Implementation of online events and webinars (Microsoft Teams)

General notes and mandatory information

We would like to inform you below about the processing of personal data in connection with the use of "Microsoft Teams".

a) Purpose of the processing

We use the "Microsoft Teams" tool to hold online events and webinars (hereinafter: "Online Meetings"). "Microsoft Teams" is a service of Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18 D18 P521 (hereinafter: "Microsoft").

b) Responsible person

The person responsible for data processing directly related to the implementation of "Online Meetings" is:

ONEJOON GmbH
Leinetal / Auf der Mauer 1
37120 Bovenden / Germany

Phone: +49 55 1 820 830 - 0
E-mail: info@onejoon.de

The responsible party is the natural or legal person who alone or jointly with others determines the purposes and means of the processing of personal data (e.g. names, e-mail addresses or similar).

Note: If you access the "Microsoft Teams" website, the "Microsoft Teams" provider is responsible for data processing. However, accessing the website is only necessary to download the software for using "Microsoft Teams".

If you do not want to or cannot use the "Microsoft Teams" app, you can also use "Microsoft Teams" via your browser. The service will then also be provided via the "Microsoft Teams" website.
 

c) Data protection officer required by law

We have appointed a data protection officer for our company.

PROLIANCE GmbH
Leopoldstr. 21
80802 Munich
Web: www.datenschutzexperte.de

E-mail: datenschutzbeauftragter@datenschutzexperte.de

d) Storage period

The data collected directly by us via the video and conference tools is deleted from our systems as soon as you request us to delete it, revoke your consent to store it, or the purpose for storing the data no longer applies. Stored cookies remain on your terminal device until you delete them. Mandatory legal retention periods remain unaffected.

We have no influence on the storage period of your data, which is stored by the operators of the conference tools for their own purposes. For details, please contact the operators of the conference tools directly.

e) Scope of the processing

We use "Microsoft Teams" to conduct "online meetings". If we want to record "online meetings", we will transparently communicate this to you in advance and - if necessary - obtain consent from you.

If it is necessary for the purposes of logging the results of an online meeting, we will log the chat content in individual cases.

f) Legal basis of the data processing

The legal basis for data processing when conducting "online meetings" is Art. 6 (1) p. 1 lit. b DSGVO, insofar as the meetings are conducted in the context of contractual relationships.

Should no contractual relationship exist, the legal basis is Art. 6 para. 1 p. 1 lit. f DSGVO. Here, too, our interest is in the effective conduct of "online meetings".

In addition, a processing of your personal data can take place on the legal basis of your given consent according to Art. 6 para. 1 p. 1 lit. a DSGVO (e.g. in case of recording webinars).

g) What data is processed?

When using "Microsoft Teams", various types of data are processed. The scope of the data also depends on the data you provide before or during participation in an "online meeting".

The following personal data are subject to processing:

• User details: e.g. display name, e-mail address (if applicable), profile picture (optional), preferred language
• Meeting metadata: e.g. date, time, meeting ID, phone numbers, location
• When dialing in with the telephone: information on the incoming and outgoing call number, country name, start and end time. If necessary, further connection data, such as the IP address of the device, can be stored.
• Text, audio and video data: You may have the option of using the chat, question or survey functions in an "online meeting". To this extent, 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 of your terminal device and from any video camera of the terminal device will be processed accordingly for the duration of the meeting. You can turn off or mute the camera or microphone yourself at any time via the "Microsoft Teams" applications.
• For recordings (optional): MP4 file of all video, audio and presentation recordings, M4A file of all audio recordings, text file of the online meeting chat. If we want to record "online meetings", we will transparently inform you in advance and - if necessary - obtain consent from you.
• To participate in an "online meeting" or to enter the "meeting room", you must at least provide information about your name.

h) Recipient / passing on of data

Personal data processed in connection with participation in "online meetings" will not be disclosed to third parties as a matter of principle unless it is specifically intended for disclosure. Please note that, as with face-to-face meetings, content from online meetings is often used to communicate information with customers, prospects or third parties and is therefore intended for disclosure.

Other recipients: The "Microsoft Teams" provider necessarily receives knowledge of the above-mentioned data, insofar as this is provided for in the context of our order processing agreement with "Microsoft Teams". We have concluded an order processing contract with the service provider, in which we oblige him to protect the data of our customers and not to pass them on to third parties.

i) Data processing outside the European Union

Microsoft uses international subcontractors and is in association with other companies in countries outside the EU. This may result in a transfer of personal data to the USA, among other countries, which is why further protection mechanisms are required to ensure the level of data protection of the GDPR. To ensure this, Microsoft has agreed standard data protection clauses with its affiliated companies and subcontractors in accordance with Article 46 (2) c of the GDPR. These oblige the recipient of the data in the USA to process the data in accordance with the level of protection in Europe. In cases where this cannot be ensured even by this contractual extension, we endeavor to obtain additional regulations and commitments from the recipient in the USA.

Further information on data protection from Microsoft can be found under the link https://privacy.microsoft.com/de-de/privacystatement.

j) Revocation of your consent to data processing

Many data processing operations are only possible with your express consent. You can revoke consent you have already given at any time. The legality of the data processing carried out until the revocation remains unaffected by the revocation.

k) Right to object to the collection of data

Insofar as the processing of your personal data is carried out for the protection of legitimate interests pursuant to Art. 6 (1) lit. f DSGVO, you have the right pursuant to Art. 21 DSGVO to object to the processing of this data at any time for reasons arising from your particular situation. We will then no longer process this personal data unless we can demonstrate compelling legitimate grounds for the processing. These must override your interests, rights and freedoms, or the processing must serve the assertion, exercise or defense of legal claims.

If you wish to exercise your right of withdrawal or objection, an e-mail to the above mail address of the controller is sufficient.

l) Right of appeal to the competent supervisory authority

In the event of breaches of the GDPR, data subjects shall have a right of appeal to a supervisory authority, in particular in the Member State of their habitual residence, their place of work or the place of the alleged breach. The right of appeal is without prejudice to other administrative or judicial remedies.

m) Right to data portability

You have the right to have data that we process automatically on the basis of your consent or in fulfillment of a contract handed over to you or to a third party in a common, machine-readable format. If you request the direct transfer of the data to another controller, this will only be done insofar as it is technically feasible.

n) Information, deletion and correction

Within the framework of the applicable legal provisions, you have the right at any time to free information about your stored personal data, its origin and recipient and the purpose of data processing and, if necessary, a right to correction or deletion of this data. For this purpose, as well as for further questions on the subject of personal data, you can contact us at any time.

o) Right to restriction of processing

You have the right to request the restriction of the processing of your personal data. For this purpose, you can contact us at any time. The right to restriction of processing exists in the following cases:

• If you dispute the accuracy of your personal data stored by us, we usually need time to verify this. For the duration of the review, you have the right to request the restriction of the processing of your personal data.
• If the processing of your personal data happened/is happening unlawfully, you may request the restriction of data processing instead of erasure.
• If we no longer need your personal data, but you need it to exercise, defend or enforce legal claims, you have the right to request restriction of the processing of your personal data instead of deletion.
• If you have lodged an objection pursuant to Art. 21 (1) DSGVO, a balancing of your and our interests must be carried out. As long as it has not yet been determined whose interests prevail, you have the right to request the restriction of the processing of your personal data.

If you have restricted the processing of your personal data, this data may - apart from being stored - only be processed with your consent or for the assertion, exercise or defense of legal claims or for the protection of the rights of another natural or legal person or for reasons of an important public interest of the European Union or a Member State.