article Privacy & Security FAQ What is GDPR? The abbreviation GDPR refers to the legal act adopted by the European Union that regulates the principles of personal data protection, which came into force on May 25, 2018. The act aims to ensure an appropriate level of personal data protection of individuals and harmonize the rules regarding data processing in the EU. It applies to every company providing services to EU citizens, even if it is not based in the EU.
Is ClickMeeting required to comply with GDPR? As a company operating under Polish law, ClickMeeting is required to implement and comply with GDPR, like any company that stores or processes the personal data of EU citizens and markets services or products to those citizens, even if the company does not have a business location in the EU.
What does ClickMeeting do to comply with GDPR? In order to ensure compliance of our activities with GDPR we have implemented an information security management system. This includes a number of technical and organizational solutions to ensure information security and the full realization of the rights of data subjects. We regularly train our employees and constantly monitor the current standards to ensure the highest data processing security, making appropriate changes in our organization when necessary. ClickMeeting also conducts periodic internal and external information security audits, including those related to personal data.
What security certifications does ClickMeeting have? ClickMeeting holds a number of certificates which include an ISO/IEC 27001:2022 certificate related to ClickMeeting’s Management System in the context of the ClickMeeting Platform. The certificate was issued by Bureau Veritas Certification.
Where are ClickMeeting data centers located? We cooperate with top European data centres that are highly available, resilient, and can withstand system or hardware failures with minimal impact. This allow our customers to use our products 24 hours a day, 7 days a week. The current list of our data centers, where personal data are hosted is available below:
Data Centre Function Data Processing Location OVH Sp. z o.o. Server hosting services European Economic Area: France, Germany, Poland Hostkey B.V. Server hosting service (applies only to Clients from Russia) Russia Amazon Web Services EMEA SARL Server hosting services European Economic Area: Germany Leaseweb Deutschland GmbH Server hosting services European Economic Area: Germany
Does ClickMeeting process any personal data? Yes, ClickMeeting participates in the processing of personal data, both as a data controller (of ClickMeeting customer data) and as a processor (of customer webinar participants).
Does ClickMeeting collect personal data correctly? At ClickMeeting we care about your privacy and do everything to protect personal data we process. We use appropriate technological and physical security measures to protect your personal data and ensure compliance with the law. For more information regarding the processing of your personal data, see our Privacy Policy available here .
I am a ClickMeeting customer. Who is the controller (owner) of my personal data? ClickMeeting is the data controller as regards personal data of its customers and it processes such data primarily in order to provide access to the ClickMeeting platform. For more information regarding the purpose and scope of data processing, as well as the ways in which your personal data is processed by ClickMeeting, see our Privacy Policy available here .
I am a webinar attendee. Who is the controller (owner) of my personal data? The ClickMeeting customer who has an account on our platform and organizes an event is the controller of the personal data of the webinar attendees. In this case, ClickMeeting acts solely as a personal data processor.
Does ClickMeeting conclude data processing agreements? Yes, because ClickMeeting is a data processor for the personal data of webinar attendees, we create data processing agreements between ClickMeeting and our customers. GDPR specifies the duty to conclude such agreements and standard provisions to include.
Does ClickMeeting make its data processing agreement template available? Yes. ClickMeeting encourages its customers to use the data processing agreement drafted by ClickMeeting that is tailored to the service we provide and assures appropriate security standards. The data processing agreement template can be found here .
Does ClickMeeting use sub-processors in the course of providing the service and the processing of personal data entrusted by its customers? Yes, as it is necessary to provide our services properly and at the highest level. ClickMeeting is a global company that allows you to use the service almost anywhere in the world. Primarily because of that, ClickMeeting engages other entities in the course of providing the service to which it further entrusts the processing of personal data received from customers. This means that there occurs the so-called personal data sub-processing.
