When a company convenes a shareholders' meeting with video conferencing, it shall outsource the video conferencing related matters.
Entities engaged to handle the video conferencing related matters under the preceding paragraph shall be limited to shareholder services agents under Article 3, paragraph 1 or the centralized securities depository enterprise, and shall meet the following requirements:
The entity engaged to handle video conferencing matters shall formulate an information security management policy and report it, together with the relevant documents proving qualification under the preceding paragraph, to this Commission for recordation, before it may begin to handle video conferencing related matters.
- Have at least three dedicated information professionals.
- The video conferencing platform shall be equipped with functions for shareholder registration, registration for participation in video conferencing, sign-in, watching of live broadcast, asking questions, voting, counting votes, and information disclosure, as well as identification and security mechanisms for shareholders exercising voting rights, and shall have obtained documentation of certification under an international standard of information security management.
- The video conferencing platform shall be equipped with on-site and remote backup mechanisms.
- When the video conferencing platform involves the collection, processing, use, or international transmission of personal data, the company shall formulate a security plan for personal data protection and provide documentation of personal data protection related certification.
An entity that has already been engaged to handle video conferencing matters prior to the issuance of the 4 March 2022 amendments to these Regulations shall report to this Commission for recordation under the preceding paragraph within 6 months from the date of issuance of the amendments to these Regulations. An entity that fails to complete recordation by that deadline may not accept any engagement to handle video conferencing matters.
An entity engaged to handle video conferencing matters shall every year report the audit results of the certification of compliance with the international standard of information security management under paragraph 2, subparagraph 2 to this Commission for recordation.
An entity engaged to handle video conferencing matters may not simultaneously, for the same company, accept engagement to handle shareholder services matters or serve as a shareholders' meeting proxy solicitor, proxy agent, or person engaged to handle proxy solicitation matters.