Privacy policy for online meetings, conference calls and webinars via "Zoom" of Human Synergistics InterConnext GmbH

Privacy Policy for Zoom

• Purpose of processing

  We use the tool "Zoom" to conduct telephone conferences, online meetings, video conferences, and/or webinars (hereinafter: "Online Meetings"). "Zoom" is a service of Zoom Video Communications, Inc. which is based in the USA.

• Controller

  The Controller responsible for data processing directly related to the execution of "online meetings" is Human Synergistics InterConnext GmbH.

  Note: If you open the "Zoom" website, the provider of "Zoom" is responsible for data processing. However, calling up the Internet site is only necessary for the use of "Zoom" to download the software for the use of "Zoom".

  You can also use "Zoom" if you enter the respective meeting ID and, if necessary, other access data for the meeting directly in the "Zoom" app.

  If you do not want to or cannot use the "Zoom" app, the basic functions can also be used via a browser version, which you can also find on the "Zoom" website.

• What kind of data is processed?

  Various types of data are processed when using "Zoom". The scope of the data also depends on the information you provide before or during participation in an "online meeting".

  The following personal data are processed:

  User details: first name, last name, telephone (optional), e-mail address, password (if "Single-Sign-On" is not used), profile picture (optional), department (optional)

  Meeting metadata: Topic, description (optional), participant IP addresses, equipment/hardware infor-mation

  For recordings (optional): MP4 file of all video, audio and presentation recordings, M4A file of all audio recordings, text file of online meeting chat.

  When dialing in by phone: Information on incoming and outgoing phone number, country name, start and end time. If necessary, further connection data such as the IP address of the device can be saved.

  Text, audio, and video data: You may be able to use the chat, question, or survey functions in an "online meeting". To this extent, the text entries you make are processed to display and, if necessary, log 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 any video camera of the terminal device will be processed for the duration of the meeting. You can turn off or mute the camera or microphone yourself at any time using the "Zoom" applications

  To participate in an "online meeting" or to enter the "meeting room", you must at least provide information about your name.

• Scope of processing

  We use "Zoom" to conduct "online meetings". If we want to record "online meetings", we will inform you transparently in advance and - if necessary - ask for your consent. The fact of the recording will also be displayed in the "Zoom" app. If it is necessary for the purpose of recording the results of an online meeting, we will log the chat content. However, this will usually not be the case.

  In the case of webinars, we may also process the questions asked by webinar participants for the purpose of recording and follow-up of webinars.

  If you are registered as a user at "Zoom", reports of "online meetings" (meeting meta data, telephone dial-in data, questions and answers in webinars, survey function in webinars) can be stored at "Zoom" for up to one month.

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

• Legal basis of the data processing

  As far as personal data of employees of Human Synergistics InterConnext GmbH are processed, § 26 BDSG is the legal basis for data processing. If, in connection with the use of "Zoom", personal data are not required for the establishment, execution or termination of the employment relationship, but are nevertheless an elementary component in the use of "Zoom", Art. 6 (1) lit. f) GDPR is the legal basis for data processing. In these cases, we are interested in the effective conduct of "online meetings".

  Furthermore, the legal basis for data processing when conducting "online meetings" is Art. 6 (1) lit. b) GDPR, insofar as the meetings are conducted within the framework of contractual relationships.

  If no contractual relationship exists, the legal basis is Art. 6 (1) lit. f) GDPR. Here too, we are interested in the effective implementation of "online meetings".

• Recipient/passing on of data

  Personal data processed in connection with participation in "online meetings" are generally not passed on to third parties, unless they are specifically intended to be passed on. Please note that the contents of "online meetings" as well as personal meetings are often used to communicate information with customers, interested parties, or third parties and are therefore intended for disclosure.

  Further recipients: The provider of "Zoom" necessarily obtains knowledge of the above-mentioned data, as far as this is provided for in our contract processing agreement with "Zoom".

• Data processing outside the European Union

  "Zoom" is a service provided by a provider from the USA. Processing of personal data therefore also takes place in a third country. We have concluded a data processing agreement with the provider of "Zoom" which meets the requirements of Art. 28 GDPR.

  An appropriate level of data protection is guaranteed on the one hand by the "Privacy Shield" certification of Zoom Video Communications, Inc. but also by the conclusion of the so-called EU standard contract clauses.

• Data Protection Team

  We have a privacy team that you can reach under:

  Human Synergistics InterConnext GmbH - Data Protection
  Krampenhausweg 1
  40882 Ratingen
  E-Mail: privacy@humansynergistics.de

• Your rights as a data subject

  You have the right of access to 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 you to provide evidence that proves that you are the person you claim to be.

  Furthermore, you have the right to correction or deletion or limitation of the processing, as far as you are legally entitled to do so.

  Finally, you have the right to withdraw to the processing within the framework of the legal requirements.

  You also have a right to data transferability within the framework of data protection regulations.

• Deletion of data

  As a matter of principle, we delete personal data when there is no need for further storage. A requirement can exist in particular if the data is still needed to fulfill contractual services, to check and grant or ward off warranty, and guarantee claims. In the case of statutory storage obligations, deletion shall only be considered after the expiry of the respective storage obligation.

• Right of object to a supervisory authority

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

• Amendment of this data protection notice

  We revise this privacy policy in the event of changes in data processing or other reasons that make this necessary. You will always find the current version on this website.

  Last update: 4.05.2020