Data protection information according to Art. 13 GDPR: Online Meetings, Video Conferences, Online Seminars
1. Description of data processing, purposes and types of data
We use the video tool "Zoom" to conduct telephone conferences, online meetings, video conferences and online seminars (hereinafter referred to as "online meetings").
Depending on the type and scope of use of "Zoom", different types of data are collected or processed. This includes in particular
- Information about your person (e.g. first and last name, e-mail address, profile picture)
- Meeting metadata (e.g. date, time and duration of communication, name of the meeting, participant IP address)
- Device/hardware data (e.g. IP addresses, MAC addresses, client version)
- Text, audio and video data (e.g. chat histories, video, audio and presentation recordings)
- Connection data (e.g. telephone numbers, country names, start and end times, IP addresses)
In the following, we would like to inform you in more detail about the scope of data processing.
Required data and functions
As an employee of the Leibniz-Zentrum für Marine Tropenforschung (ZMT) GmbH you have a host account or basic account with which you can organise and hold online meetings. For the creation of your account or for planning and holding an online meeting, the following data will be collected and processed: Name, username, e-mail or phone number, password (if single sign-on is not used).
If you participate in an online meeting as an internal or external participant, you will receive an access link from the host via e-mail. When you register for the online meeting, you must then enter your name and, if applicable, your e-mail address. As a participant, you can join meetings directly from your browser without installing the Zoom client.
The tool also collects user data required for the provision of technical and operational support and improvements to the services provided. This includes in particular technical data about your devices, your network and your internet connection, such as IP address, MAC address, other device IDs (UDID), device type, operating system type and version, client version, camera type, microphone or loudspeaker, type of connection.
Voluntary specifications and functions
You can provide further information about your person, but you do not have to. You are also free to use the chat, question or survey functions during the online meeting. You can also turn your camera and microphone on, off, or mute.
If you use the chat, question or survey function, the text entries you make will be processed to display and, if necessary, log them in the "online meeting". If you switch on your camera or microphone, the data from your terminal device's microphone and any video camera on the terminal device will be processed for the duration of the meeting. At the start of online meetings, your camera and microphone are turned off by default.
Please note that any information that you or others upload, provide, or create during an online meeting will be processed at least for the duration of the meeting. This includes, but is not limited to, chat/instant messages, files, whiteboards, and other information shared while using the Service.
Chat content may be logged if necessary for the purpose of logging the results of an online meeting. However, this only applies to "public" chats and messages sent directly to the hosts. Private chat content is not logged.
If we wish to record online meetings, we will inform you in advance and - if necessary - ask for your consent. If a recording is made, the participants of the online meeting will be informed by the system both via video and audio.
"Zoom" has the possibility of a software-based "attention monitoring". However, this is not used by us and has therefore been deactivated.
Further information on the processing of your data when using "Zoom", a detailed list of the data collected and processed by "Zoom" and the "Zoom" data protection information can be found at: https://zoom.us/de-de/privacy.html.
2. Legal basis for data processing
If you use "Zoom" as an employee of the Leibniz-Zentrum für Marine Tropenforschung (ZMT) GmbH, the data processing is based on § 26 para. 1 Federal Data Protection Act, if and to the extent that the conduct of online meetings is necessary for the purposes of the employment relationship.
If you participate in an online meeting as an external participant, your data will be processed on the basis of Art. 6 para. 1 (1b) GDPR, insofar as your participation in the Online Meeting is necessary for the fulfilment of a contract concluded with you. The same applies if the online meeting is necessary to carry out pre-contractual measures which are carried out at your request.
Insofar as data processing in connection with the use of "Zoom" is not necessary either for the purposes of the employment relationship or for the fulfilment of a contract concluded with you or for the implementation of pre-contractual measures, it is carried out on the basis of Art. 6 para. (1f) GDPR. Our legitimate interest here is to maintain communication independent of location, to maintain business contacts and to provide services to clients.
If, when using the tool, you also voluntarily provide personal details or voluntarily use functions that are not absolutely necessary, the associated data processing is carried out on the basis of your revocable consent in accordance with Art. 6 para. 1 (1a), 7 GDPR, if applicable in conjunction with § 26 para. 2 Federal Data Protection Act. You can revoke your consent at any time with effect for the future. Please note that processing that took place before the revocation is not affected.
3. Transfer of your data to third-parties
Generally, we do not transfer your data to third parties. Your data will only be passed on to third parties if you have expressly consented to the transfer of your data or if we are obliged or entitled to do so by law. Please note that contents from "online meetings" as well as personal meetings often serve the purpose of communicating information with customers, interested parties or third parties and are therefore intended to be passed on.
When processing your data, Zoom Video Communications Inc. supports us as an external service provider and processor in accordance with Art. 28 GDPR. As a processor, Zoom Video Communications Inc. processes your data strictly in accordance with your instructions and on the basis of a separately concluded contract. The data processing can also take place outside the EU or the EEA. With regard to Zoom Video Communications Inc. an adequate level of data protection can be assumed in accordance with Art. 46 para. 2 lit. c DSGVO by using EU standard contract clauses and performing a risk assessment prior to the transfer.
4. Deletion of your data
We process your data only as long as they are necessary for the purposes for which they were collected. In general, videos, audio recordings and chat protocols will not be recorded and saved. Please note, however, that some scientific talks, an online workshop or a roundtable might be recorded for future use (e.g. on YouTube). If this is the case, we will inform you about the recording of those scientific talks, workshops or roundtables up front and obtain your consent. Internal online meetings by a work group, however, will generally not be recorded and saved.In the case of legal storage obligations, deletion will only be conducted after expiry of the respective storage obligation.
5. Your rights
In accordance with Art. 15 DSGVO, you have the right to obtain information from the person responsible about the personal data relating to you and to have incorrect data corrected in accordance with Art. 16 DSGVO or deleted if one of the reasons mentioned in Art. 17 DSGVO applies, e.g. if the data is no longer required for the purposes pursued. You also have the right to restrict processing if one of the conditions set out in Art. 18 DSGVO applies and in the cases of Art. 20 DSGVO the right to transfer data. In cases in which we process your personal data on the legal basis of Art. 6 para. 1 (1f) GDPR, you also have the right to object at any time for reasons arising from your particular situation. We will then no longer process the personal data unless there are verifiably compelling reasons for processing worthy of protection which outweigh your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims. You can assert your data protection rights here:
datenschutz nord GmbH
Phone: +49 (0)421 69 66 32 0
You also have the right to complain to a supervisory authority if you believe that the processing of data concerning you is in breach of data protection regulations. In particular, the right of appeal may be lodged with a supervisory authority in the Member State in which the data subject is resident or in which the alleged breach occurred.
6. Person responsible and data protection officer