Data protection information for webinars

Thank you for your interest in our webinars. Below you will find information on how we process your data.

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Person responsible for data processing

The controller pursuant to Art. 4 No. 7 of the General Data Protection Regulation (GDPR) is

voize GmbH

Dircksenstr. 47

10178 Berlin

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Data Protection Officer

We have appointed an external data protection officer:

Althammer & Kill GmbH & Co. KG

Roscherstr. 7

30161 Hanover

E-mail: kontakt-dsb@althammer-kill.de.

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Implementation of webinars

We process participants' personal data in order to conduct our webinars. This usually includes registration data (surname, first name, email address), technical connection data (e.g. IP address, device information) and - depending on use - communication content (e.g. questions in the chat, contributions during the webinar).

This data is processed to enable you to participate in the webinar and is based on Art. 6 para. 1 lit. b GDPR (fulfillment of the contractual relationship or implementation of pre-contractual measures) and - if necessary - on Art. 6 para. 1 lit. f GDPR (legitimate interest in the professional implementation of our online events).

We may use external service providers (e.g. video conferencing platforms) for technical implementation. These process personal data on our behalf on the basis of Art. 28 GDPR (for more information, see "Online meetings, conference calls and webinars via Microsoft Teams and Metimeter").

As part of the webinar, personal data (in particular name, e-mail address, information on areas of interest or interactions in the webinar) may also be passed on to our respective cooperation partners, insofar as this is necessary for the joint implementation or follow-up of the event.

We only store personal data collected in connection with registration and participation in our webinars for as long as is necessary for the implementation and follow-up of the webinar. Registration data (e.g. name, e-mail address) will be deleted no later than 2 years after the end of the webinar, provided that there are no statutory retention obligations to the contrary or you have expressly consented to further storage (e.g. for the receipt of information material or invitations to further events).

Online meetings, conference calls and webinars via "Microsoft Teams"

  1. Purpose of the processing
  1. We use MS Teams to conduct conference calls, online meetings, video conferences and/or webinars (hereinafter: "Online Meetings"). MS Teams is a Microsoft Office application from Microsoft Corporation, which is headquartered in the USA.
  2. It is a chat-based workspace that has been optimized for working on projects with several people. In addition to written communication via the chat, it is also possible to exchange information via the video and telephone function.
  1. What data is processed?
  1. When using Microsoft Teams, various categories of personal data are processed. This primarily includes information that is required for the administration of the user account, such as first and last name, e-mail address and password. In addition, optional data can also be stored by you. This can be information about your department, your telephone number or even your individual profile picture. The scope of the data also depends on what information you disclose before or during participation in an "online meeting" via chat, video or telephone call. In particular, the text entries made in the chat are logged and disclosed to the communication partner(s). 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 are also processed 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, unless we have switched off this function for the meeting. In addition to this usage-dependent data, other connection and telemetry data such as the IP address, time of participation, call quality data or device/hardware information may also be processed.
  2. In addition, support/feedback data, e.g. troubleshooting tickets or feedback sent to Microsoft, can also be processed.
  3. When dialing in with the telephone, information on the incoming and outgoing phone number, country name, start and end time and, if applicable, other connection data such as the IP address of the device can also be saved.  
  4. Automated decision-making is not used.

1. Microsoft Teams (scope of processing, legal basis)

  1. Thanks to the video conferencing function of Microsoft Teams, we can offer you participation in our "online meetings" via video / audio.

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a) Microsoft Teams is part of Microsoft 365. Microsoft Teams is a collaboration tool that also includes a video conferencing function. Microsoft 365 is a software of the company Microsoft Corporation, One Microsoft Way Redmond, WA 98052-6399 USA.

b) Microsoft Teams is part of the Microsoft 365 cloud application, for which a user account can be created. Microsoft reserves the right to process customer data for its own
business purposes. This poses a
data protection risk for users of Microsoft Teams. We have concluded data protection agreements with the provider Microsoft
and EU standard contracts in order to guarantee a minimum level of data protection at
. Please note that we have no
influence on Microsoft's data processing. To the extent that Microsoft Teams processes personal data in
connection with Microsoft's legitimate business operations, Microsoft
is an independent data controller for such use and as such is responsible for
compliance with all applicable laws and obligations of a data controller.

c) Further information on the purpose and scope of data collection and its processing by Microsoft Teams can be found in Microsoft's privacy policy at
https://privacy.microsoft.com/de-de/privacystatement and Microsoft Teams at
https://docs.microsoft.com/de-de/microsoftteams/teams-privacy. There you will also find
further information on your rights in this regard. Microsoft also processes your
personal data in the USA. EU standard contracts have been concluded with Microsoft for
Microsoft 365 and Microsoft Teams in order to guarantee an appropriate level of data protection.

d) You can access the data protection agreement and EU standard contractual clauses with Microsoft at: https://www.microsoft.com/licensing/docs/view/Microsoft-Products-and-Services-Data-Protection-Addendum-DPA.  

(2) If we want to record "online meetings", we will inform you transparently in advance and - if necessary - ask for your consent. If a recording is started, this will be visible via the Teams app.

