What do you do if participants' security and privacy are at risk when using new technology?

As a facilitator, you may encounter situations where you need to use new technology to engage your participants, such as online platforms, apps, or tools. However, using new technology also comes with potential risks to your participants' security and privacy. How do you ensure that you protect their data and identity while still delivering a meaningful and interactive session? Here are some tips to help you.

1 Assess the risks

Before choosing a new technology, do some research on its features, benefits, and drawbacks. Consider how it will affect your participants' security and privacy, such as what data it collects, how it stores and shares it, and what permissions it requires. Also, think about the potential threats or vulnerabilities that could compromise the technology, such as hacking, malware, or phishing. Evaluate the level of risk and decide if it is worth using the technology or not.

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Lisa Moldau

LinkedIn Top Voice | Results driven facilitator - uncovering your team's existing superpowers
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If you’re unsure, choose a different tech solution. If you don’t want to put YOUR data into the tech/app, choose a different tech solution. On the Apple AppStore scroll down to see the App Privacy section. Here is a summary of that app’s privacy practices and data that may be linked to you when using the app. Research app developers to check their credentials.

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Bernhard Schieber

COO Innovia Behavioral Health LATAM & Spain | Senior Trilingual Counselor, Coach & Mentor | Human Behavior & Motivation | Logotherapy & Existential Analysis | DPC Deep Personal Change & TPC Transpersonal Communication |
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Conduct a "Digital Risk Assessment" tailored specifically to the new technology in question, considering both general and unique threats it may pose. Utilize frameworks such as NIST (National Institute of Standards and Technology) to systematically evaluate risks. Engage with IT security professionals if necessary, to gain a deeper understanding of potential vulnerabilities and how they might be mitigated.

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2 Inform and consent

If you decide to use a new technology, make sure you inform your participants about it and obtain their consent. Explain to them why you are using the technology, how it works, and what benefits and risks it entails. Provide them with clear and accessible information about the data collection, storage, and sharing policies of the technology, as well as their rights and options to opt-out, delete, or modify their data. Ask them to agree to the terms and conditions before using the technology, and respect their choices.

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Bernhard Schieber

COO Innovia Behavioral Health LATAM & Spain | Senior Trilingual Counselor, Coach & Mentor | Human Behavior & Motivation | Logotherapy & Existential Analysis | DPC Deep Personal Change & TPC Transpersonal Communication |
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Develop an "Information Sheet" that concisely explains the technology's use, benefits, and risks in layman's terms. Accompany this with a "Consent Form" that explicitly outlines what participants are agreeing to, ensuring it's in compliance with data protection regulations like GDPR. Facilitate a Q&A session to address any concerns participants might have, making sure they feel fully informed and comfortable before proceeding.

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3 Protect and encrypt

When using a new technology, take measures to protect and encrypt your participants' data and communication. Use strong passwords, multi-factor authentication, and secure networks to access the technology. Avoid using public or untrusted devices or Wi-Fi. Use encryption software or tools to encrypt your data and communication, especially if they contain sensitive or personal information. Delete or erase any data that is no longer needed or relevant.

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Bernhard Schieber

COO Innovia Behavioral Health LATAM & Spain | Senior Trilingual Counselor, Coach & Mentor | Human Behavior & Motivation | Logotherapy & Existential Analysis | DPC Deep Personal Change & TPC Transpersonal Communication |
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Create a "Security Checklist" for participants, offering simple yet effective tips for enhancing their personal cybersecurity, such as updating software, using antivirus programs, and recognizing phishing attempts. Additionally, consider using VPNs (Virtual Private Networks) for added encryption and security, especially when sessions involve sensitive discussions or data.

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4 Monitor and report

During and after using a new technology, monitor its performance and functionality, and report any issues or incidents that may affect your participants' security and privacy. Check for any signs of malfunction, interference, or breach, such as errors, delays, or unauthorized access. Notify your participants and the technology provider if you encounter any problems or risks, and follow the appropriate steps to resolve them. Keep a record of your use of the technology and any feedback or complaints from your participants.

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Bernhard Schieber

COO Innovia Behavioral Health LATAM & Spain | Senior Trilingual Counselor, Coach & Mentor | Human Behavior & Motivation | Logotherapy & Existential Analysis | DPC Deep Personal Change & TPC Transpersonal Communication |
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Implement "Incident Response Protocols" that clearly define steps to be taken in the event of a security breach or privacy concern, including who to contact and how to contain the issue. Regularly review system logs and user activity for any anomalies that could indicate a breach or misuse of the technology.

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5 Review and improve

After using a new technology, review its effectiveness and impact on your facilitation and your participants' security and privacy. Gather feedback from your participants and yourself on how the technology enhanced or hindered your session, and what challenges or benefits it posed. Analyze the data and communication that the technology generated or facilitated, and evaluate if they met your objectives and expectations. Identify any areas for improvement or adjustment, and plan how to implement them in the future.

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6 Learn and update

As a facilitator, you need to keep learning and updating your skills and knowledge on using new technology. Stay informed about the latest trends, developments, and innovations in the field of technology and facilitation. Seek out opportunities to learn from other facilitators, experts, or resources on how to use new technology effectively and safely. Update your technology regularly to ensure its functionality, security, and compatibility. Be open to experimenting with new technology, but also be aware of the potential risks and responsibilities.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What do you do if participants' security and privacy are at risk when using new technology?

1

2

3

4

5

6

7

1 Assess the risks

2 Inform and consent

3 Protect and encrypt

4 Monitor and report

5 Review and improve

6 Learn and update

7 Here’s what else to consider

Facilitation

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What do you do if participants' security and privacy are at risk when using new technology?

1

2

3

4

5

6

7

1 Assess the risks

2 Inform and consent

3 Protect and encrypt

4 Monitor and report

5 Review and improve

6 Learn and update

7 Here’s what else to consider

Facilitation

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