Data protection information for online meetings, telephone conferences and webinars via “Zoom”

 

 

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

Purpose of processing

 

We use the tool "Zoom" to conduct telephone conferences, online meetings, video conferences, and/or webinars (hereinafter: "online meetings"). "Zoom" is a service provided by Zoom Video Communications, Inc., which is based in the USA.

 

Person responsible

 

Person responsible for data processing that is directly related to the conduct of “online meetings” is

Attorney Anne-Kathrin Renz

Schützenstraße 3-5

66123 Saarbrücken

0681 95 81 05 88

renz@renz-recht.de

 

 

A notice: If you access the Zoom website, the Zoom provider is responsible for data processing. However, accessing the website is only necessary to download the software for using Zoom.

 

You can also use “Zoom” if you enter the respective meeting ID and, if necessary, other access data for the meeting directly in the “Zoom” app.

 

If you do not want or cannot use the Zoom app, the basic functions can also be used via a browser version, which you can also find on the Zoom website.

 

 

What data is processed?

 

When using Zoom, various types of data are processed. The extent of the data also depends on the information you provide before or during your participation in an online meeting.

 

The following personal data are subject to processing:

 

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: Topic, 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 by phone: Information about the incoming and outgoing phone number, country name, start and end time. Additional connection data such as the device's IP address may be stored.

 

Text, audio and video data: You may have the option to use the chat, question, or survey functions in an online meeting. The text entries you make will be processed to display them in the online meeting and, if necessary, to log them. To enable video display and audio playback, the data from your device's microphone and any video camera on the 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 Zoom application.

 

To participate in an “online meeting” or to enter the “meeting room”, you must at least provide your name.

 

Scope of processing

 

We use Zoom to conduct online meetings. If we plan to record online meetings, we will transparently inform you in advance and, where necessary, ask for your consent. The fact that the meeting is being recorded will also be displayed in the Zoom app.

 

If necessary for the purposes of recording the results of an online meeting, we will log the chat content. However, this will generally 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 on webinars.

 

If you are registered as a user with Zoom, reports on online meetings (meeting metadata, telephone dial-in data, questions and answers in webinars, poll function in webinars) may be stored by Zoom for up to one month.

 

Automated decision-making within the meaning of Art. 22 GDPR is not used.

 

Legal basis for data processing

The legal basis for data processing when conducting “online meetings” is Art. 6 (1) (b) GDPR, provided that the meetings are conducted within the framework of contractual relationships.

If no contractual relationship exists, the legal basis is Art. 6 (1) (f) GDPR. Here, too, our interest lies in the effective conduct of online meetings.

 

Recipient / transfer of data

Personal data processed in connection with participation in online meetings will generally not be shared with third parties unless specifically intended for sharing. Please note that content from online meetings, as with in-person meetings, is often used specifically to communicate information with customers, prospects, or third parties and is therefore intended for sharing.

Other recipients: The provider of “Zoom” necessarily receives knowledge of the above-mentioned data, insofar as this is provided for in our order processing agreement with “Zoom”.

 

Data processing outside the European Union

"Zoom" is a service provided by a provider from the USA. Personal data is therefore also processed in a third country. We have concluded a data processing agreement with the provider of "Zoom" that complies with the requirements of Art. 28 GDPR.

An appropriate level of data protection is guaranteed, on the one hand, by concluding the so-called EU standard contractual clauses. As additional protective measures, we have also configured our Zoom so that only data centers in the EU, the EEA, or secure third countries such as Canada or Japan are used for conducting online meetings.

Your rights as a data subject

 

You have the right to Information about the personal data concerning you. You can contact us at any time for information.

 

If you do not request information in writing, we ask for your understanding that we may require you to provide evidence that you are the person you claim to be.

 

Furthermore, you have the right to Correction or deletion or on Restriction processing, to the extent that you are legally entitled to do so.

Finally, you have a Right of objection against 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 when there is no longer a need for its continued storage. This may be necessary, in particular, if the data is still needed to fulfill contractual services, to verify, grant, or defend warranty and, if applicable, guarantee claims. In the case of statutory retention periods, deletion will only be considered after the respective retention period has expired.

Right to lodge a complaint with a supervisory authority

 

You have the right to obtain information about the processing of personal data by us at supervisory authorityto complain about data protection.

Changes to this privacy policy

We will revise this privacy policy if changes to data processing occur or for other reasons that make this necessary. The most current version can always be found on this website.