Data Privacy Statement

When using Microsoft Teams, the following personal data is processed:

• Surname and first name (if provided in your Microsoft account or when logging in)
• Email address (for sending the meeting invitation and for authentication)
• Display picture / profile picture (if provided in your account)
• Date, time and duration of your participation in the meeting

• IP adress oft he device being used
• Type of device (computer, tablet, mobile phone)
• Operating system and browser or Teams client used
• Microphone and camera status (on/off)

• Audio and video data during the meeting (when the microphone/camera is enabled)
• Chat messages sent during the meeting
• Shared screen content and presented documents
• Reactions and poll results (where applicable)

Meetings are not recorded as a matter of principle. In the rare event that a recording is made, you will be explicitly informed of this at the start of the meeting and your consent will be sought. In such cases, the will be treated as a separate date processing operation.

Your personal data is processed fort he following purposes on the basis of the legal grounds set out below:

For the provision of Microsoft Teams, we engage Microsoft Corporation (One Microsoft Way, Redmond, WA 98052, USA) or Microsoft Ireland Operations Limited (One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, D18 P521, Ireland) as data processors in accordance with Article 28 of the GDPR. We have a Data Processing Agreement (DPA) in place with Microsoft that complies with the requirements of the GDPR.

Microsoft processes personal data solely on the instructions of the data controller and not for its own purposes (except where required by law). Further information on data processing by Microsoft can be found in Microsoft’s privacy policy at:

https://privacy.microsoft.com/de-de/privacystatement

Microsoft is a US-based company. When using Microsoft Teams, personal data may be transferred to the US or other third countries outside the European Economic Area (EEA). Microsoft has committed to complying with the EU-US Data Privacy Framework and thus provides an adequate level of data protection. In addition, EU Standard Contractual Clauses (SCCs) pursuant to Article 46(2)(c) of the GDPR are agreed as appropriate safeguards.<

Microsoft Teams is configured so that data belonging to European customers is stored primarily in European data centres (the Netherlands, Ireland).

Personal data is only stored for as long as is necessary for the relevant purpose:

• Chat messages and meeting content: These generally remain in the system fort he duration of he project or business relationship, but for no longer than 3 years after its conclusion.
• Connection logs: These are deleted after 30 days at the latest.
• Recordings (where created with consent): Deleted once the agreed purpose has been fulfilled, but no later than 12 months.
• Invitation emails: Subject tot he controller´s general email retention periods (usually 6 years in accordance with commercial and tax law retention obligations).

Under the GDPR, you have the following rights:

• Right of access (Art. 15 GDPR): You may request information about the personal data we process.
• Right of rectification (Art. 16 GDPR): You may request the rectification of inaccurate or incomplete data.
• Reight to erasure („right to bei forgotten“, Art. 17 GDPR): You may request the erasure of your data under certain condition.
• Right to restriction of processing (Art. 18 GDPR): You may request the restriction of the processing of your data.
• Right to data portability (Art. 20 GDPR): You may request that your data be provided to you in a structured, commonly used and machine-readable format.
• Right to object (Art. 21 GDPR): You may object to the processing of your data provided that the processing is based on Article 6(1)(f) GDPR (legitimate interest).
• Right to withdraw consent (Art. 7(3) GDPR): Where processing is based on consent, you may withdraw your consent at any time with the effect for the future.

To exercise your rights, please contact: datenschutz@petersenpartners.de

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a data protection supervisory authority, in particular in the EU Member State of your habitual residence, your place of work or the place where the alleged infringement occurred, if you consider that the processing of your personal data infringes the GDPR.

Please note that, as a participant, you are personally responsible for the personal data you share during a meeting – whether by switching on your camera or microphone, sending chat messages, or sharing your screen. We recommend that you take appropriate care to ensure that any third parties in the background are not visible (e.g. by using a virtual background).

You can join Microsoft Teams meetings via a web browser even if you don’t have your own Microsoft account. In this case, only the connection details required for technical purposes and the display name you have provided will be processed.

Please note that the recording, sharing or other processing of other participants’ contributions – in particular audio and video recordings – without their express consent is prohibited and may give rise to claims under data protection law.