Privacy Notice on Microsoft Teams
Privacy notices pursuant to Art. 13 GDPR
In these privacy notices, we explain our use of the video communication software “Teams Meetings” of Microsoft Corporation.
These privacy notices are addressed both to employees of Kleine Wolke Textilgesellschaft GmbH & Co. KG and to external persons.
Controller:
The controller responsible for the processing of your personal data in connection with the use of “Teams Meetings” is Kleine Wolke Textilgesellschaft GmbH & Co. KG, Herzogin-Cecilie-Allee 16/18, D-28217 Bremen, Tel.: +49 (0) 421 / 62 61 – 0, Fax: +49 (0) 421 / 62 61 – 392, email: info@kleinewolke.com.
Description of data processing, purposes, and categories of data:
We use the “Teams Meetings” tool to conduct video conferences (hereinafter: “online meetings”).
Depending on the type and scope of the use of “Teams Meetings”, various types of data are collected or processed. These include in particular
• Information about your person (e.g. first and last name, email address)
• Meeting metadata (e.g. date, time, and duration of the communication, name of the meeting, participant IP address)
• Device/hardware data (MAC addresses, client version)
• Text, audio, and video data
• Documents or files that you upload or send yourself
• Connection data (e.g. telephone numbers, country names, start and end times, IP addresses)
Below, we would like to provide you with more detailed information about the scope of the data processing.
Required data and functions
If you participate in an online meeting as an external participant, you will receive an access link from the host by email. When registering for the online meeting, you can then enter your name and, if applicable, your email address.
In addition, the tool collects user data required to provide the service. This includes in particular technical data about your devices, your network, and your internet connection, such as IP address, MAC address, other device IDs, device type, operating system type and version, client version, camera type, microphone or speaker, type of connection.
Voluntary information and functions
You may provide further information about your person, but you are not required to do so. In addition, you are free to use the chat function during an online meeting. You can also switch your camera and microphone on, off, or mute them yourself.
As a rule, no recording takes place. Should we nevertheless wish to record individual sessions, we will do so only if the consent of all invited participants has been obtained in advance. If at least one person does not give consent, no recording will take place.
If you use the chat function, the text entries you make will be processed in order to display them in the “online meeting”. The chat is not logged.
You can also contact employees of our company as an external Teams user via online meeting or chat message. In the latter case, your username and your text or document entry will be processed in order to display the message to the contacted person. You decide yourself whom you write to and what content the message should have (text or document). Outside online meetings, no text or document entries are logged.
Legal bases for data processing
If you participate in an online meeting as an external participant, your data will be processed on the basis of Art. 6 para. 1 sentence 1 lit. b GDPR, provided that your participation in the online meeting is necessary for the performance of a contract concluded with us. The same applies if conducting the online meeting is necessary for the implementation of pre-contractual measures taken at your request.
If the data processing in connection with the use of “Teams Meetings” is not necessary for the performance of a contract concluded with us or for the implementation of pre-contractual measures, it is carried out on the basis of Art. 6 para. 1 sentence 1 lit. f GDPR. Our legitimate interest in this regard lies in maintaining location-independent communication, cultivating business contacts, and providing owed services.
If, when using the tool, you also voluntarily provide information about your person or voluntarily use functions that are not strictly necessary, the associated data processing is carried out on the basis of your revocable consent pursuant to Art. 6 para. 1 sentence 1 lit. a GDPR. You may revoke your consent at any time with effect for the future. Please note that processing carried out before the revocation is not affected by this.
Disclosure of your data
As a rule, we do not transmit your data to unauthorized third parties.
Microsoft Corporation supports us in processing your data as an external service provider and processor within the meaning of Art. 28 GDPR. As a processor, Microsoft Corporation processes your data strictly in accordance with instructions and on the basis of a separately concluded data processing agreement.
Deletion of your data
In the case of an online meeting, your data are stored in the system only for the duration of the respective meeting. The recorded meetings are not deleted.
Text entries and sent documents outside online meetings are not deleted.
Your rights as a data subject
Pursuant to Art. 15 GDPR, you have the right to obtain information from the controller about the personal data concerning you, as well as the right to rectification of inaccurate data pursuant to Art. 16 GDPR or to erasure if one of the reasons stated in Art. 17 GDPR applies, for example if the data are no longer required for the purposes pursued. You also have the right to restriction of processing if one of the conditions set out in Art. 18 GDPR is met and, in the cases of Art. 20 GDPR, the right to data portability. In cases where we process your personal data on the legal basis of Art. 6 para. 1 sentence 1 lit. f GDPR, you also have the right to object at any time on grounds relating to your particular situation. We will then no longer process the personal data unless there are demonstrably compelling legitimate grounds for the processing which override your interests, rights, and freedoms, or the processing serves the establishment, exercise, or defense of legal claims.
You also have the right to lodge a complaint with a supervisory authority if you are of the opinion that the processing of the data concerning you violates data protection provisions. The right to lodge a complaint may in particular be exercised with a supervisory authority in the member state of the data subject’s place of residence or the place of the alleged infringement.
Contact details of the Data Protection Officer:
We are supported by our Data Protection Officer in fulfilling our obligations under data protection law. The contact details of our Data Protection Officer are: datenschutz nord GmbH, Konsul-Smidt-Straße 88, 28217 Bremen, email: office@datenschutz-nord.de, Tel.: 0421 69 66 32-0