Information obligations for the use of Microsoft Teams

This data protection notice provides information about the processing of your personal data in the context of our project work, online meetings, video conferences and webinars using the Microsoft Teams video conferencing solution.

We use the “Microsoft Teams” tool to carry out project work, telephone conferences, webinars, video conferences and/or webinars.

“Microsoft Teams” is a service of Microsoft Corporation.

Microsoft Ireland Operations Limited
One Microsoft Place
South County Business Park
Leopardstown
Dublin 18D18 P521
Ireland

As part of project work on the Microsoft Teams platform, project content is shared in various file formats (Word, PDF, etc.) and is visible to all members of the respective team. No personal data of third parties is placed on the platform as document content and no confidential content, in particular not content that is subject to professional or business secrecy.

Insofar as personal data is processed by employees of IBODigital GmbH, Section 26 BDSG is the legal basis for data processing. If, in connection with the use of “Microsoft Teams”, personal data is not required for the establishment, implementation or termination of the employment relationship, but is nevertheless an elementary component of the use of “Microsoft Teams”, Art. 6 para. 1 lit. f) GDPR is the legal basis for data processing. In these cases, our interest lies in the effective implementation of webinars and project work in and with Microsoft Teams.

Otherwise, the legal basis for data processing when conducting webinars and project work is Art. 6 para. 1 lit. b) GDPR, insofar as the meetings are conducted within the framework of contractual relationships. If there is no contractual relationship, the legal basis is Art. 6 para. 1 lit. f) GDPR. Here too, we are interested in the effective implementation of webinars and project work.

There is generally no recording. In exceptional cases, recordings will only be made with your consent.

The following personal data is processed:

• User details: e.g. display name (“Display name”), e-mail address. Profiling information.
• Meeting metadata: e.g. date, time, meeting ID, telephone numbers, location
• Text, audio and video data: You may have the option of using the chat function in an “online meeting”. In this respect, 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 end device and from any video camera of the end device will be processed accordingly for the duration of the meeting. You can switch off or mute the camera or microphone yourself at any time via the “Microsoft Teams” applications.

Personal data that is processed in connection with participation in webinars and project work will not be passed on to third parties unless it is intended to be passed on. Please note that content from webinars and personal meetings is often used to communicate information with customers, interested parties or third parties and is therefore intended to be passed on.

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

We generally delete personal data when there is no need for further storage. A requirement may exist in particular if the data is still needed to fulfill contractual services, to check and grant or defend against warranty and guarantee claims. In the case of statutory retention obligations, deletion can only be considered after the respective retention obligation has expired.

A user can read the chat history retrospectively and without participating in a meeting as long as the meeting was invited from a team and the user is part of this team. The chat history of meetings can therefore always be read.

According to the EU General Data Protection Regulation, you have the following rights:

If your personal data is processed, you have the right to obtain information about the personal data stored about you (Art. 15 GDPR).

If incorrect personal data is processed, you have the right to rectification (Art. 16 GDPR).
If the legal requirements are met, you can request the erasure or restriction of processing and object to processing (Art. 17, 18 and 21 GDPR).

If you have consented to the data processing or a contract for data processing exists and the data processing is carried out using automated procedures, you may have a right to data portability (Art. 20 GDPR).

If you make use of your above-mentioned rights, IBODigital GmbH will check whether the legal requirements for this are met.

Furthermore, you have the right to lodge a complaint with a supervisory authority if you believe that the processing of your personal data violates the GDPR (Art. 77 GDPR).

If you have any questions, please contact the person organizing the respective Microsoft Teams session.

You can contact the IBODigital GmbH data protection officer by email at privacy@ibodigital.com.

Responsible body:
IBODigital GmbH
Ammerthalstraße 9
85551 Kirchheim / Munich
Telephone: +49-(0)89-991557-0
E-mail: info@ibodigital.com

IBODigital GmbH reserves the right to change the data protection notice.

Munich, 24.04.2024