Data protection notice for online meetings, telephone conferencing and webinars using “Microsoft Teams” for EDELRID GmbH & Co. KG
In the following, we would like to give you information about the processing of personal data in connection with the use of “Microsoft Teams”.
Purpose of processing
We use the “Microsoft Teams” tool to hold telephone conferences, online meetings, video con-ferences and /or webinars (in the following “online meetings”). “Microsoft Teams” is a service provided by the Microsoft Corporation.
Controller
The controller responsible for data processing directly connected to holding “online meet-ings” is EDELRID GmbH & Co. KG, Achener Weg 66, 88316 Isny
Notice: Insofar as you visit the “Microsoft Teams” internet pages, the provider of “Microsoft Teams” is responsible for the data processing. However, it is only necessary to visit the internet pages to download the software for using “Microsoft Teams”.
If you cannot or do not wish to use the “Microsoft Teams” app, you can also use “Microsoft Teams” in your browser. The service is then also provided by “Microsoft Teams”.
Which data are processed?
Various types of data are processed when using “Microsoft Teams”. The scope of the data also depends on the information you provide before or during an “online meeting”.
The following personal data are processed
User information: E.g., “display name”, where necessary, email address, profile picture (op-tional), preferred language.
Meeting Metadata: E.g., date, time, meeting ID, telephone number, location.
Text-, Audio- and Video data: Where appropriate, you are able to use the chat function in an “online meeting”. If you do so, the text that you enter will be processed so that it can be displayed in the “online meeting”. So that video can be shown and audio replayed, the data from your device’s microphone and its video camera will be processed during the duration of the meeting. You can mute the microphone or turn off the camera yourself at any time in the “Mi-crosoft Teams” app.
Scope of the processing
We use “Microsoft Teams” to hold “online meetings”. If we wish to record “online meetings”, we will tell you, clearly, in advance and – if necessary – ask for your consent.
Chat content is logged when using “Microsoft Teams”. We save the chat content for a period of one month. If it is necessary for the purpose of logging the results of an online meeting, we will record the chat content. However, this is not usually the case.
Automated decision making, in the sense of Art. 22 GDPR, is not used.
Legal basis for the data processing
In so far as personal data of EDELRID GmbH & Co. KG employees is processed, the legal basis for the processing is § 26 FDPA. If the personal data connected to the use of “Microsoft Teams” is not necessary for the establishment, continuance or ending of the employment relationship but is an elementary component of using “Microsoft Teams”, then the legal basis for the data processing is Art. 6 para. 1 lit. f) GDPR. In these cases, our interest is in effectively holding “online meetings”.
The legal basis for data processing when holding “online meetings” is Art. 6 para. 1 lit. b) GDPR, insofar as the meetings are held in the context of a contractual relationship.
Should no contractual relationship exist, the legal basis is Art. 6 para. 1 lit. f) GDPR. Our interest here is also in holding “online meetings” effectively.
Recipient / Passing on of data
In principal, personal data that is processed in connection with participation in “online meetings” will not be passed on to third parties if they are not intended to be passed on. Please note that as with in-person meetings, content from “online meetings” is often used to communicate infor-mation to clients, interested parties or third parties and is therefore intended to be passed on.
Further recipients: The provider of “Microsoft Teams” necessarily receives knowledge of the above-named data to the extent that this is provided for by our data processing contract with “Microsoft Teams”.
Data processing outside of the European Union
In principal, data processing is not carried out outside of the European Union (EU) because we have restricted our storage location to data centers within the European Union. However, we cannot exclude the possibility that data is routed over internet servers located outside of the EU. This applies particularly if “online meeting” participants are located in third countries.
The data are encrypted during transmission and so protected from unauthorized access by third parties.
Data protection officer
We have designated a data protection officer.
They can be contacted as follows: Pascal Grommisch, EDELRID GmbH & Co. KG, Achener Weg 66, 88316 Isny, Germany, Email: datenschutz(at)edelrid.de
Your rights as data subject
You have the right to information about personal data relating to you. You can apply to us for information at any time.
Please understand that in the case of an information request which is not made in writing, we may require proof that you are the person that you claim to be.
You also have the right to rectification, to erasure or to restrict processing, to the extent that you are entitled to do so by law. Finally, you have the right to object to processing in the context of the legal regulations.
A right to data portability also exists in the context of the legal regulations.
Erasure of data
We erase personal data when there is no requirement for its further storage. A requirement can exist if the data is still needed to fulfil contractual services or to check warranty or guarantee claims and grant or deny them. If there is a statutory retention obligation, an erasure can first be considered when the statutory retention period has ended.
Right to complain to a supervisory authority
You have the right to make a complaint about our processing of your personal data to a supervisory authority for data protection.
Changes to this data protection notice
We revise this data protection notice when this is made necessary by changes to the data processing or other circumstances. You can always find the current version on these internet pages.