Privacy notices for online meetings, telephone conferences and webinars via ZOOM

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.

The data controller for data processing directly related to the conduct of online meetings is "DIA Digital Consulting GmbH".

Insofar as you call up the website of ZOOM, the provider of ZOOM is responsible for data processing. However, calling up the website is only necessary for the use of ZOOM in order to download the software (app) for the use of ZOOM.

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

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

When using ZOOM, various types of data are processed. The scope of the data also depends on the data you provide before or when participating in an "online meeting".

The following personal data are the subject of processing

• User details:
  First name, last name, phone (optional), e-mail address, password (if "single sign-on" is not used), profile picture (optional), department (optional).
• Meeting metadata:
  Topic, description (optional), attendee IP addresses, device/hardware information.
• 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 with the telephone:
  Information on the incoming and outgoing call number, country name, start and end time. If necessary, further connection data such as the IP address of the device can be stored.
• Text, audio and video data:
  You may have the option of using the chat, question or survey functions in an "online meeting". To this extent, the text entries you make are processed in order to display them in the "online meeting" and, if necessary, to log them. 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 ZOOM apps.

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

We use ZOOM to conduct online meetings. If we want to record online meetings, we will transparently tell you in advance and ask for consent (if necessary). The fact of the recording will also be displayed to you in the ZOOM app.

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.

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

If you are registered as a user with ZOOM, then reports of online meetings (meeting metadata, phone dial-in data, questions and answers in webinars, polling function in webinars) can be stored at ZOOM for up to one month.

The option of software-based "attention monitoring" ("attention tracking") that exists in "online meeting" tools such as ZOOM is deactivated.

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

For employees/employees of "DIA Digital Consulting GmbH", § 26 para. 8 BDSG-neu is the legal basis for data processing. In these cases, our interest is in the effective implementation of "online meetings".

For other participants in "online meetings" - insofar as the meetings are conducted within the framework of contractual relationships - § 6 para.1 lit. b DSGVO is the legal basis for data processing.

If there is no contractual relationship, the legal basis is § 6 para.1 lit. a DSGVO. Here, too, our interest is in the effective implementation of "online meetings".

Content from "online meetings" as well as from face-to-face meetings is often used to communicate information to employees, interested parties or third parties and is therefore intended for disclosure. Please note that personal data processed in connection with participation in our "online meetings" will generally not be disclosed to third parties unless it is specifically intended for disclosure.

Other recipients:

The provider of ZOOM necessarily obtains knowledge of the above data to the extent provided for in our order processing agreement with ZOOM.