Intermedia AnyMeeting^®
Frequently Asked Questions

No. The AnyMeeting account holder is always required to start the online meeting first; any early arrivals will not be able to view content or interact with any other invitees via the online meeting until that happens. They will simply see a screen showing that the meeting isn’t yet started.

Absolutely. Once a meeting has started, the host has the ability to LOCK the meeting. The meeting lock feature ensures that no one else can join a meeting, potentially snooping in or disrupting the session. To enable this feature for a meeting, simply press the on-screen lock button once all attendees are present in the meeting.

When scheduling your meetings through AnyMeeting’s Meeting Dashboard, AnyMeeting generates a random, unique meeting URL that is required to attend the individually scheduled meeting. This prevents anyone from attending if they do not possess the meeting code.

Attendee PINs are like a second level of security required to enter a scheduled meeting. While meeting codes provide a link and time for the meeting, a potential attendee would also need to know their PIN code in order to gain access when dialing into the meeting.

AnyMeeting hosts may mute or remove participants at any time during the meeting with a single click. Simply select the attendee in the Attendee List and select “Remove from Meeting.”

AnyMeeting establishes a connection between the user’s client (browser, desktop app or mobile apps) and our web server using Secure Sockets Layer (SSL) signaling. This is an industry-standard encryption technology that helps ensure that connection details passed on the network remain private. Audio and video information transported over the Internet uses WebRTC encryption standards such as Datagram Transport Layer Security (DTLS), which prevents eavesdropping or tampering, and Secure Real-time/Control Transport Protocol (SRTP and SCTP), which provides authentication and data integrity while in transit. However, please note that participants who join our online meetings via traditional dial-in PSTN (landlines or cellphones) transmit their meeting audio unencrypted. Those calls are not made through Intermedia’s secure apps, so they have the same level of security that applies to all cellular or land-line phone calls.

No. Meetings are NOT recorded automatically. In order to record a meeting, the meeting host must manually initiate it by pressing an on-screen “record button.” By default, all participants in a meeting are alerted when the meeting is being recorded.

Meeting recordings are stored in highly secured storage using AES-256 encryption, in North American availability zones. Meeting recording links can optionally be secured using a strong password. Finally, recordings can be configured to require a name and email from every viewer, giving the host a report of who’s watched the recording.

Once the meeting has concluded, the meeting host has sole access to the meeting recording. From that point, they may then download the recording, share the file, or send out a link to the recording.

Meeting recordings can be password protected through our administrator screens, which are controlled by the hosts of each individual meeting. The host may do this as shown in our KB article.

Meeting recordings are retained until they are deleted by the host using the administrator tool, at which point the recording is completely deleted from Intermedia’s servers. Intermedia suggests that administrators create a policy with their employees as to how recordings are managed as a company.

AnyMeeting uses DTLS and SRTP security protocols with strong encryption to keep audio and video from being accessed by a “man-in-the-middle” attack, where network traffic could be snooped while in transit.  In addition, we enable meeting hosts to stop unwanted participants from gaining access to your meetings through random meeting codes for scheduled meetings, attendee PINs, and meeting lock. See this article for more information.

Meeting notes and chat are encrypted in transit using SSL, so they cannot be seen by anyone other than people attending your meetings. Meeting records of chat and notes are stored on our highly secured servers, in our encrypted databases.

After a meeting has concluded, only the host of the meeting has record of the attendees, which can be found in the “My Meetings” section of the user’s secure account page.

Intermedia AnyMeeting servers are located in tier-three datacenters at various locations throughout the United States and the United Kingdom. As we expand capacity to other regions, we will use highly secure infrastructure from AWS or other reputable providers.

End-to-end encryption means that all data and traffic is encrypted and can only be decrypted by the attendees of a specific call or meeting, and that servers in the middle of those calls cannot access any of the call data.

Intermedia AnyMeeting encrypts all traffic between meeting attendees and our servers. However, Intermedia must be able to decrypt this traffic, in order to deliver all of the rich features of our service, such as recording, audio conferencing mixing, and meeting transcripts. This is consistent with current industry standards.

In addition, participants who join meetings via dial-in PSTN listen to the meeting audio unencrypted. Those calls are not made through Intermedia’s network, so they have the same level of security that applies to all cellular or land-line phone calls.

As a result, Intermedia AnyMeeting does not claim to offer “end-to-end” encryption. However, our service provides high levels of security and privacy, consistent with industry standards, for all of your business meetings.

The Virtual Assistant is a feature that captures your meeting audio and transcribes it for you so that you don’t miss any details in your meetings. It also provides Meeting Insights, which are delivered in the form of a list of tasks.

