We would hereby like to inform you of the processing of personal data pertaining to the usage of Microsoft Teams.
Purpose of the processing
We use the tool Microsoft Teams to conduct teleconferences, online meetings, video conferences and/or webinars (hereafter referred to as online meetings). Microsoft Teams is a service provided by the Microsoft Corporation.
The data processing manager for processing directly pertaining to the conducting of online meetings is K.I.T. Group GmbH (hereafter referred to as the K.I.T. Group).
Note: When you visit the Microsoft Teams website, the provider if Microsoft Teams is responsible for the data processing. However, visiting the website is only required to download the software for using Microsoft Teams.
If you do not wish or are unable to use the Microsoft Teams app, you can also use Microsoft Teams through your browser. The service is then rendered via the Microsoft Teams website.
Which data are processed?
Various types of data are processed when using Microsoft Teams. The scope of the data also depends on which data you input before or during an online meeting.
The following personal data are subject to processing:
User information: e.g. display name, e-mail address if applicable, profile picture (optional), preferred language
Meeting metadata: e.g. date, time, meeting ID, telephone numbers, location
Text, audio and video data: You may have the option to use the chat function during an online meeting. Text inputs submitted by you are processed so that they can be displayed in the online meeting. In order to make it possible to display video and play audio, the data from your end device microphone and camera are processed for the duration of the meeting. You can always turn off and mute your camera and microphone at any time via the Microsoft Teams apps.
Scope of processing
We use Microsoft Teams to conduct online meetings. We will transparently notify you in advance if we wish to record online meetings, and will ask for your consent if required to do so.
If required for purposes of recording the results of an online meeting, we will record the chat contents. However, this will generally not be the case.
There is no automated decision making as per Art. 22 GDPR.
Legal grounds for data processing
If personal data of K.I.T. Group employees are being processed, the legal basis for such data processing is § 26 BDSG. If personal data are not required for the establishment, execution or termination of employment in relation to the usage of Microsoft Teams, but are an elementary component of the usage of Microsoft Teams, the legal basis for such data processing is Art. 6 para. 1 lit. f) GDPR. In these instances our interest lies in effectively conducting online meetings.
Art. 6 para. 1 lit. b) GDPR serves as the legal basis for the processing of data when conducting online meetings if said meetings are conducted for contract relationship purposes.
If there is no contract relationship, the legal basis is Art. 6 para. 1 lit. f) GDPR. Here, too, our interest lies in effectively conducting online meetings.
Recipients / forwarding of data
Personal data that are processed in relation to participation in online meetings are not forwarded to third parties if they are not intended for forwarding. Please note that content from online meetings, as with personal meetings, often serves to communicate information with customers, interested parties or third parties, and is thus intended for forwarding.
Further recipients: the provider of Microsoft Teams inevitably learns of the aforementioned data if such is stipulated in our order processing contract with Microsoft Teams.
Data processing outside of the European Union
No data are processed outside of the European Union (EU) because we have limited our storage location to datacentres in the European Union. However, we cannot rule out the possibility that data will be routed through internet servers located outside of the EU. This may especially be the case if participants in an online meeting are located in a non-EU country.
However, the data are encrypted when transmitted through the internet and are thus secured against unauthorised third-party access.
Data protection officer
We have appointed a data protection officer, who can be contacted as follows:
Messe Berlin GmbH
Telephone: +49 30 3038 2889
Your rights as a data subject
You have the right to disclosure of your personal data. You may ask us for such disclosure at any time.
In the event of a disclosure request not made in writing, we ask that you understand that we may request verification from you that you are the individual you claim to be.
Furthermore, you have the right to correction or deletion, or restricted processing, if you are legally authorised to do so.
You also have a right to object to the processing, within the legal parameters.
There is also a right to data portability within the parameters of the data protection regulations.
Deletion of data
We delete personal data when there is no longer a need to store them any further. The data may be retained if they are still needed to fulfil contractual services, or to assess and provide or defend against guarantee or warranty claims. In the event of legal retention periods, the data are only deleted upon expiration of the respective retention period.
Right to complain to a supervisory authority
You have the right to submit a complaint to a supervisory authority concerning our processing of your personal data.
Change to these data privacy statements
We revise these data privacy statements in the event of changes to data processing or other reasons that necessitate said revision(s). You can always find the latest version on this website: https://www.kit-group.org/datenschutzhinweis-ms-teams-deutsch/