Please note that the sub-processing in the sense mentioned above does not include any ancillary services that ClickMeeting orders from other entities to assist in the provision of the ClickMeeting service, such as for example telecommunications services, user support and communication services, auditing or the disposal of data media services. However, also with respect to such ancillary services ClickMeeting concludes adequate legal agreements and takes appropriate measures to safeguard the protection and security of data.
A detailed list of our subprocessors can be found here .
Does ClickMeeting protect the personal data of its customers? If so, how is this data secured? At ClickMeeting, we pay great attention to the proper protection and the processing of persona l data, which is why we use different types of security measures. If you are interested in how we protect your personal data and what kind of technical and organizational measures we apply, please click here for a full description of our security standards.
What type of cookies are placed on webinar pages? Cookies are important technologies used to assure that webinar pages (registration page, waiting room, profile page) operate and are displayed properly. ClickMeeting places different cookies depending on the type of features used by the Customer. The detailed and complete list of cookies and similar technologies that may be used on webinar pages and their description is available here .
How can I manage cookies placed on webinar pages? Since webinar pages (profile page, registration page, logging page, waiting room, thank-you page) are under your control, we understand and accept that you should have the possibility to manage cookies that are placed there. This may be of particular importance for Customers from the European Economic Area and the UK, as the use of particular cookies may require providing certain privacy notice and/or obtaining legally valid consent from visitors and attendees.
To do so, we encourage you to use our integration with the cookie consent management tool, which we describe in more detail here .
Does ClickMeeting use third-party cookies and similar technologies? Yes, ClickMeeting and its partners use cookies and similar technologies (e.g. Session Storage, Local Storage, IndexedDB) on ClickMeeting websites (the Website and the Service). The current list of our partners whose services we use or whose technologies we place on the Website or in the Service and information about is available here . In privacy policies of those providers you can find information on principles, scope and purposes of data collection and processing, as well as information how to disable the default settings of their services and the use of technologies similar to cookies.
Is ClickMeeting secure? Absolutely! Your security is our number one priority, so we offer best-practice security measures. Please refer to this document for details.
How does ClickMeeting work with firewalls? For optimal use we recommend outbound configurations via TCP ports 1935, 80 and 443.
If you wish to organize an event using WebRTC audio-video technology, please make sure that the TCP/UDP port 443 is open.
For optimal use, make sure that UDP is open for all IP addresses available in this document .
Please refer to this document
End-to-End Encryption If you want to ensure the highest level of security for your online meetings, you can use End-to-end Encryption (E2EE). In this mode, even the service provider cannot read the content of the communication.
Note that currently E2EE is not available if you join a room via the ClickMeeting mobile app, but it works if you use the browser-based version on mobile devices.
How to enable E2EE encryption?
If you want to create an encrypted event, when setting up your online meeting, go to the Details tab and enable E2EE encryption with the button. Note that due to the way encryption works, the following features will not be available during the event:
Auto-stream on social media, Auto-publishing to your YouTube channel or Dropbox account, Recording of the event, Breakout rooms, Waiting Room, Livestreaming, YouTube video launching, SMS and email invitations, EDU mode Sharing the event on social media, QR code and phone gateway, Call-to-action button, surveys and tests, live transcription, presentation and virtual whiteboard, Export of chat history, moderation and Q&A mode. The Q&A mode is at your disposal from the chat settings.
In the event room you will find confirmation that the meeting is encrypted.
When is it a good idea to use End-to-end encryption?
E2EE encryption will help you maintain the highest level of privacy. Use it in situations where confidentiality is particularly important, for example, if during a meeting:
You will be exchanging sensitive information (e.g., during business meetings), You will be discussing sensitive topics with your clients or patients, You will be sharing data that only strictly defined people can be familiar with. Can my computer get a virus or malware from attending an event? No, it is not possible. You don’t need to install anything to use ClickMeeting and all files that are uploaded and shared are scanned by anti-virus software on our servers.
