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Data protection information for online meetings and webinars 

Information on the processing of personal data:

Purposes and legal basis of data processing

To hold telephone calls and conferences, video conferences, webinars, hereinafter referred to as online meetings, we use the provider platforms "Microsoft Teams" from the provider Microsoft Corporation, "Zoom" from the provider Zoom Video Communications, and the platform "TeamViewer" from the provider TeamViewer Germany GmbH.

Person in authority

The company inviting to the meeting or webinar, intarsys GmbH, is responsible for data processing.

Other responsible parties are the respective provider of the online meeting platform, since the provider is responsible for data processing when the provider's website is accessed. This is required to download the provider's software or use the provider's app. The providers used and thus other persons responsible are:

The following data can be processed during online meetings:

    • Personal data
      Display name, first name, surname, telephone number, email address, access password, profile picture, company, department, function

    • Meeting Metadata
      Topic, description, date, time, meeting ID, participant IP addresses, device/hardware information

    • records
      MP4 file of all video, audio and presentation recordings, M4A file of all audio recordings, text file of online meeting chats

    • Text, audio, video data
      When using the chat, question or survey function, the text entries made are processed in order to display them in the online meeting and, if necessary, to log them. In order to enable video display and audio playback, the data from the microphone and/or video camera of your end device is processed for the duration of the online meeting. You can disable or mute the camera and/or microphone at any time through the provider's online meeting software.

Scope of processing

The data listed is used to conduct online meetings. The scope of the data used also depends on what data is made before or during participation in an online meeting. You will be informed about a possible recording before or at the beginning of the online meeting; this is displayed during the online meeting. If a recording is not approved, we ask the participant to leave the meeting independently. If necessary, text input in the chat and questions from the participants are logged, anonymously or in connection with personal data, depending on the announcement. Logged data is processed further as part of the follow-up of webinars. Certain minimum data is required to participate in the online meeting, otherwise the online meeting cannot be attended. Other data is voluntary, but may be required to use individual functions in order to enable full implementation and participation in online meetings. Personal contact data is subsequently stored in the CRM tool of intarsys GmbH. You can object to this storage at any time in accordance with your rights (see following paragraph).

Legal basis for data processing

The legal basis for the data processing described is Art. 88 GDPR in conjunction with Section 26 (1) BDSG (execution of the employment relationship if you have an employment relationship with us) and Art. 6 (1) lit. f GDPR (protection of legitimate interests, based based on our interest in conducting online meetings and making them efficient if you are a participant in an online meeting without being an employee at the same time). Insofar as we record an online meeting, this is done on the basis of Art. 6 Paragraph 1 lit. a GDPR (consent). In the context of contractual relationships or their initiation, the legal basis is Art. 6 Para. 1 lit b) GDPR.

Data transfer to third parties

Content from online meetings is available to all participants. If an online meeting can be held with end-to-end encryption, the provider of the online meeting software cannot access the content of an online meeting. In addition, the provider of the online meeting software has access to your data, insofar as this is provided for in the context of order processing. Apart from that, we will of course treat your personal data confidentially and will not pass them on to third parties. Recordings of webinars or their summaries can be made anonymous as part of social media activities or passed on with consent and linked to the intarsys website.

Data processing outside the European Union

"Microsoft Teams" and "Zoom" are services provided by providers located in the United States. The USA is a third country outside the European Union. Countries outside the European Union handle the protection of personal data differently than countries inside the European Union. For the guidelines of the providers, you can see their designated data protection notices under the item Responsible.

deletion of the data

Personal data will always be deleted if there is no need for further storage. A requirement may exist in particular for the fulfillment of contractual services. In the case of statutory storage obligations, deletion can only be considered after the storage obligation has expired.

Your rights

You have the right to information about the personal data concerning you (Art. 15 GDPR), to the correction of incorrect data (Art. 16 GDPR), and to the deletion of the data in the event of a reason in accordance with Art. 17 GDPR. Furthermore, there is the right to restrict further processing under the conditions of Art. 18 GDPR and the right to object in accordance with Art. 21 GDPR if the legal basis is Art. 6 Para. 1 lit e) or f) GDPR, and the right to Data portability in the cases of Art. 20 GDPR. Consent can be revoked at any time, this does not affect the legality of the processing until the revocation. Furthermore, you have the right to complain to a supervisory authority about the processing of personal data by us.

Name and address of the data protection officer

If you have any questions about data protection, please send us an email or contact our data protection officer directly: Hanna Müller, intarsys GmbH, email: Data protection@intarsys.de

Changes to this privacy notice

We revise this data protection information in the event of changes in data processing or for other reasons that make this necessary. You can always find the current version on this website.

Status: March 2023