Zoom DLP

Detect & Remediate (Alert, Redact) Sensitive Data on Zoom Chats

Table of Contents

TL;DR:

Data Loss Prevention (DLP) is crucial for securing sensitive information in organizations using Zoom.
Challenges include preventing exposure of sensitive data, ensuring compliance with regulations, and mitigating insider threats.
Strac DLP for Zoom offers content analysis, compliance enforcement, and mitigation of insider threats.
It facilitates secure collaboration, promotes user education, and integrates with corporate policies.
Overall, Strac DLP enhances security and compliance in Zoom communications.

Data Loss Prevention (DLP) is a crucial component in securing sensitive information within an organization, especially in today's era where digital communication platforms like Zoom have become integral to business operations. Integrating DLP with Zoom can address several security challenges and needs.

1. Understanding the Need for Zoom DLP: Addressing the Challenges

a. Preventing Exposure of Sensitive Information

During virtual meetings, participants might share sensitive data such as financial records, personal information, intellectual property, or trade secrets. Without proper controls, this information can be exposed to unauthorized participants or leaked outside the organization.

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b. Ensuring Compliance with Regulations

Many industries are governed by strict regulatory standards (e.g., HIPAA, GDPR, CCPA) that mandate the protection of sensitive information. Organizations using Zoom for communication must ensure they comply with these regulations to avoid legal and financial penalties.

c. Mitigating Risks from Insider Threats

Employees or insiders might intentionally or unintentionally share sensitive data during Zoom calls or through the platform's chat feature, leading to potential data breaches.

d. Safeguarding Against External Attacks

Phishing attacks or unauthorized access by external attackers can lead to the capture of sensitive information shared during Zoom sessions.

e. Enhancing Visibility and Control

Organizations might find it challenging to monitor and control what information is being shared on Zoom, leading to potential data leaks.

2. Leveraging Strac DLP to Address Zoom DLP Challenges

a. Implementing Content Analysis and Filtering

Strac's Zoom DLP analyzes the content shared during Zoom meetings and in chats in real-time, identifies sensitive information based on predefined policies and rules, and remediate the sensitive information via redaction or deletion of that sensitive data. See Strac Catalog of all sensitive data elements

b. Enforcing Compliance Measures

Strac Zoom DLP helps enforce compliance with various regulations by ensuring that only authorized data is shared during meetings and that any sharing is logged and auditable. This includes redaction features to anonymize sensitive information before it is shared.

c. Mitigating Insider Threats Effectively

By monitoring data shared on Zoom, Strac DLP will detect and prevent unauthorized disclosures by insiders, whether malicious or accidental. This includes tracking file uploads and messages sent through Zoom's chat feature.

d. Facilitating Secure Collaboration

Strac Zoom DLP enables secure collaboration within Zoom by ensuring that only approved information is shared with external parties. Policies can be configured to restrict sharing based on user roles, meeting settings, or the sensitivity of the data.

e. Promoting User Education

Strac Zoom DLP provides immediate feedback to users attempting to share sensitive information, educating them on data protection policies and reducing inadvertent data leaks.

f. Integrating with Corporate Policies

Strac Zoom DLP can be integrated with broader organizational data protection strategies, ensuring consistency across all communication channels. This includes alignment with existing DLP policies for email, customer support, slack, teams, Jira, Confluence, ChatGPT, cloud storage like AWS S3, and other platforms. Checkout all our available integrations

By addressing these challenges, Strac DLP solution for Zoom will significantly enhance an organization's ability to protect sensitive information while utilizing the convenience and functionality of Zoom for business communications. This ensures that as companies continue to rely on digital communication platforms, they can do so without compromising on security and compliance.liance.

Sensitive Data Types for Zoom DLP

Checkout all the sensitive data elements and file formats supported by Strac: https://www.strac.io/blog/strac-catalog-of-sensitive-data-elements

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Sharepoint DLP Use Cases

Practical Scenario

A hospital’s billing and administrative teams use SharePoint Online to store patient invoices, medical reports, and insurance forms. While collaborating with external insurance providers, a staff member accidentally updates the permissions on a SharePoint document library to “Anyone with the link,” exposing potentially thousands of patient files containing PHI.

