Data Protection Microsoft Teams

Data protection information for online meetings, telephone conferences and webinars via “Microsoft Teams” of pharma-insight GmbH

We would like to inform you below about the processing of personal data in connec-tion with the use of “Microsoft Teams”.

Purpose of the processing

We use the “Microsoft Teams” tool to conduct telephone conferences, online meetings, video conferences and/or webinars (hereinafter: “online meetings”). “Mi-crosoft Teams” is a service of Microsoft Ireland Operations Limited.

Person responsible

The controller for data processing that is directly related to the organisation of “online meetings” is pharma-insight GmbH, Keldersstraße 8, 42697 Solingen, Germany.

Note: If you access the “Microsoft Teams” website, the provider of “Microsoft Teams” is responsible for data processing. However, accessing the website is only necessary for the use of “Microsoft Teams” in order to download the software for the use of “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 is then also provided via the “Mi-crosoft Teams” website.

What data is processed?

Various types of data are processed when using “Microsoft Teams”. The scope of the data also depends on the data you provide before or when participating in an “online meeting”.

The following personal data is 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, telephone numbers, location
• Text, audio and video data: You may have the option of using the chat function in an “online meeting”. In this respect, 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 end de-vice and from any video camera of the end device will be processed accordingly for the duration of the meeting. You can switch off or mute the camera or micro-phone 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 inform you transparently in advance and – if necessary – ask for your consent.

The chat content is logged when using Microsoft Teams. We store the chat content for a period of ten years based on the compliance settings of the Microsoft 365 ten-ant. If it is necessary for the purposes of logging the results of an online meeting, we will log the chat content. However, this will not usually be the case.

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

Legal basis for data processing

Insofar as personal data of employees of pharma-insight GmbH are processed, Art. 6 para. 1 lit. b) GDPR is the legal basis for data processing. If, in connection with the use of “Microsoft Teams”, personal data is not required for the establishment, im-plementation or termination of the employment relationship, but is nevertheless an elementary component of the use of “Microsoft Teams”, Art. 6 para. 1 lit. f) GDPR is the legal basis for data processing. In these cases, we are interested in the effective organisation of “online meetings”.

In addition, the legal basis for data processing when conducting “online meetings” is Art. 6 para. 1 lit. b) GDPR, insofar as the meetings are conducted within the frame-work of contractual relationships.

If there is no contractual relationship, the legal basis is Art. 6 para. 1 lit. f) GDPR. Here too, we have an interest in the effective organisation of online meetings.

Recipients / transfer of data

Personal data that is processed in connection with participation in “online meetings” is not passed on to third parties unless it is intended to be passed on. Please note that content from “online meetings”, as with face-to-face 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 or-der processing contract with “Microsoft Teams”.

Data processing outside the European Union

Data processing outside the European Union (EU) does not generally take place, as we have limited our storage location to data centres in the European Union. Howev-er, we cannot rule out the possibility that data may be routed via internet servers located outside the EU. This may be the case in particular if participants in “Online Meetings” are located in a third country.
However, the data is encrypted during transport via the Internet and thus protected against unauthorised access by third parties.

Data Protection Officer

We have appointed a data protection officer:

Jessica Stehn-Bäcker
Intelli Revolution GmbH
Überseeallee 1
20457 Hamburg
Mail: [email protected]

Your rights as a data subject

You have the right to information about the personal data concerning you. You can contact us at any time for information.

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 erasure or to restriction of pro-cessing, insofar as you are legally entitled to do so.

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

A right to data portability also exists within the framework of data protection regu-lations.

Deletion of data

We generally delete personal data when there is no need for further storage. A re-quirement may exist in particular if the data is still needed to fulfil contractual ser-vices, to check and grant or defend against warranty and guarantee claims. In the case of statutory retention obligations, deletion will only be considered after expiry of the respective retention obligation.

Right to lodge a complaint with a supervisory authority

You have the right to lodge a complaint about the processing of personal data by with a supervisory authority for data protection.

Amendment of this data protection notice

We will 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.

Status: 14.02.2024