Privacy policy for video conferencing via Microsoft Teams
Contents
1. Who is the controller for data processing?
2. What is the issue?
3. How do we process your data when you use Teams?
4. Who will receive your data?
5. When will your data be deleted?
6. Will we transfer your data to a third country or to an international organisation?
7. Which rights do you have regarding the processing of your data?
8. Amendments and updates to the Privacy Policy
You have reached this page through a link because we, the organiser of the upcoming video conference, are obliged to inform you below about the processing of personal data in connection with the use of Microsoft Teams (hereinafter referred to as Teams). Teams is a software that combines meetings, chats, notes and attachments. The service is integrated into the Office 365 office suite with Microsoft Office and Skype/Skype for Business. To comply with our information obligations under Art. 12 et seq. of the General Data Protection Regulation (GDPR), we are pleased to present our information on our privacy policy below:
1. Who is the controller for data processing?
The controller for data processing directly related to the implementation of video conferences organised by Hänsch GmbH is:
The controller within the meaning of the General Data Protection Regulation is:
Hänsch GmbH
Schützenstraße 21
D - 49770 Herzlake
Email: info[at]fg-haensch.de
Imprint: https://www.fg-haensch.de/footer-unten/impressum/impressum.html
(henceforth also referred to as "Hänsch GmbH" or "we")
If you have any questions about this privacy policy or the protection of your data by Hänsch GmbH, please contact our data protection officer at any time:
Carla Holterhus
Email: datenschutz[at]fg-haensch.de
Note:
Once you access the Teams website (clicking on the invitation link), the "Teams" provider is responsible for data processing. However, you only need to access the website for downloading the Teams software prior to use.
Should you not wish to or be able to use the Teams app, then you can also use the basic functions using a browser version, which is also available on the Teams website.
2. What is the issue?
We use the communication software Microsoft Teams (hereinafter referred to as Teams) to hold video conferences.
3. How do we process your data when you use Teams?
When using Teams, several types of data are processed. The scope of this data depends, besides other things, on the data you provide before or during participation in a videoconference.
The following personal data may be processed:
- User details (e.g. first name, last name, user name, email address, profile picture)
- Meeting metadata (for example, topic, description, participants' IP addresses, device/hardware information)
- Text, audio and video data: You may have the opportunity to use the chat function during the video conference. We will process the text you enter to display it in the videoconference. The microphone and video camera data of your terminal or any external components used will be processed for the duration of the videoconference for the audiovisual presentation (image and sound). You can turn off or mute the camera and the microphone at any time in Teams.
We only use Teams as a platform for video conferencing. We do neither record audio nor video during the videoconference, nor do we log chat content.
Insofar as the personal data of Hänsch GmbH employees is processed, § 26 BDSG is the legal basis for the data processing. If, in connection with the use of Teams, the personal data is not required for the establishment, implementation or termination of the employment relationship, but is nevertheless an elementary component of the use of Teams, the legal basis for the data processing is Art. 6 para. 1 lit. f of the GDPR. Our interest in these cases is in the effective holding of videoconferences.
Insofar as the videoconference is used to perform a contract or is necessary to carry out pre-contractual measures, the legal basis is Art. 6 para. 1 lit. b GDPR.
4. Who will receive your data?
Personal data processed in the context of participation in videoconferences will not be disclosed to third parties as a matter of principle, unless they are specifically intended to be disclosed. Please note that the content of video conferences, as well as face-to-face meetings, is often used to communicate information with clients, prospects or third parties and is therefore intended to be shared.
Other recipients: The Teams provider will necessarily receive knowledge of the above data insofar as this is required within the framework of the fulfilment of the contract.
5. When will your data be deleted?
If the data mentioned in these indications are no longer required for the original purpose, they will be deleted. The only exception is if their further processing - for a limited duration - is necessary for other purposes.
6. Will we transfer your data to a third country or to an international organisation?
Microsoft Teams is part of Microsoft Office 365. Microsoft Teams is a collaboration tool that also includes a video conferencing function. Microsoft Office is a software provided by Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399 USA.
Microsoft Teams is part of the Office 365 cloud application, which requires the creation of a user account. Microsoft also reserves the right to process customer data for its own business purposes. This presents a privacy risk for Microsoft Teams users. We have established privacy agreements and EU standard contracts with the provider Microsoft to guarantee a minimum level of data protection. Please note that we have no influence on Microsoft's data processing. Therefore, to the extent Microsoft Teams processes Personal Data relating to Microsoft's legitimate business operations, Microsoft is the independent data controller for such use and, as such, is responsible for compliance with all applicable laws and obligations of a data controller.
For further information on the purpose and scope of data acquisition and its processing by Microsoft Teams, please refer to Microsoft's privacy policy at https://privacy.microsoft.com/en-gb/privacystatement and Microsoft Teams at https://docs.microsoft.com/en-gb/microsoftteams/teams-privacy. You can also obtain further information about your rights in this regard following this link. Microsoft will also process your personal data in the USA. A standard EU contract with Microsoft on Office 365 and Teams has been established to guarantee an adequate level of data protection. You can download the EU standard contractual clauses here: https://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2010:039:0005:0018:EN:PDF.
7. Which rights do you have regarding the processing of your data?
You have the following rights in relation to Hänsch GmbH regarding personal data that concerns you:
Right of access
Right to rectification or erasure
Right to restriction of processing
Right to data portability
Right to revoke granted consents
7.1 Information on your right to object according to Art. 21 GDPR
Individual right to object
You have the right to object at any time, on grounds relating to your particular situation, against the processing of personal data relating to you performed based on Art. 6 para. 1 sentence 1 lit. e of the GDPR (data processing in the public interest) and Art. 6 para. 1 sentence 1 lit. f of the GDPR (data processing on the basis of a balance of interests); this also applies to profiling based on this provision within the meaning of Art. 4 para. 4 of the GDPR.
If you object, Hänsch GmbH will no longer process your personal data. This is unless the latter can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms. Or if the processing serves the assertion, exercise or defence of legal claims.
Objection to the processing of your data for direct marketing purposes
On occasion, Hänsch GmbH will process your personal data for direct marketing purposes. You have the right to object to the processing of personal data concerning you for such marketing at any time; this also applies to profiling, insofar as it is associated with said direct marketing.
Should you object to processing for the purposes of direct advertising, Hänsch GmbH will no longer process your personal data for these purposes.
Objections can be made without formalities and should be addressed to:
Hänsch GmbH
Data protection officer
Schützenstraße 21
D - 49770 Herzlake
Email: datenschutz[at]fg-haensch.de
You also have the right to lodge a complaint with a data protection supervisory authority regarding the processing of your personal data:
Die Landesbeauftragte für den Datenschutz Niedersachsen (The State Commissioner for Data Protection of Lower Saxony)
Prinzenstraße 5
30159 Hannover
Phone +49 511 120-450
Email: poststelle@lfd.niedersachsen.de
8. Amendments and updates to the Privacy Policy
If you are already a customer of Hänsch GmbH, your data will also be processed as part of your business relationship with Hänsch GmbH. You can find more information about this in the privacy policy.
We kindly ask you to consult the content of our privacy policy regularly. We adapt the privacy policy as soon as it becomes necessary because of changes we make in our data processing operations. We will inform you whenever the changes require an act of cooperation on your part (such as consent) or any other individual notification.
Where we provide addresses and contact details of companies and organisations in this privacy policy, please note that the addresses may change over time and please check the details before you contacting them.
status: 11/09/2022
