for online meetings, conference calls and webinars via “Microsoft Teams” of HEINKEL Drying and Separation Group
Issue date: 2020-07-07
We would like to inform you in the following about the processing of personal data in connection with the use of “Microsoft Teams”.
1. Purpose of the processing
We use the tool called “Microsoft Teams” to conduct conference calls, online meetings, video conferences and/or webinars (hereinafter referred to as “Online Meetings”). “Microsoft Teams” is a service of Microsoft Corporation.
2. Responsible person
The person responsible for data processing in direct connection with the execution of “online meetings” is HEINKEL Process Technology GmbH, Ferdinand-Porsche-Straße 8, 74354 Besigheim.
Note: If you access the “Microsoft Teams” website, the provider of “Microsoft Teams” is responsible for data processing. However, calling up the Internet site is only necessary for the use of “Microsoft Teams” in order to download the software.
If you do not want to or cannot use the “Microsoft Teams” app, you can use “Microsoft Teams” from your browser. The service is then also provided via the “Microsoft Teams” website.
3. Which data is processed
When using “Microsoft Teams”, different types of data are processed. The scope of the data also depends on the information you provide before or during participation in an “online meeting”.
The following personal data is processed:
Information about the user: e.g. display name, e-mail address (if applicable), profile picture (optional), preferred language
Meeting metadata: e.g. date, time, meeting ID, phone numbers, location
Text, audio and video data: You may have the option of using the chat function in an “online meeting”. To this extent, the text entries you make are processed in order to display them in the “online meeting”. 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 for the duration of the meeting. You can turn off or mute the camera or microphone at any time using the “Microsoft Teams” applications.
4. Scope of processing
We use “Microsoft Teams” to conduct “online meetings”. If we want to record “online meetings”, we will inform you transparently in advance and – if necessary – ask for your consent.
If 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.
Automated decision-making within the meaning of DSGVO (Art. 22) is not used.
5. Legal basis of data processing
As far as personal data of employees of HEINKEL Process Technology GmbH or HEINKEL Holding GmbH are processed, § 26 BDSG is the legal basis for data processing. If, in connection with the use of “Microsoft Teams”, personal data are not necessary for the creation, implementation or termination of the employment relationship, but are nevertheless an elementary component of the use of “Microsoft Teams”, Article 6(1)(f) of the DSGVO is the legal basis for the data processing. In these cases, we are interested in the effective conduct of “online meetings”.
In addition, the legal basis for data processing in connection with “online meetings” is Article 6(1)(b) of the DSGVO, insofar as the meetings are held within the framework of contractual relations.
If no contractual relationship exists, the legal basis is Article 6(1)(f) of the DSGVO. Here too, we are interested in the effective implementation of “online meetings”. If you have consented to a recording of an “online meeting”, the legal basis is your consent in accordance with Article 6(1)(a) of the DSGVO.
6. Receiver / passing on of data
Personal data processed in connection with participation in “online meetings” are generally not passed on to third parties, unless they are specifically intended to be passed on. Please note that content from “online meetings” as well as from personal meetings often serves the purpose of communicating information with customers, interested parties or third parties and is therefore intended to be passed on.
Other recipients: The provider of “Microsoft Teams” necessarily obtains knowledge of the above-mentioned data to the extent that this is provided for in our contract processing agreement with “Microsoft Teams”.
7. Data processing outside the European Union
Data processing outside the European Union (EU) does not take place as a matter of principle, as we have limited our storage location to computer centres in the European Union. However, we cannot exclude the possibility that data is routed via Internet servers located outside the EU. This may be the case in particular if participants in “online meetings” are in a third country.
However, the data is encrypted during transport over the Internet and thus protected against unauthorized access by third parties.
8. Data Protection Officer
We have appointed a data protection officer
intersoft consulting services AG
Beim Strohhause 17, 20097 Hamburg, Germany
You can reach as follows:
To the data protection officer
HEINKEL Process Technology GmbH
9. Your rights as a data subject
You have the right of access to 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 you to provide proof that you are the person you claim to be.
Furthermore, you have the right to correction or deletion or to restriction of processing, as far as you are legally entitled to do so.
Finally, you have the right to object to the processing within the framework of the legal requirements.
A right to data transferability also exists within the framework of data protection regulations.
10. Deletion of data
As a matter of principle, we delete personal data when there is no need for further storage. A requirement can exist in particular if the data is still needed to fulfil contractual services, to check and grant or ward off warranty and, if applicable, guarantee claims. In the case of legal storage obligations, deletion only comes into consideration after expiry of the respective storage obligation.
11. Right of appeal to a supervisory authority
You have the right to complain to a data protection supervisory authority about the processing of personal data by us.