How do I change my password? To change your password, log in to your account and hover over your name in the top right corner. From the drop-down menu select Account details , go to Change password and click Reset password . A link will be sent to your email address. Follow the instructions to change your password.
I want to transfer data collected on the ClickMeeting Platform. What and how can I transfer? Below you will find complete information that will be useful if you want to transfer data collected on the ClickMeeting Platform to your own infrastructure or to another provider. We also fulfill the information obligation arising from the EU Regulation 2023/2854 Data Act .
1. How can you export data from the ClickMeeting Platform and transfer it anywhere?
You can export data collected within the ClickMeeting Platform and transfer it anywhere, including to your own ICT infrastructure (information and communication technology resources) or to another provider, using the following methods:
Using the available self-service data export functions in the Account Panel (especially in the Files or Statistics tabs) and in the conference room (if you want to export whiteboard sketches); Using the API, which is extensively described in the developer zone: https://dev.clickmeeting.com/ ; If you have closed your ClickMeeting Platform Account and do not have full access to the Account Panel – by contacting the Customer Success Team via chat or other channels described here: https://clickmeeting.com/contact . However, please remember that the data you collected on the ClickMeeting Platform is stored for a limited time, according to the retention policy adopted by ClickMeeting (more in the Privacy Policy ). We do not impose any technical limits or restrictions on data export (except for standard limits on the number of requests per unit time when using the API). Data processing service on the ClickMeeting Platform does not involve highly complex or costly provider changes, nor does it prevent switching providers without significant interference with data, digital assets, or service architecture.
If you encounter any difficulties exporting data, you can always contact our Customer Success Team.
2. What is the estimated time required to download and transfer data?
The time required to download data depends on how long, how intensively, and which ClickMeeting Platform features you have used. Data export functions in the Account Panel or via API provide data in real-time.
Data export requests submitted to Customer Success Team employees are usually processed within 5 working days. According to the data processing agreement and applicable law, you have at least 30 days to download the data made available to you.
3. What data can you export?
The scope of data exportable on the ClickMeeting Platform includes data generated by you, your users, Event Participants, and the system itself during normal operation. You may configure the scope of data available for export using the API or Account Panel interface. In particular, these can be:
Event sessions, Event recordings, Event recording transcriptions, Event statistics, Chat files, Event Participants’ data, Data of persons registered for Events, Whiteboard sketches, Presentation files, Contact information. 4. What data is not exportable?
Among the exportable data, excluded are those belonging to the category of ClickMeeting trade secrets, especially data related to the architecture of the ClickMeeting Platform infrastructure and application. Examples of non-exportable data include:
Non-exportable data Data not owned by the Client (e.g., system data) Temporary system logs used exclusively for diagnostics Platform structural data (e.g., database definitions, relational structure) Data protected by ClickMeeting intellectual property rights (e.g., graphic libraries)
5. In which formats does ClickMeeting provide data?
We provide data in the following formats:
CSV / XLSX – tabular and event data, ZIP – aggregated export archives, MP4/TXT – conversational content and recordings. Additionally, Customer Success Team employees may provide data in a single compressed .ZIP file secured with a password. The link to the cloud storage through which files are shared also has a limited validity period.
6. Does ClickMeeting charge fees for providing data for transfer purposes?
No, the service is completely free – both the tools enabling data export and transfer, and the support provided by the Customer Success Team in this regard.
7. Which jurisdiction does the ClickMeeting infrastructure used for data processing on the Platform fall under?
The ClickMeeting Platform is subject to the laws of the Republic of Poland.
8. What measures does ClickMeeting take to prevent international access to data or its transfer to government authorities if such access or transfer would violate Polish or European Union law?
Data is stored exclusively within the European Union (Data centers are provided only by European companies); Transmission encryption (TLS 1.3) and SSL; Encryption of data at rest; Available End-to-End encryption functionality; Providers apply clauses obliging them not to transfer data outside the EU without prior ClickMeeting consent.