Data protection information for online meetings, telephone and video conferences, and webinars via "Microsoft Teams" (hereinafter "Teams")
We would like to inform you below about the processing of personal data in connection with the use of teams.
Purpose of processing
We use the Teams tool to hold telephone conferences, online meetings, video conferences, and/or webinars (hereinafter: "Online Meetings"). Teams is a service from Microsoft Corporation, which is based in the USA.
Science on Stage Europe e.V. (hereinafter: SonSEu) is responsible for data processing that is directly related to the implementation of "online meetings".
Note: If you access the Teams website, the Teams provider is responsible for data processing. However, you only need to call up the website to use Teams online and not as a Teams app (e.g. for Windows, macOS, iOS, or Android).
If you do not want to or cannot use the Teams app, the functions can also be used via a browser version, which you can also find on the Microsoft website.
Which data are processed?
When using Teams, different types of data are processed. The scope of the data also depends on the data you enter before or when participating in an "online meeting".
The following personal data are processed:
User information: first name, last name, telephone (optional), email address, password (if "single sign-on" is not used), profile picture (optional), department (optional).
Meeting metadata: subject, description (optional), participant 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 the online meeting chat.
When dialing in with the phone: information on the 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 have the option of using the chat functions in an "online meeting". In this respect, the text entries you make are processed to display them in the "online meeting" and, if necessary, to record them. To enable the display of video and the playback of audio, the data from the microphone of your end device and any video camera on the end device are processed accordingly during the duration of the meeting. You can switch off or mute the camera or microphone yourself at any time using the Teams application.
In order to take part in an “online meeting” or to enter the “meeting room”, you must at least provide information about your name.
Scope of processing
We use teams to conduct “online meetings”. If we want to record "online meetings", we will inform you transparently in advance and - if necessary - ask for your consent. The fact of the recording is also displayed in the Teams app.
If necessary, for the purpose of logging the results of an online meeting, we will log the chat content. However, this will usually not be the case.
In the case of webinars, we can also process the questions asked by webinar participants for the purpose of recording and following up webinars.
Automated decision-making within the meaning of Art. 22 GDPR is not used.
Legal basis for data processing
Insofar as personal data is processed by SonSEu employees, Section 26 BDSG is the legal basis for data processing. If, in connection with the use of Teams, personal data is not required for the establishment, implementation or termination of the employment relationship, but is nevertheless an elementary component in the use of teams, Art. 6 Para. 1 lit.f) GDPR is the legal basis for Data processing. In these cases, we are interested in the effective implementation of "online meetings".
Otherwise, the legal basis for data processing when conducting "online meetings" is Article 6 (1) (b) GDPR, insofar as the meetings are carried out within the framework of contractual relationships.
If there is no contractual relationship, the legal basis is Article 6 (1) lit. f) GDPR. Here, too, we are interested in the effective implementation of "online meetings".
Recipient/transfer of data
Personal data that are processed in connection with participation in "online meetings" are generally not passed on to third parties unless they are intended to be passed on. Please note that content from "online meetings" as well as from personal meetings is often used to communicate information with customers, interested parties, or third parties and is therefore intended to be passed on.
Other recipients: The Teams provider necessarily receives knowledge of the above data.
Data processing outside the European Union
Teams is a service provided by a US provider. Processing of personal data takes place on servers in the EU.
An adequate level of data protection is guaranteed on the one hand by the "Privacy Shield" certification of Microsoft Corporation, on the other hand by the conclusion of the so-called EU standard contractual clauses.
Data protection officer
We have appointed a data protection officer.
You can contact him as follows: firstname.lastname@example.org.
Your rights as a data subject
You have the right to request information about your personal data. You can contact us at any time for information.
In the event of a request for information that is not made in writing, we ask for your understanding that we may request evidence from you that proves that you are the person you claim to be.
Furthermore, you have a right to correction or deletion or to restriction of processing, insofar as you are legally entitled to do so.
Finally, you have the right to object to the processing within the framework of the legal requirements.
A right to data portability also exists within the framework of data protection regulations.
Deletion of data
We generally delete personal data if there is no need for further storage. A requirement can exist in particular if the data is still required to fulfil contractual services, to check the warranty and, if applicable, guarantee claims and to be able to grant or defend them. In the case of statutory retention requirements, deletion can only be considered after the respective retention obligation has expired.
Right of appeal to a supervisory authority
You have the right to complain to a data protection supervisory authority about the processing of personal data by us.
Changes to this data protection notice
We revise this data protection notice in the event of changes in data processing or other events that make this necessary.
Further information on data protection and security at SonSEu can be found at www.science-on-stage.eu/privacy-policy.
Further information on data protection at Microsoft Corporation:
Last change: 03.09.2020
Science on Stage Europe e.V.