(3) If it is necessary for the purposes of logging the results of an online meeting, we will log the chat content. However, this will not usually be the case.

(4) In the case of webinars, we may also process the questions asked by webinar participants for the purposes of recording and following up webinars.

  1. Legal basis for data processing
  1. Insofar as personal data of voize GmbH employees is processed, Art. 88 GDPR in conjunction with Art. 26 BDSG is the legal basis. § 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 Teams, Art. 6 para. 1 lit. f) GDPR is the legal basis for data processing. In these cases, we are interested in the effective implementation of video and telephone conferences and the associated administrative management.
  2. Otherwise, the legal basis for data processing when conducting online meetings is Art. 6 para. 1 lit. b) GDPR, insofar as the online meetings are conducted within the framework of (pre-)contractual relationships or Art. 6 para. 1 lit. a) GDPR, insofar as you have given us your consent.
  1. Recipient of the data
  1. Personal data processed in connection with participation in "online meetings" may be passed on to the respective cooperation partner of the webinar to measure its success. Please note that content from "online meetings", as with face-to-face meetings, is often used to communicate information with employees, customers, interested parties or third parties and is therefore intended to be passed on.
  2. The transfer of personal data to the software provider Microsoft is justified by the fact that we contractually oblige our external service providers as processors in accordance with Art. 28 GDPR to process all personal data exclusively in accordance with our instructions. This is guaranteed at international level by the conclusion of the so-called EU standard contractual clauses (at Microsoft the so-called "Data Protection Addendum")(https://www.microsoft.com/licensing/docs/view/Microsoft-Products-and-Services-Data-Protection-Addendum-DPA)

Further information on the type and scope of data processing by Microsoft can be found at https://privacy.microsoft.com/de-de/privacystatement.

When you register for our free webinars, we process your contact details (e.g. name, email address, company) not only to organize and conduct the event, but also to pass them on to the cooperation partner named in the webinar description. The disclosure is made on the basis of Art. 6 para. 1 lit. f GDPR to protect our legitimate interests and those of the cooperation partner to offer you further information on the webinar content and additional services. Participation in the webinar is linked to this data processing. The cooperation partner processes the data received under its own responsibility under data protection law. You can object to the disclosure of your data at any time for reasons arising from your particular situation (Art. 21 GDPR). In this case, however, participation in the webinar is not possible.

  1. Data deletion
  1. 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 will only be considered after the respective retention obligation has expired.
  2. Usage reports, which contain, for example, the dial-in data and other information on the activity, are deleted after 180 days at the latest. Further information can be found at https://docs.microsoft.com/en-us/microsoftteams/teams-activity-reports and https://docs.microsoft.com/de-DE/microsoftteams/teams-analytics-and-reports/teams-reporting-reference?WT.mc_id=TeamsAdminCenterCSH.

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Mentimeter

For our webinars, we use the interactive presentation and survey service "Mentimeter" from Mentimeter AB, Alströmergatan 22, 112 47 Stockholm, Sweden. Mentimeter enables us to incorporate surveys, quizzes and real-time feedback into our events. If you participate in such a survey or interaction, the data you enter (e.g. answers to questions or ratings) will be transmitted to Mentimeter and processed there. Mentimeter may also store technical data (e.g. IP address, device type, browser information) to ensure the operation of the service. The processing is carried out on the basis of Art. 6 para. 1 lit. f GDPR, as we have a legitimate interest in an interactive and user-friendly design of our offers. If you voluntarily provide personal data (e.g. names in open text fields), the processing is based on your consent in accordance with Art. 6 para. 1 lit. a GDPR. Further information on data processing by Mentimeter can be found in Mentimeter's privacy policy at: https://www.mentimeter.com/legal/privacy-policy.

Your rights

You have the following rights vis-à-vis us with regard to your personal data:

  • Right to information,
  • Right to rectification or erasure,
  • Right to restriction of processing,
  • Right to data portability.

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Right to lodge a complaint with a supervisory authority

You also have the right to complain to a data protection supervisory authority about the processing of your personal data by us. The supervisory authority directly responsible for us is

Berlin Commissioner for Data Protection and Freedom of Information
Alt-Moabit 59-61
10555 Berlin

Phone: +49 30 13889-0

Fax: +49 30 2155050

E-mail: mailbox@datenschutz-berlin.de

https://kontakt.datenschutz-berlin.de/

Right of objection and revocation  

If you have given your consent to the processing of your data, you can withdraw it at any time. Such a revocation affects the permissibility of the processing of your personal data after you have given it to us.

Right to object to direct advertising

Of course, you can object to the processing of your personal data for advertising and data analysis purposes at any time, e.g. even if you receive advertising from us in the form of a newsletter, customer magazine or information material by post as part of a business relationship.

If we use your data in the context of functions of our websites for direct advertising and an associated data analysis, we will inform you about this data processing further above in this data protection declaration, including the possibility of exercising your right of revocation by technical means if necessary.

Contact options regarding your rights

You can contact us at any time to exercise your rights. The best way to do this is to use the following e-mail address: info@voize.de

You are also welcome to use one of the contact options in our legal notice or contact our data protection officer directly (contact details above).

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