Valid for Technoform Kunststoffprofile GmbH
Version of September 2022

Microsoft Teams

We use the tool "Microsoft Teams" to conduct telephone and video conferences, online meetings, video consulting, digital coaching and/or webinars (hereinafter: "Online Meetings"). Microsoft Teams is a service of Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA.

If you access the Microsoft Teams website (https://teams.microsoft.com/), Microsoft is responsible for data processing. The call of this web page is necessary for the download of the necessary software if a use should not or cannot take place directly and without a download via an Internet browser.

Data categories

When using Microsoft Teams, different types of data are processed. The total volume of data processed also depends on the information that the user provides before, during and after an "online meeting".

The following personal data may in principle be the subject of processing:
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), date, time, duration, 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 the 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". The text entries you make are processed in order to display them in the "online meeting" and, if necessary, to log them. In order to enable the display of video and the playback of audio, data from a microphone and any video camera on the end device are processed during the meeting. The data transmission from the camera and microphone can be switched off or muted at any time and by any user independently via the Microsoft Teams applications.
In order to participate in an "online meeting" or to enter the "meeting room", at least your name is required.

Data storage

There is no recording of the "online meetings". If we want to record "online meetings", we will notify you in advance and obtain consent. You will also see the fact of the recording in the Microsoft Teams app.

The content of chats will be logged by Microsoft when you use Microsoft Teams. In addition, if necessary for the purposes of logging the results of an online meeting, chat content may be logged by us.

Legal basis for data processing

Insofar as personal data of employees of Technoform Kunststoffprofile GmbH are processed, § 26 BDSG is the legal basis for the data processing. 
If, in connection with the use of Microsoft Teams, personal data is not required for the establishment, implementation or termination of the employment relationship, but is nevertheless an elementary component in the use of Microsoft Teams, Art. 6 (1) lit. f DSGVO is the legal basis for the data processing. In these cases, our interest lies in the effective implementation of "online meetings".

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

Recipients / Disclosure of data

Personal data processed in connection with participation in "online meetings" will not be passed on to third parties as a matter of principle, unless they are specifically intended to be passed on. Apart from this, data will only be passed on to third parties if we are legally obliged to do so (e.g. by court order), or if the persons concerned have expressly consented to the passing on of their data.

The Microsoft Teams provider that supports us in conducting "online meetings" necessarily receives knowledge of the above-mentioned data, insofar as this is provided for in the context of our order processing agreement with Microsoft.  
Microsoft is obliged to comply with the legal requirements of the applicable data protection law via the order processing concluded with Microsoft teams, on the basis of EU standard contractual clauses.  A currently valid version can be viewed at the following link: 
https://www.microsoftvolumelicensing.com/Downloader.aspx?DocumentId=18030.

Data processing outside the European Union

Data processing outside the European Union (EU) does not take place as a matter of principle, as we have restricted our storage location to data centers in the European Union. However, we cannot technically completely rule out routing or storage on servers outside the European Union at the processor Microsoft. 
A secure level of data protection is guaranteed by the conclusion of supplemented EU standard data protection clauses as well as technical and organizational measures. For example, the data is encrypted during transport over the Internet and thus generally protected from unauthorized access by third parties. Furthermore, in a statement dated July 20, 2020, Microsoft guarantees that, with respect to personal data stored by Microsoft in the U.S. and Europe that may be subject to government requests for information from authorities in the U.S., such orders will be challenged in court that would allow access to personal data.
Learn more about Microsoft Teams privacy

For more information about Microsoft's privacy practices, visit https://privacy.microsoft.com/en-us/privacystatement (the "Online Services for Business" section), and visit: https://www.microsoft.com/en-us/trust-center/privacy/customer-data-definitions.