Only the host receives a meeting transcription overview, sent to the email address that is associated with the AnyMeeting account. It includes a secure link to review your complete transcript and Meeting Insights, which are stored in your Account page.

This feature uses 2048-bit AES encrypted connections to Google Cloud’s speech-to-text platform (which meets numerous compliance and regulatory assurance) and anonymously converts the meeting audio to text. 

If you have any concerns about this feature, simply do not enable it for your meetings.

Yes, SOC 2 is a technical audit standard specifically designed for service providers who store customer data in the cloud. Intermedia regularly obtains a SOC 2 report from an independent auditor who validates that, in their opinion, Intermedia’s controls and processes are effective in minimizing risk and exposure to this data.

AnyMeeting enables HIPAA compliance for its customers and its partners. When paired with well-defined security and privacy controls that are the responsibility of the customer, AnyMeeting enables covered entities and their business associates subject to the U.S. Health Insurance Portability and Accountability Act of 1996 (HIPAA) to use Intermedia’s secure environment to process, maintain, and store protected health information (PHI).

“HIPAA compliance” requires that a service can be used in a way that protects PHI and is covered by a Business Associate Agreement (BAA) between the service provider (in this case, Intermedia) and either the healthcare provider (which is classified as a “covered entity” under HIPAA) or a business associate of the covered entity (such as an IT provider that resells Intermedia services to the covered entity). AnyMeeting meets these requirements based on administrative, physical, and technical controls to safeguard the confidentiality, integrity, and availability of PHI, and Intermedia will provide a BAA covering the AnyMeeting service to any customer or partner upon request.

This European privacy regulation governs the processing and handling of personal data relating to individuals in the European Union. Intermedia can help you ensure that your company has effective data rights management strategies enforced in this geography. Intermedia offers a GDPR-compliant Data Processing Addendum to our service agreement that covers our products, including AnyMeeting.

The Payment Card Industry Data Security Standard (PCI DSS) is a set of security standards designed to ensure that ALL companies that accept, process, store, or transmit credit card information maintain a secure environment.

The payment processing system utilized by Intermedia undergoes regular testing and is compliant with the PCI DSS requirements. This helps ensure that your payment information will not be accessed by unauthorized parties or shared with unscrupulous vendors.

Consumers are understandably concerned about the security of the sensitive, personal data they provide to their service providers. The Federal Communications Commission (FCC) requires carriers like Intermedia to establish and maintain systems designed to ensure that we protect our subscribers' Customer Proprietary Network Information (CPNI). Each year, Intermedia files an annual certification documenting our compliance with these rules.

The California Consumer Protection Act (CCPA) went into effect on January 1, 2020. This new law allows any California consumer to demand to see all the information that a company possesses about them, as well as a full list of any third parties that the data is shared with. Intermedia is compliant with this California state law and does not sell your personally identifiable information.

In order to record a meeting, the meeting host must manually initiate it by pressing an on-screen “record button.” Meetings are NOT recorded automatically. By default, all participants in a meeting are alerted when the meeting is being recorded.

Once the meeting has concluded, the meeting host has sole access to the meeting recording. From that point, they may then download the recording, share the file, or send out a link to the recording.

Meeting recordings can be password protected through our administrator screens, which are controlled by the hosts of each individual meeting. The host may do this as shown in our KB article.

Meeting recordings are retained until they are deleted by the host using the administrator tool, at which point the recording is completely deleted from Intermedia’s servers. Intermedia suggests that administrators create a policy with their employees as to how recordings are managed as a company.

Intermedia offers a clearly documented Privacy Policy, which governs our treatment and handling of sensitive data, including personally identifiable information. Intermedia also adheres to the EU-U.S. Privacy Shield Framework set forth by the U.S. Department of Commerce and the European Commission. To read Intermedia’s complete Privacy Policy, please visit this link. 

Intermedia employees undergo rigorous background checks. Employee access to passwords, encryption keys, and electronic credentials is strictly controlled using two-factor authentication and role-based access control. Access to servers is restricted to a limited number of authorized engineers and monitored regularly.

Intermedia has established a number of stringent policies and procedures to authenticate a caller’s identity during support and service calls. These policies and procedures help protect confidential information belonging to your account and to your users by helping to ensure that only authorized members of your team are given access to our services. In addition, our online control panel enables administrators to control access to services and administrative functions.

Intermedia employs dedicated, full-time security staff who are certified in information security. This team is involved with all aspects of security, including log and event monitoring, incident response, management of intrusion detection systems (both host and network), perimeter defense, service and architecture testing, and source code reviews.