russian hack of military video call puts British forces at risk. BBC News.
2. Reuters. (2024, March). Why a leaked German military recording on Ukraine aid is causing an outcry. Reuters. 
3. IBM. (2025). Cost of a data breach report 2025. IBM Security. 
4. National Institute of Standards and Technology. (2020). Zero trust architecture (NIST Special Publication 800-207). U.S. Department of Commerce.
5. Palo Alto Networks. (n.d.). What is a zero trust architecture?
6. Szanowski, P. (n.a.). How to Implement Zero Trust? A Complete Guide. Object First.
7. Andrios, R.. (2024). Mastering Zero Trust Architecture with Okta: A Guide for Technology Managers. Hoop.dev.