5. Online-based Audio and Video Conferences (Conference tools)
We use online conference tools, among other things, for communication with our customers. The tools we use are listed in detail below. If you communicate with us by video or audio conference using the Internet, your personal data will be collected and processed by the provider of the respective conference tool and by us. The conferencing tools collect all information that you provide/access to use the tools (email address and/or your phone number). Furthermore, the conference tools process the duration of the conference, start and end (time) of participation in the conference, number of participants and other “context information” related to the communication process (metadata).
Furthermore, the provider of the tool processes all the technical data required for the processing of the online communication. This includes, in particular, IP addresses, MAC addresses, device IDs, device type, operating system type and version, client version, camera type, microphone or loudspeaker and the type of connection.
Should content be exchanged, uploaded or otherwise made available within the tool, it is also stored on the servers of the tool provider. Such content includes, but is not limited to, cloud recordings, chat/ instant messages, voicemail uploaded photos and videos, files, whiteboards and other information shared while using the service.
Please note that we do not have complete influence on the data processing procedures of the tools used. Our possibilities are largely determined by the corporate policy of the respective provider. Further information on data processing by the conference tools can be found in the data protection declarations of the tools used, and which we have listed below this text.
Purpose and legal bases
The conference tools are used to communicate with prospective or existing contractual partners or to offer certain services to our customers (Art. 6 para. 1 sentence 1 lit. b GDPR). Furthermore, the use of the tools serves to generally simplify and accelerate communication with us or our company (legitimate interest in the meaning of Art. 6 para. 1 lit. f GDPR). Insofar as consent has been requested, the tools in question will be used on the basis of this consent; the consent may be revoked at any time with effect from that date.
Duration of storage
Data collected directly by us via the video and conference tools will be deleted from our systems immediately after you request us to delete it, revoke your consent to storage, or the reason for storing the data no longer applies. Stored cookies remain on your end device until you delete them. Mandatory legal retention periods remain unaffected.
We have no influence on the duration of storage of your data that is stored by the operators of the conference tools for their own purposes. For details, please contact directly the operators of the conference tools.
Conference tools used
We employ the following conference tools:
Execution of a contract data processing agreement
We have entered into a contract data processing agreement with the provider of Microsoft Teams and implement the strict provisions of the German data protection agencies to the fullest when using Microsoft Teams.
Purpose of the processing
We use the "Zoom" tool to conduct online conferences. "Zoom" is a service provided by Zoom Video Communications, Inc.
Which data is processed?
When using "Zoom", different types of data are processed. The scope of the data also depends on the information you provide before or during participation in an online conference.
The following personal data are processed:
User details: first name, last name, telephone (optional), e-mail address, password (if "Single-Sign-On" is not used), profile picture (optional), department (optional).
Meeting metadata: Subject, Description (optional), Attendee IP addresses, Device/Hardware information.
For recordings (optional): MP4 file of all video, audio and presentation recordings, M4A file of all audio recordings, text file of online meeting chat.
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 can be saved.
Text, audio and video data: You may be able to use the chat, question or survey functions in an "online meeting". To this extent, the text entries you make are processed in order to display and, if necessary, log them in an online conference. In order to enable the display of video and the playback of audio, the data from the microphone of your terminal device and from any video camera on the terminal device are processed for the duration of the meeting. You can turn off or mute the camera or microphone yourself at any time using the "Zoom" applications.
In order to participate in an online conference or enter the "meeting room", you must at least provide information about your name.
Scope of processing
We use "Zoom" to conduct online conferences. If we want to record online conferences, we will inform you transparently in advance and - if necessary - ask for your consent. The fact of the recording will also be displayed in the "Zoom" app.
If it is necessary for the purpose of recording the results of an online conference, we will log the chat contents.
For recording and follow-up purposes, we may also process questions asked by conference participants.
If you are registered as a user at "Zoom", reports on online conferences (meeting metadata, telephone dial-in data, questions and answers in webinars, survey function in webinars) can be stored for up to one month at "Zoom".
Automated decision-making within the meaning of Article 22 GDPR is not used.
Receiver / passing on of data
Personal data processed in connection with participation in online conferences are generally not passed on to third parties, unless they are specifically intended to be passed on. Please note that content from online conferences as well as from personal meetings often serves the purpose of communicating information with customers, interested parties or third parties and is therefore intended to be passed on.
Other recipients: The provider of "Zoom" necessarily obtains knowledge of the above-mentioned data, insofar as this is provided for in our contract processing agreement with "Zoom".
Data processing outside the European Union
"Zoom" is a service provided by a provider from the USA. Processing of personal data therefore also takes place in a third country. We have concluded an order processing contract with the provider of "Zoom" which meets the requirements of Article 28 GDPR.
An adequate level of data protection is guaranteed on the one hand by the "Privacy Shield" certification of Zoom Video Communications, Inc. but also by the conclusion of the so-called EU standard contract clauses.