Privacy notice for online meetings with Microsoft Team

In the following, we would like to inform you about the processing of personal data in connection with the use of “Microsoft Teams”.

Controller

The controller for data processing is

Syscovery Solve & Serve GmbH

Käfertaler Str. 190
68167 Mannheim

Telephone: +49 621717680
Email:

Please note: Insofar as you access the online meeting provider's website, the provider is responsible for data processing. However, accessing the website is only necessary to download any software required to use the online meeting service or to obtain information on how to use the online meeting software.

Purposes and legal bases of data processing

We use “Microsoft Teams” to conduct telephone conferences, online meetings, video conferences and webinars (hereinafter: “online meetings”). “Microsoft Teams” is a service of Microsoft Corporation, One Microsoft Way in Redmond, WA 98052-6399, which is based in the USA.

When participating in an online meeting, these categories of personal data may be processed:

• Your IP address, which is used to access Microsoft Office 365 applications.
• Your user name (access data for the Microsoft Office 365 applications), data stored in your Microsoft account as part of the so-called multifactor authentication (e.g. optionally the (private) cell phone number).
• Identification features: Information about you that identifies you as a user, sender, recipient of data within the application. This includes, in particular, the following master data: surname, first name, business contact data such as telephone number, e-mail address, business fax number, if provided by you. Further data (such as a profile picture you have stored) can also be viewed in your profile.
• Data required for authentication and license use, as well as user activities such as time of access, date, type of access, information on the data/files/documents accessed, creating, modifying, deleting a document, setting up a team (and channels in teams), taking notes in the notebook, starting a chat, etc.
• Meeting metadata: topic, description, participant IP addresses, device/hardware information
• For recordings: MP4 file of all video, audio and presentation recordings, M4A file of all audio recordings, text file of all online meeting chats
• When dialing in by phone: Information on incoming and outgoing phone number, country name, start and end time, if necessary, further connection data such as the IP address of the device may be stored
• Text, audio and video data: You may have the option of using the chat, question or survey function in an online meeting. In this case, the text entries you make are processed in order to display them in the online meeting and, if necessary, to log them. To enable the display of video and the playback of audio, the data from the microphone and/or video camera of your end device will be processed for the duration of the online meeting. You can deactivate or mute the camera and/or microphone at any time via the provider's online meeting software.

We use the aforementioned data to conduct an online meeting. If we want to record online meetings, we will notify you in advance and obtain your consent. The fact that the meeting is being recorded will be displayed in the online meeting software.

If it is necessary to log the results of an online meeting, we will log the text entries. In the case of webinars, we may process the questions asked by participants for the purposes of recording and following up on webinars.

There is no legal requirement for you to provide your data. However, some of the data mentioned is required to conduct an online meeting. If you do not provide the data required to conduct an online meeting, you will not be able to participate in the online meeting. The provision of other data is voluntary, but may be necessary for the use of certain services. We will inform you when entering data if the provision of the respective service or the respective function is required. These data are marked as mandatory fields. If the data is required, the non-provision of the service or the function in question means that it cannot be provided. In the case of optional data, non-provision may mean that we cannot provide the online meeting in the same form and to the same extent as usual.

The legal basis for the data processing described is Art. 88 GDPR in conjunction with § 26 para. 1 BDSG (German Federal Data Protection Act) (implementation of the employment relationship, insofar as you are in an employment relationship with us) and Art. 6 (1) (f) GDPR (legitimate interests, based on our interest in conducting online meetings and making them efficient, insofar as you are a participant in an online meeting without being an employee at the same time). Insofar as we record an online meeting, this is done on the basis of Art. 6 (1) (a) GDPR (consent).

Data transfer to third parties

Content from online meetings is available to all participants. In addition, the provider of the online meeting software has access to your data to the extent that this is provided for in the context of order processing. This does not apply if we conduct an online meeting with end-to-end encryption. In this case, the provider of the online meeting software cannot access the content of an online meeting. Otherwise, we will, of course, treat your data confidentially and will not transfer it to third parties.

Data processing outside the European Union

“Microsoft Teams” is a service provided by a provider in the United States. The United States is a third country outside the European Union. Countries outside the European Union handle the protection of personal data differently than countries within the European Union. We have therefore taken special measures to ensure that your data is processed just as securely in third countries as it is within the European Union.

We have concluded the data protection contract (standard data protection clauses) provided by the Commission of the European Union for the processing of personal data in third countries with the provider “Microsoft Teams”. This provides appropriate safeguards for the protection of your data when it is processed in a third country. You can request a copy of this data protection contract using the contact details provided above.

Deletion of data

If there are no legal retention periods, your data will be deleted as soon as it is no longer required for the purpose for which we collected it. In the case of legal retention periods, the deletion will take place after the retention obligations have expired.

Your rights

Affected persons have the right to request information from the person responsible about the personal data concerning them (Art. 15 GDPR) and to request the correction of incorrect data (Art. 16 GDPR) or deletion, provided that one of the reasons stated in Art. 17 GDPR applies, e.g. if the data is no longer required for the purposes pursued. There is also the right to restrict processing if one of the conditions set out in Art. 18 GDPR applies, the right to object (Art. 21 GDPR) if the processing is carried out on the basis of Art. 6 (1) lit. e or lit. f GDPR, and in the cases of Art. 20 GDPR the right to data portability. If we process your data on the basis of consent, you have the right to revoke your consent at any time. A revocation does not affect the lawfulness of the processing carried out on the basis of the consent until the revocation.

Right of appeal to a supervisory authority

Every data subject has the right to lodge a complaint with a supervisory authority if they believe that the processing of their personal data is in violation of data protection regulations. The contact details of the supervisory authority responsible for us are:

State Commissioner for Data Protection and Freedom of Information Baden-Württemberg

Königstrasse 10 a
70173 Stuttgart

Tel.: +49 711 615541-0
E-mail:

Our data protection officer

Our external data protection officer supports us in fulfilling our data protection obligations. If you have a request, please state the name of the company concerned. The contact details of our data protection officer are:

Bitkom Servicegesellschaft mbH

Mr. Ali Tschakari
Albrechtstraße 10
10117 Berlin

Telephone: +49 30 275 76-524
E-mail:

Amendments to this data protection notice

We will revise this data protection notice if there are any changes to data processing or other reasons that make it necessary. You will always find the latest version on this website.