Data protection policy for online meetings with Microsoft Teams
We use the Microsoft Teams tool to conduct video conferences, webinars or other online meetings. Microsoft Teams is a feature of Microsoft 365 and a service of Microsoft Ireland Operations. When using Microsoft Teams, various personal data and types of data are processed. The scope of the data also depends on the information you provide before or when participating in an online meeting.
The following personal data may be subject to processing:
• User details: display name, email address, profile picture (optional), preferred language
• Meeting metadata: e.g. date, start and end time, meeting ID, phone number, location
• Text, audio and video data: During the online meeting audio and video data is processed. Furthermore, you may optionally use the chat function during an online meeting. In this case, the text entries you make are processed in order to display them in the online meeting.
In special situations recordings of the online meetings can be made by HELU KABEL, e.g. to allow non-attending participants to view the online meeting afterwards. Only certain persons at HELU KABEL are allowed to record online meetings.
If we record online meetings, this will be communicated or displayed to you before the start of the recording and - if necessary - you will be asked for your consent. Consent can be given, for example, by means of an affirmative message in the chat; it is always voluntary. If you do not wish to be recorded, you can leave the online meeting. You may also deactivate your video or refrain from using the chat tool.
In case of a recording, files of all video, audio and presentation slides will be made. If necessary for the purpose of documenting the concrete results of an online meeting, a text file of the online meeting chat may also be stored.
Our data processing is based on the following legal provisions:
• Insofar as we conduct online meetings with our business partners via Microsoft Teams as part of the contract performance, the legal basis for data processing is Art. 6 (1) lit. b) GDPR.
• As far as personal data of employees of HELU KABEL are processed, § 26 BDSG (German Data Protection Act) is the legal basis for the data processing, provided that the processing is necessary for the fulfillment of the employment relationship.
• If personal data is not required for the contract performance with business partners or the fulfillment of the employment relationship, Art. 6 (1) f) GDPR (our legitimate interests) may justify the data processing. We have a legitimate interest in using modern means of communication that include the transmission of audiovisual content. In the interests of our employees and business partners, we have implemented Microsoft Teams in a data protection-friendly manner and refrain from collecting and storing any personal data that is not necessary.
• If the processing of the data is based on your consent (especially in the context of the recording of online meetings described above), Art. 6 (1) a) GDPR is the relevant legal basis.
Personal data processed in connection with the participation in online meetings will generally not be disclosed by us to third parties unless it is specifically intended for disclosure. In this context, however, please note that content from online meetings – same as with face-to-face meetings - is often used precisely to exchange information with customers, prospects or other third parties.
Microsoft Teams is a service provided by a European subsidiary of Microsoft Corporation based in the USA. We have contractually obligated Microsoft to comply with the General Data Protection Regulation (GDPR) via a so-called data processing agreement (DPA). Nevertheless, we cannot completely exclude the possibility that Microsoft Corporation or U.S. security authorities may have access to the circumstances and content of communications via Teams. However, if data is also processed outside the EU, we take appropriate and reasonable measures to ensure an adequate level of data protection, e.g. by concluding the so-called EU standard contractual clauses.