Privacy Microsoft Teams
Introduction
This privacy notice informs you about the processing of your personal data when you participate in a meeting via Microsoft Teams (“Teams”) and that meeting is recorded or transcribed, and adds to our general privacy policy.
Below, we explain to you in detail how we collect which data on which legal basis. Furthermore, we outline which rights you have and for how long your data are stored. Your data is processed in accordance with the provisions of the EU General Data Protection Regulation (GDPR), the German federal data protection act (Bundesdatenschutzgesetz – BDSG) and the German Digital Services Act (Digitale-Dienste-Gesetz – DDG) as well as any other applicable statutory regulations.
Responsibility
The body responsible for the data processing is:
sovanta AG
X-House
Mittermaierstr. 31
69115 Heidelberg
Germany
Tel.: +49 (0)6221 18733-0
info@sovanta.com
You can contact our Data Protection Officer at:
sovanta AG
Data Protection Officer X-House
Mittermaierstr. 31
69115 Heidelberg
Germany
privacy@sovanta.com
Purpose
Your personal data is processed for the purpose of conducting and documenting the meeting, in particular for following up on content, recording results, and for internal communication and collaboration.
Processing Details
We use the Microsoft Teams tool provided by Microsoft Ireland Operations Limited (One Microsoft Place, South Country Industrial Park, Dublin, D18 P521, Ireland; hereinafter “Microsoft”) to conduct online meetings and/or video conferences (hereinafter “meetings”).
Various types of personal data are processed in connection with participation in a meeting. These include, in particular:
- IP address
- Participant information (display name, email address if applicable, optional profile picture)
- Meeting metadata: date, time, meeting ID, location
- Text, audio, and video data
- Meeting content and transcripts
A meeting will only be recorded or transcribed after all participants have been informed in advance. You have the option at any time to decline your participation in the recording or transcription by leaving the meeting or by not making any active contributions via microphone or camera.
Legal Basis
The legal basis for the processing is generally your consent pursuant to Art. 6 para. 1 sentence 1 lit. a GDPR . If the processing is necessary for the implementation of pre-contractual measures or for the performance of a contract, Art. 6 para. 1 sentence 1 lit. b GDPR may also apply. In certain cases, the processing may also be based on legitimate interests pursuant to Art. 6 para. 1 sentence 1 lit. f GDPR, provided that these do not override the interests or fundamental rights of the data subjects.
Duration of storage
The data collected during recording or transcription will be stored only for as long as necessary to fulfill the purposes described above. It will then be deleted, unless there are legal retention requirements that prohibit this. Transcripts and recordings are generally deleted upon completion of the recording process – but no later than 60 days thereafter.
Disclosure to Third Parties
Your personal data is generally only disclosed within the company to individuals who need it to fulfill the stated purposes. No further disclosure will take place without your express consent.
Data Transfer to Third Countries
Microsoft Teams is a service provided by Microsoft Corporation. Data processing also takes place on Microsoft servers. A contract for data processing has been concluded with Microsoft in accordance with Art. 28 GDPR. Processing of personal data may also take place outside the European Union. In this case, data transfer is based on appropriate safeguards within the meaning of Art. 44 et seq. GDPR, in particular through the conclusion of standard contractual clauses. Further information on the purpose and scope of data collection and its processing by the provider can be found in the privacy policy at https://privacy.microsoft.com
Your rights
You have the following rights with regard to personal data related to you:
- Right of access (Art. 15 GDPR),
- Right to rectification (Art. 16 GDPR),
- Right to erasure (Art. 17 GDPR, “right to be forgotten”),
- Right to restriction of processing (Art. 18 GDPR),
- Right to object to processing (Art. 21 GDPR),
- Right to data portability (Art. 20 GDPR).
If you have given us consent to process your data, you can revoke this consent at any time with effect for the future. The lawfulness of the processing of your data until revocation remains unaffected.
We will fulfil your aforementioned rights insofar as the legal requirements for asserting the rights are met. To assert your rights or for other data protection concerns, you can contact our data protection officer via the contact channels mentioned above.
a) Your right to complain to a data protection supervisory authority
You also have the right to complain about our processing of your personal data to a data protection supervisory authority in the Member State of your residence, your place of work or the place of the alleged infringement if you consider that the processing of personal data related to you is carried out unlawfully. The supervisory authority responsible for us is:
Der Landesbeauftragte für den Datenschutz und die Informationsfreiheit Baden-Württemberg
Lautenschlagerstraße 20
70173 Stuttgart
Germany
Email: poststelle@lfdi.bwl.de
Telephone: +49 711 61 55 41 0
b) Additional information on your right of objection
In addition, we would like to point out that as far as a processing of your personal data takes place on the basis of the legitimate interest according to Art. 6 para. 1 sentence 1 lit. f GDPR and/or your personal data is processed for purposes of direct marketing, you have the right to object to the processing of your personal data at any time.
Changes to the Privacy Notice
We update this Privacy Notice from time to time, for example, when we adjust our data processing practices or if there is a change in legal or regulatory requirements.