Data protection for remote meetings

Last updated: 13. August 2020

Data protection information for online meetings, telephone conferences and WebMeetings via "Microsoft Teams".

We would like to inform you below about the processing of personal data in connection with the use of Microsoft Teams.

When you visit our website, our web servers store by default the IP of your Internet service provider, the website from which you visit us, the web pages you visit on our site, and the date and duration of your visit. This information is absolutely necessary for the technical transmission of the web pages and secure server operation. A personalized evaluation of this data does not take place.

Purpose of processing

We use the "Microsoft Teams" tool to conduct conference calls, online meetings, video conferences and/or webinars (hereinafter: "Online Meetings"). "Microsoft Teams" is a service of Microsoft Corporation.

Person responsible

The responsible party for data processing directly related to the implementation of ""Online Meetings"" is Raumschmiede GmbH.

Note:  Insofar as you call up the "Microsoft Teams" website, the "Microsoft Teams" provider is responsible for data processing. However, calling up the Internet page is only necessary to download the software for using "Microsoft Teams".

If you do not want to or cannot use the "Microsoft Teams" app, you can also use "Microsoft Teams" via your browser. The service will then also be provided via the "Microsoft Teams" website to that extent.

What data is processed?

When using "Microsoft Teams", various types of data are processed. The scope of the data also depends on the data you provide before or during participation in an "online meeting".

The following personal data are subject to processing:

User details: E.g. display name ("Display Name"), e-mail address if applicable, profile picture (optional), preferred language.

Meeting-Metadata: E.g. date, time, meeting ID, phone numbers, location

Text-, Audio- und Videodata: You may have the option of using the chat function in an "online meeting". To this extent, 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 terminal device and from any video camera of the terminal device will be processed accordingly for the duration of the meeting. You can turn off or mute the camera or microphone yourself at any time via the "Microsoft Teams" applications.

Scope of processing

We use "Microsoft Teams" to conduct "online meetings." If we want to record "online meetings", we will transparently inform you in advance and - if necessary - ask for consent(approval).

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

Automated decision-making within the meaning of Art. 22 DSGVO is not used.

Legal basis for data processing

Insofar as personal data is processed by employees of Raumschmiede GmbH, § 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 in the use of "Microsoft Teams", Article 6 (1) f) DSGVO is the legal basis for data processing. In these cases, our interest is in the effective implementation of "online meetings".

For the rest, the legal basis for data processing when conducting "online meetings" is Art. 6 (1) lit. b) DSGVO, insofar as the meetings are conducted in the context of contractual relationships.

Sollte keine vertragliche Beziehung bestehen, ist die Rechtsgrundlage Art. 6 Abs. 1 lit. f) DSGVO. Auch hier besteht unser Interesse an der effektiven Durchführung von „Online-Meetings“.

Wenn Sie uns eine Einwilligung (Art. 6 Abs. 1 lit. a; Art. 9 Abs. 2 lit. a DSGVO) zur Datenspeicherung erteilt haben, speichern wir Ihre personenbezogene Daten bis zum Wegfall der Zweckbindung oder bis zum Widerruf. Sie können jederzeit Ihre Einwilligung für die Zukunft widerrufen. 

Recipients / passing on of data

Personal data processed in connection with participation in "Online Meetings" will not be disclosed to third parties as a matter of principle, unless it is specifically intended for disclosure. Please note that the content of "online meetings", as well as 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 the context of our order processing agreement with "Microsoft Teams".

Data processing outside the European Union

Data processing outside the European Union (EU) does not occur as a matter of principle, as we have limited our storage location to data centers in the European Union. However, we cannot exclude the routing of data via Internet servers that are located outside the EU. This may be the case in particular if participants in "Online Meeting" are located in a third country.

However, the data is encrypted during transport over the Internet and thus protected against unauthorized access by third parties.

Data protection officer

We have appointed a data protection officer.

You can reach him as follows:
Projekt 29 GmbH & Co. KG
Ostengasse 14
93047 Regensburg
Phone: +49 941 298 693 0

Your rights as a data subject

You have the right to obtain information about the personal data concerning you. You can contact us for information at any time.
In the case of a request for information that is not made in writing, we ask for your understanding that we may require proof from you that you are the person you claim to be.

Furthermore, you have a right to rectification or deletion or to restriction of processing, insofar as you are entitled to this by law.

Finally, you have a right to object to processing within the scope of the law.
A right to data portability also exists within the framework of the data protection legal requirements.

Deletion of data

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, if applicable, guarantee claims. In the case of statutory retention obligations, deletion will only be considered after expiry of the respective retention obligation.

Right of complaint to a supervisory authority

You have the right to complain about the processing of personal data by us to a supervisory authority for data protection.

Changes to this data protection notice

We revise this data protection notice in the event of changes to data processing or other occasions that make this necessary. You will always find the current version on this website.