How Strac's Sharepoint DLP Helps

Continuous Data Discovery: Strac automatically scans existing and newly uploaded documents, identifying PHI (e.g., medical record numbers, Social Security Numbers).
Classification & Labeling: Once identified, files are labeled (e.g., “HIPAA Sensitive”), ensuring that administrators know which documents require the highest level of protection.
Visibility into Access: Strac provides real-time insight into who has access to these sensitive documents. Administrators can instantly see if unauthorized users or broad groups have viewing rights.
Revoke Public Links: If a file is publicly accessible, Strac immediately revokes those links and restores restricted access.
Alerts & Quarantines: When someone attempts to share PHI externally, Strac can alert admins, quarantine the file for review, or completely block the action.
Audit-Ready Reports: All actions are logged, enabling quick incident response and demonstrating HIPAA compliance for audits.

Practical Scenario

A mid-sized investment firm uses SharePoint to collaborate on various client files, including:

Credit card statements (subject to PCI-DSS)
ID documents (Driver’s Licenses, Passports, etc.) used for KYC (Know Your Customer) verification
Banking information such as account and routing numbers

An associate accidentally shares a SharePoint folder containing these files with a newly onboarded client who does not require access to all confidential documents. This folder is also accessible to several internal teams outside the immediate project, creating multiple potential exposure points.

How Strac's Sharepoint DLP Helps

Comprehensive Data Discovery: Strac scans both existing and newly uploaded documents in SharePoint for sensitive information such as credit card numbers, bank account details, and ID documents (Driver’s License, Passport formats).
Classification & Automated Labeling: Once identified, Strac applies meaningful labels (e.g., “PCI-DSS Sensitive,” “PII – ID Documents,” “Banking Info”) to ensure these files stand out and are subject to stricter security rules.
Visibility into Access: Strac provides an immediate view of who currently has access to these sensitive files. This allows admins to spot situations where external clients or internal teams unnecessarily have permissions.
Public Access Revocation: If a labeled document (e.g., containing card data or ID scans) is found to be publicly shared or too broadly accessible, Strac automatically revokes these links or permissions, aligning access with the principle of least privilege.
Alerts, Quarantines, and Blocks: When a user attempts to share a labeled document with outside domains—or with an entire department—Strac alerts administrators or quarantines/blocks the file share, depending on policy settings.
In cases where the share is intentional but needs review, admins can approve or deny the request within Strac’s dashboard.
Audit & Compliance: Every sharing event, label assignment, and access revocation is logged, creating a detailed audit trail. This helps demonstrate compliance with PCI-DSS, KYC, AML, and other regulatory requirements.
Automatic reporting simplifies any regulatory or internal compliance audit, reducing the administrative burden on security and compliance teams.

Practical Scenario

A software company keeps source code, product roadmaps, and design specs in SharePoint. Several teams—including external contractors—use the same SharePoint site. A developer accidentally grants a large group, including some non-disclosure–exempt contractors, access to a folder containing patent-pending code.

How Strac's Sharepoint DLP Helps

Holistic File Scanning: Strac inspects documents, PDFs, and archives for code snippets, system designs, and proprietary business terms to detect potential IP.
Intelligent Labeling: Documents identified as containing IP or trade secrets are automatically classified (e.g., “Proprietary IP”), reinforcing the need for restricted sharing.
Real-Time Access Insights: With Strac, administrators can instantly see who has access to IP-tagged files, enabling them to remove unauthorized users or reduce permission scopes.
Immediate Link Removal: If a contractor or external partner is mistakenly granted access to IP, Strac revokes public or unauthorized sharing before the files can be downloaded.
Alerts & Blocking: Strac’s policies can be configured to alert security teams or block external sharing attempts for files containing proprietary content.
Incident Response & Auditing: Detailed logs of every share request, label change, and access revocation aid in quick incident resolution and help prove due diligence if legal issues arise.