Data protection MS Teams
Data privacy policy for the use of MS Teams
Information on the processing of your personal data
We process personal data collected in the course of participation in online meetings confidentially and only in accordance with legal requirements. With this privacy policy, we inform you about the processing of your personal data in the context of using Microsoft Teams.
1. Name and contact details of the responsible office:
Vollert Anlagenbau GmbH
Stadtseestr. 12
74189 Weinsberg
Tel.: +49 7134 52 0
Email: infovollert.de
2. Contact data of the data protection officer of the responsible office:
You can reach our data protection officer by post at:
Vollert Anlagenbau GmbH
PERSONAL: Data protection officer
Stadtseestr. 12
74189 Weinsberg
By email: andreas.stockvollert.de
3. Purposes and legal bases of the processing and nature of the data use of MS Teams
We use the "Microsoft Teams" service as a communication platform in order to conduct audio and/or video conferences, online presentations as well as group training sessions or individual meetings via this. The provider of Microsoft Teams is Microsoft Corporation, One Microsoft Way Redmond, WA 98052-6399 USA. The legal basis for processing personal data is Art. 6 (1) lit. f DSGVO, i.e. our legitimate interest in effectively conducting online meetings, conferences and trainings, as well as reducing personal contacts due to the current Covid-19 pandemic. Insofar as the use of Microsoft Teams takes place within the scope of a contractual relationship, Art. 6 (1) lit. b DSGVO forms the legal basis for the processing of personal data.
The following personal data is regularly collected and processed when using the Microsoft Teams service:
Participant/user details: surname, first name or display name, email address, profile picture if applicable, preferred language, current user status.
The following personal data is regularly collected and processed when using the Microsoft Teams service: Text, audio and video data: Text, audio and, if applicable, video data provided by the participants. The participating user has the option at any time to switch off or mute his microphone or, when using the video function, his webcam, and can thus control when this data may be released for transmission.
Screen sharing: Participants have the option of screen sharing. When this function is activated, all contents of the shared screen or the shared program window are displayed to other participants.
In addition, further data or files can be shared (uploaded) by the user with other users within a meeting. The scope of data processing also depends, among other things, on the information provided by the respective participant before or during the use of the service.
The service provider also collects further data (technical as well as metadata): IP address, operating system used, bandwidth of the connection, date/time of meetings, meeting ID, telephone number if applicable, approximate geographical location.
If the user accesses the Microsoft Teams website to download the client version of the software (Teams), Microsoft itself is the data controller. However, the use of the client software to participate in Teams meetings is not mandatory. Alternatively, participation is also possible via a web browser. For this purpose, the participant receives an invitation from Vollert by e-mail with a corresponding access link. In this case, the data is also processed via the systems of the service provider Microsoft. Please note that not all Team functions may be available when participating via a web browser.
Further information on data processing by Microsoft can be found in Microsoft's privacy policy, which can be viewed at the following link: https://privacy.microsoft.com/de-de/privacystatement and https://docs.microsoft.com/de-de/microsoftteams/teams-privacy.
4. To whom is personal data passed on?
Vollert Anlagenbau GmbH is entitled to transfer personal data of the user to affiliated companies of the Vollert group of companies, provided that this is necessary for the execution of the online meeting or the data subject has consented.
The platform for using Microsoft Teams is provided by Microsoft Corporation. We have concluded corresponding EU standard contractual clauses with Microsoft in order to meet the data protection requirements with regard to commissioned data processing and data transfer to third countries. Microsoft necessarily obtains knowledge of certain personal data (in particular technical as well as metadata), insofar as this is necessary within the scope of the order processing for the provision of the services.
Internally, data from online meetings is limited to what is necessary and processed by the group of people required depending on the area of responsibility (e.g. sales employees, training department, service employees). Data is not passed on to third parties beyond this unless it is specifically intended to be passed on. It should be noted that certain content from meetings is used precisely to communicate information with customers, interested parties or third parties and is therefore intended to be shared.
5. Data transfer to third countries
A transfer of personal data to so-called third countries in the context of the use of Microsoft Teams does not take place in principle, as we have limited the storage and processing to data centers within the European Union. However, we cannot rule out the possibility that in individual cases, due to capacity bottlenecks, data may be routed via servers located outside the European Union. By concluding corresponding standard contractual clauses with Microsoft, such data transfer to third countries is legitimized. In addition, the data transfer is encrypted and is thus protected against possible access by un-authorized third parties.
6. Duration of data storage
The content provided in the context of online meetings (uploaded files) is processed for the duration of the respective purpose. This also applies to any chat history.
Meetings (audio or video recordings) are only recorded if the respective user actively gives his or her consent in advance. The user will be informed transparently in advance of any planned recording. Such recordings are deleted immediately after the purpose for which they were made ceases to apply.
The deletion of data from Microsoft's systems is completed after 90 days from the date of deletion of an account or content by the company. The same period also applies to the deletion of files by the user himself.
7. Your rights
You have the following rights with respect to us regarding the personal data concerning you:
The right to information according to Art. 15 DSGVO, the right to rectification according to Art. 16 DSGVO, the right to erasure according to Art. 17 DSGVO, the right to restriction of processing according to Art.18 DSGVO, the right to data portability according to Art. 20 DSGVO and the right to object according to Art. 21 DSGVO. With regard to the right to information and the right to erasure, the restrictions according to §§ 34 and 35 BDSG apply. To exercise your rights, you can contact the controller or the data protection officer using the contact details provided above.
In addition, there is a right of appeal to the competent data protection supervisory authority (Art. 77 DSGVO in conjunction with § 19 BDSG):
The State Commissioner for Data Protection and Freedom of Information of Baden-Württemberg - Home address: Königstrasse 10a, 70173 Stuttgart, Postal address: Postfach 10 29 32, 70025 Stuttgart, Tel.: 0711/615541-0, Fax: 0711/615541-15, Email: poststellelfdi.bwl.de
The data subject is also free to submit his or her complaint to the supervisory authority in the member state of his or her habitual residence, place of work or place of the alleged infringement.
8. Withdrawal of your consent
You may withdraw your consent to the processing of personal data in whole or in part at any time. Please note that the revocation is only effective for the future.
9. Obligation to provide your personal data
You do not have to provide us with any personal data to conduct surveys. Please note, however, that for technical reasons the processing of your IP and e-mail address is required. Without this processing, participation in an online meeting is not possible.
Automatic decision-making or profiling does not take place.