Enhanced Security & Compliance for Virtual AGMs

In today’s digital-first world, ensuring the security and compliance of virtual Annual General Meetings (AGMs) has never been more crucial. As organizations move to virtual platforms to conduct their AGMs, they must prioritize data security, identity verification, and compliance with regulations to protect shareholders and maintain trust. Globibo’s AGM solution is designed with state-of-the-art security features to safeguard your meeting and ensure a smooth, transparent process. Below are the key security and compliance measures incorporated into our platform.

1. Unique User Credentials for Secure Access

Ensuring that only authorized participants can access the AGM is essential. Globibo’s AGM solution guarantees secure access for all users with unique user credentials.

• Username/Email and Password: Each user, whether a shareholder, proxy, or meeting administrator, is assigned a unique username or email ID along with a secure password for login. This combination ensures that only authorized users can access the platform.
• Password Policies: The platform enforces strong password policies to ensure that all passwords are complex enough to prevent unauthorized access. These policies include:
  • Minimum length and complexity requirements
  • Mandatory periodic password updates to enhance long-term security

By following these security protocols, Globibo ensures that only verified participants can join the meeting.

2. Two-Factor Authentication (2FA) for Added Protection

To enhance the security of the login process, Globibo employs Two-Factor Authentication (2FA), providing an additional layer of security to prevent unauthorized access.

• Additional Security Layer: Upon entering their username and password, users will be prompted to enter a time-sensitive One-Time Password (OTP), which is sent directly to their registered email or mobile number. This ensures that even if someone gains access to the password, they will still need the OTP to log in.
• Authentication Apps: For added security, users can also utilize authentication apps like Google Authenticator. This allows users to generate secure login tokens on their mobile devices, adding an extra layer of protection for the login process.

2FA not only improves security but also helps meet regulatory requirements for secure, compliant virtual meetings.

3. Unique Access Codes for Shareholders

To ensure that only authorized individuals can access the meeting, Globibo’s AGM solution uses unique access codes tailored for shareholders.

• Meeting-Specific Links: Shareholders receive personalized meeting links via email or SMS. These links are unique to each shareholder and are specifically designed for that meeting, guaranteeing secure and restricted access to the platform. This method ensures that only registered and verified shareholders can join the meeting.
• QR Code Login: For in-person attendees, Globibo’s system supports QR code login. Shareholders attending the AGM physically can simply scan a QR code displayed at the venue, allowing for instant authentication and easy entry into the virtual platform. This seamless experience ensures no unauthorized attendees can access the meeting.

4. Role-Based Authentication for Granular Access Control

Role-based access control (RBAC) is critical for managing what users can see and do during the AGM. Globibo’s AGM platform includes advanced role-based authentication, which grants access to specific features and data based on user roles.

• Access Control Based on Roles: Users are assigned specific roles, such as admin, shareholder, or proxy, and access rights are granted according to these roles. This means that only admins can perform actions like creating meetings or managing attendees, while shareholders can participate in voting, view documents, and interact with the agenda.
• Granular Permissions: Globibo allows admins to define distinct permissions for different roles, ensuring that users can only access features that are relevant to their role. For example:
  • Admins can manage meeting settings, approve registrations, and view detailed analytics.
  • Shareholders can cast votes, review financial documents, and participate in Q&A sessions.
  • Proxies can vote on behalf of the shareholders they represent, but are restricted to their specific voting instructions.

This controlled access ensures that sensitive information and voting rights are securely handled, in line with each user’s role and permissions.

5. Email and Mobile Verification for Pre-Registration Security

Before shareholders and participants can access the meeting, their identity must be verified. Email and mobile verification are essential steps in this process to ensure that only legitimate participants can attend.

• Pre-Registration Verification: During the initial registration process, participants are required to verify their email address and mobile number. This ensures that the user’s contact details are correct, helping prevent any potential fraudulent activities.
• This verification step reduces the risk of unauthorized access, as only those with the verified details can participate in the meeting.

6. Account Recovery Options for Emergency Access

In the event that a participant forgets their password or faces issues accessing their account, Globibo offers secure and easy-to-use account recovery options.

• Secure Password Reset: If users forget their login credentials, they can request a password reset. The reset process involves sending a secure link to the user’s registered email address. This link allows the user to reset their password safely without compromising security.
• The system also offers users multi-layered recovery options, ensuring that only the verified user can regain access to their account, even in the event of a forgotten password.

7. Compliance with Legal and Regulatory Standards

Globibo’s AGM solution is designed to meet all legal and regulatory standards for virtual meetings, ensuring compliance with global data protection regulations such as the General Data Protection Regulation (GDPR) and others.

• Data Encryption: All user data, including personal details, proxy voting information, and meeting content, is encrypted using advanced encryption protocols to ensure privacy and security.
• Audit Trails: Globibo generates detailed audit trails of all user actions during the meeting. These logs are critical for post-meeting analysis and compliance checks. The system tracks actions such as login attempts, voting participation, document access, and interactions with the meeting platform.
• Record Keeping: All recorded votes, questions, and comments during the meeting are archived and can be easily retrieved for auditing or compliance verification. This ensures that the virtual AGM meets both shareholder expectations and legal requirements.

8. Real-Time Monitoring and Moderation

Globibo’s platform provides real-time monitoring tools that allow meeting administrators to manage security and user interactions during the live meeting.

• Moderator Interface: Admin users can track the status of all participants and monitor live chat activity to ensure that discussions remain civil and on-topic. Moderators can flag, approve, or remove inappropriate messages as needed.
• Automated Threat Detection: The system automatically detects suspicious activities, such as unusual login attempts or potential breaches, and alerts admins to take immediate action to prevent security threats.

Conclusion

Enhanced Security and Compliance are at the core of Globibo’s AGM solution. With unique user credentials, two-factor authentication, role-based access control, and secure verification systems, our platform provides a secure and compliant environment for your virtual AGM. By offering granular permissions, real-time monitoring, and audit trails, Globibo ensures that your virtual AGM adheres to the highest standards of security and compliance, while providing a seamless and efficient experience for all participants.

Whether you are conducting a large-scale shareholder meeting or a private AGM, Globibo guarantees the protection of sensitive data and ensures that only authorized participants can access the meeting, vote, and interact. With our secure and compliant solution, you can focus on delivering a successful and transparent AGM, knowing that your data and participants are well-protected.