Below, you will find information on how personal data is processed when using 'Microsoft Teams'.
 

1.        Purpose of processing

We use the tool 'Microsoft Teams' to conduct telephone conferences, online meetings, video conferences and/or webinars (hereinafter referred to as 'online meetings'). 'Microsoft Teams' is a service provided by the Microsoft Corporation.

 

2.        Data controller

Produkt + Markt GmbH & Co. KG, Otto-Lilienthal-Straße 15, 49134 Wallenhorst, is the data controller and is responsible for all data processing directly related to conducting 'online meetings'.

Please note: If you access the 'Microsoft Teams' website, the provider of 'Microsoft Teams' is responsible for processing the data. However, you only need to access the website to download the software required for using 'Microsoft Teams'.

If you cannot or do not want to use the 'Microsoft Teams' app, you can also access 'Microsoft Teams' through your web browser. The service will then be provided via the 'Microsoft Teams' website.
 

3.        What types of data are processed?

When using 'Microsoft Teams', different types of data are processed. The scope of the data depends on which data you disclose prior to or while participating in an 'online meeting'.

The following personal data is subject to processing:

User information:
e.g. display name, email address, if applicable, profile picture (optional), preferred language.

Meeting metadata:
e.g. date, time, meeting ID, phone numbers, location.

Text, audio and video data:
During an 'online meeting', you may have the opportunity to use the chat feature. If you use this feature, any text you enter will be processed in order to display it in the 'online meeting'. In order to facilitate the display of video and the playback of audio, the data from the microphone on your device and from any video camera on your device will be processed for the duration of the meeting. You can switch off your camera and mute your microphone at any time using the 'Microsoft Teams' app.

 

4.        Scope of processing

We use 'Microsoft Teams' to conduct 'online meetings'. If we want to record an 'online meeting', we will inform you beforehand in a transparent manner and, as far as it is necessary to do so, ask for your consent.

The contents of the chat are recorded when using 'Microsoft Teams'. We store the chat messages for a period of 12 months. If it is necessary for the purpose of keeping a record of the results of an 'online meeting', we will record the chat messages.

Automated decision-making as defined in Art. 22 GDPR is not used.

 

5.        Legal basis for data processing

If any personal data of Produkt + Markt GmbH & Co. KG's employees is processed, Art. 6 para. 1 lit. b) GDPR provides the legal basis for data processing. If personal data collected when using 'Microsoft Teams' is not required to establish, implement, or terminate the employment relationship, but is nevertheless essential for using 'Microsoft Teams', the legal basis for data processing is Art. 6 para. 1 lit. f GDPR. In such cases, our interest lies in the effective implementation of 'online meetings'.

In all other cases, the legal basis for processing data when conducting 'online meetings' is Art. 6 para. 1 lit. b GDPR, provided that the meetings are conducted as part of a contractual relationship.

If no contractual relationship exists, the legal basis is Art. 6 para. 1 lit. f GDPR. Here too, our interest lies in the effective implementation of 'online meetings'.

 

6.        Data recipients/sharing data

Personal data processed as part of participation in an 'online meeting' will never be disclosed to third parties unless the data is specifically intended for sharing. Please note that, just like face-to-face meetings, the information obtained during 'online meetings' is often used to communicate information to customers, interested parties or other third parties, and is therefore intended for sharing. If this is the case, we will inform you beforehand in a transparent manner and, as far as it is necessary to do so, ask for your consent.

Other recipients: The provider of 'Microsoft Teams' will, by necessity, receive access to the above-mentioned data to the extent that this is stipulated in the terms of our data processing agreement with 'Microsoft Teams'.

 

7.        Data processing outside the European Union

As a rule, no data processing takes place outside the European Union (EU), as we have restricted our storage location to data centres within the European Union. However, we cannot guarantee that data will not be routed via internet servers located outside the EU. This may be the case when participants in an 'online meeting' are located in a third country.

However, the data is encrypted while it is being transmitted over the internet and, as a result, it is protected against unauthorised access by third parties.
 

8.        Data Protection Officer

We have appointed a Data Protection Officer.

Our Data Protection Officer can be reached using the contact details below:

Produkt + Markt GmbH & Co. KG
Otto-Lilienthal-Straße 15
49134 Wallenhorst
Phone: +49 5407 8850
Fax: +49 5407 885 244
E-Mail: datenschutz@produktundmarkt.de

 

9.        Your rights as a data subject

You have the right of access to the personal data concerning you. You can contact us at any time to request a copy of your personal data.

Should your request not be submitted in writing, please understand that we may ask you to provide proof that you are the person you claim to be.

You also have the right to rectification, the right to erasure and the right to restriction of processing, to the extent that you are entitled to these by law.

And, lastly, you have the right to object to the processing of your personal data in accordance with the law.

Under data protection law, you also have the right to data portability.

 

10.     Deletion of data

As a rule, we delete personal data once we are no longer required to store it. In particular, we may be required to store data if the data is still needed to fulfil contractual obligations or to comply with pharmacovigilance regulations. In cases where we are legally required to retain data, the data will only be deleted once the relevant retention period has ended.
 

11.     Right to lodge a complaint with a supervisory authority

You have the right to lodge a complaint with a data protection supervisory authority regarding the processing of your personal data by us.

 

12.     Amendments to this Privacy Policy

Our Privacy Policy will be revised to reflect any changes in data processing or other circumstances that require us to do so. The latest version can always be found on our website.