Online meetings are telephone conferences, video conferences, webinars and other online event formats. In the following, we would like to inform you about the processing of personal data in connection with the use of the online meeting software "Zoom" or "Mircrosoft Teams".

Responsible Person

The Leibniz Institute for Educational Trajectories (LIfBi) is responsible for data processing directly related to the implementation of online meetings.

Note: If you visit the Zoom website, the Zoom provider is responsible for the data processing that takes place there. However, accessing the website is only necessary in order to download the software for using Zoom.

You can also use Zoom if you enter the respective meeting ID and, if applicable, 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 that you can find on the Zoom website.

When using Microsoft Teams, you can also simply participate via a link in the browser.

Purpose of Processing

We use the Zoom and Microsoft Teams tools to conduct online meetings. Zoom is a service provided by Zoom Video Communications, Inc., and Microsoft Teams is a service of Microsoft Corporation. Both companies are based in the USA.

Which Data is Processed?

When using Zoom or Microsoft Teams, various personal data are processed. In this context, the scope of the data also depends on the information you provide before or when participating in an online meeting and which functions you use.

The following personal data are subject to processing:

Personal data: first name (may be optional), last name (may be optional), telephone number (optional), e-mail address, password (if "single sign-on" is not used), profile picture (optional), department (optional)

Meeting metadata: Topic, description (optional), IP addresses of participants, 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 phone: information about the incoming and outgoing phone number, country name, start and end time, additional connection data such as the IP address of the device can be stored if necessary

Video, audio, text data: You may have the opportunity to use the chat, question or survey function 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. In order 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 for the duration of the meeting. You can mute or unmute the microphone or camera at any time through the applications.

Some of the above data is required to conduct an online meeting. Without communicating the data required to conduct an online meeting, you will not be able to participate in the online meeting. The communication of other data is optional, but may be required for the use of certain services. In the case of required data, failure to provide it will result in the inability to provide the service or feature in question. For optional data, failure to provide it may result in our inability to provide the Online Meeting in the same form and to the same extent as usual.

Scope of Processing

The aforementioned data will be processed for the purpose of conducting the online meeting. In case of an intended recording of the online meeting, we will inform you in advance and obtain your consent. The fact of the recording will also be displayed to you. If it is necessary to log 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 further process the questions asked by participants for recording and follow-up purposes. Automated decision-making within the meaning of Art. 22 DSGVO is not used.

Legal Basis of Data Processing

The legal basis for the data processing described above is Art. 6 (1) a DSGVO (consent, insofar as you have given this separately, e.g. in the case of recordings), Art. 88 DSGVO in conjunction with Section 26 (1) BDSG (establishment, implementation or termination of the employment relationship, insofar as you are in an employment relationship with us or have applied to us) and Art. 6 (1) DSGVO (safeguarding legitimate interests based on our interest in conducting online meetings and making them efficient, insofar as you are a participant in an online meeting without at the same time being in an employment relationship with us or having applied to us). Otherwise, the legal basis for data processing when conducting online meetings is Art. 6 (1) DSGVO, insofar as the meetings are conducted in the context of contractual relationships. The provision of your data is not required by law.

Receiving Data/Disclosing Data

Personal data processed in connection with participation in online meetings will not be disclosed to third parties unless it is intended for disclosure. Please note that the content of online meetings, as well as personal meetings, is often used to communicate information to colleagues, partners, interested parties or third parties and is therefore intended for disclosure.

Other recipients: The respective provider necessarily receives knowledge of the above-mentioned data insofar as this is provided for in the context of the respective order processing agreement with Zoom or Microsoft Teams.

Data Processing Outside the European Union

The aforementioned data will be processed by Zoom Video Communications, Inc, 55 Almaden Blvd Room 600, San Jose, CA 95113, USA and Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA and thereby transmitted to the USA. The USA does not reach the European level of data protection. Despite the conclusion of an order processing agreement (Art. 28 DSGVO) and EU standard data protection clauses, inadmissible data exports, only limited data deletion and the non-transparent involvement of subcontractors cannot be ruled out.

All centrally adjustable configuration options in favor of data protection are carried out by us. In addition, it is also possible for you to make individual configurations in favor of data protection. Please allow some time for this before the meeting.

Deletion of Data

Unless there are legal retention periods, your data will be deleted at LIfBi as soon as it is no longer required for the purpose for which we collected it. In the case of legal retention periods, deletion takes place after the retention period has expired. If you have registered with one of the providers as a user, reports on online meetings (meeting metadata, telephone dial-in data, questions and answers in webinars, survey function in webinars) may be stored by them for up to one month.

For more information on data protection and your rights, please see our Privacy Policy.