We would like to inform you below about the processing of personal data in connection with the use of "MS Teams".
We use the tool "Microsoft Teams" (hereinafter: "MS Teams") to conduct conference calls, online meetings, video conferences and/or webinars (hereinafter: "Online Meetings"). "MS Teams" is a service of Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland.
The responsible party for data processing directly related to the conduct of online meetings is Tregenio GmbH, Einsteinstr. 174, 81677 Munich, Germany.
Note: If you access the "MS Teams" website, the provider of "MS Teams" is responsible for data processing. However, calling up the Internet page is only necessary for the use of "MS Teams" in order to download the software for the use of "MS Teams".
You can also use "MS Teams" if you enter the respective meeting ID and, if necessary, further access data for the meeting directly in the "MS Teams" app.
If you do not want to or cannot use the "MS Teams" app, then the basic functions can also be used via a browser version, which you can also find on the "MS Teams" website.
Various types of data are processed when using "MS Teams". 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: first name, last name, phone (optional), e-mail address, password (if "single sign-on" is not used), profile picture (optional),
Department (optional)
Meeting metadata: Topic, description (optional), attendee IP addresses, device/hardware information.
For recordings (optional): Video, audio and presentation recordings, text file of the online meeting chat.
When dialing in with the telephone: information on the incoming and outgoing call number, country, 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. In this respect, the text entries you make are processed in order to display them in the online meeting and, if necessary, to log them. 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 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 "MS Teams" applications.
To join an online meeting or enter the meeting room, you must at least provide information about your name.
We use "MS Teams" to conduct online meetings. If we want to record online meetings, we will transparently communicate this to you in advance and - if necessary - ask for consent. The fact of recording will also be displayed to you in the "MS Teams" app.
If it is necessary for the purposes 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 may also process questions asked by webinar participants for the purposes of recording and following up webinars.
If you are registered as a user with "MS Teams", then reports of online meetings (meeting metadata, phone dial-in data, questions and answers in webinars, polling function in webinars) can be stored in "MS Teams" for up to one month.
Automated decision-making within the meaning of Art. 22 DSGVO is not used.
The legal basis for data processing when conducting online meetings is Art. 6 para. 1 lit. b) DSGVO, insofar as the meetings are conducted in the context of contractual relationships.
Furthermore, your consent is the legal basis for the processing according to Art. 6 (1) a) DSGVO.
Personal data processed in connection with participation in online meetings will not be disclosed to third parties unless it is intended for disclosure. Please note that content from online meetings, as well as from face-to-face meetings, is often used to communicate information with customers, prospects or third parties and is therefore intended for disclosure.
Other recipients: The provider of "MS Teams" necessarily obtains knowledge of the above-mentioned data, insofar as this is provided for in the context of our order processing agreement with "MS Teams".
Data processing outside the European Union
"MS Teams" is a service provided by a provider headquartered in the USA. A processing of personal data thus also takes place in a third country, i.e. a country outside the European Union (EU) or the contracting states to the Agreement on the European Economic Area (EEA). We have concluded an order processing agreement with the provider of "MS Teams" that complies with the requirements of Art. 28 DSGVO.
In addition, "MS Teams" is obliged by the conclusion of so-called EU standard contractual clauses to comply with a level of data protection that essentially corresponds to the European level.
Please note, however, that the existence of an adequate data protection standard for providers outside the EU / EEA - even in the event that EU standard contractual clauses are concluded - cannot be guaranteed in every case.
We have appointed a data protection officer.
You can reach it as follows:
Gerda Kaval-Schwarz
Einsteinstr. 174
D-81677 Munich
Phone: +49 (0) 89 904212690
E-mail: gerda.kaval-schwarz@tregenio.com
You have the right to obtain information about the personal data concerning you. You can contact us for information at any time.
In the case of a request for information that is not made in writing, we ask for your understanding that we may require proof of identity from you.
Furthermore, you have a right to rectification or deletion or to restriction of processing, insofar as you are entitled to this by law.
Finally, you have the right to object to processing within the scope of the law.
A right to data portability also exists within the framework of data protection law.
You can revoke your consent to the processing of your personal data at any time with effect for the future.
As a matter of principle, we delete personal data when there is no need for further storage. A requirement may exist in particular if the data is still needed to fulfill contractual services or to be able to check and grant or ward off warranty and, if applicable, guarantee claims. In the case of statutory retention obligations, deletion will only be considered after expiry of the respective retention obligation.
You have the right to complain about the processing of personal data by us to a data protection supervisory authority.
We revise this data protection notice in the event of changes to data processing or other occasions that make this necessary. You will always find the current version on this website.
By participating in the online meeting organized via MS Teams, I declare my consent to the use, duplication, dissemination, exhibition and public reproduction of the recordings of myself collected therein (e.g. participation in discussions) and assign to Tregenio GmbH the rights to my own image, including the right to use these recordings for the aforementioned purposes. The consent and the right of use shall continue to apply beyond the termination of the online meeting.
I am aware that records and personal data published online are accessible worldwide, including in countries with a low level of data protection. Further dissemination and use by unauthorized third parties can therefore not be ruled out. In the event that consent is withdrawn, complete deletion of the recordings and data from the Internet cannot therefore be guaranteed.
I have noted that the granting of consent is voluntary and that I can revoke this consent at any time. I will not suffer any disadvantages from the non-granting or revocation of consent.
Consent to the use of personal data may be revoked at any time and without detriment by sending an e-mail to: datenschutz@tregenio.com.
Einsteinstr. 174,
81677 Munich
© 2023 | Tregenio