Privacy Notice for Online Meetings, Conference Calls, and Webinars via „Zoom“ Hosted by the Forum Recht Foundation

Below, we would like to inform you about the processing of personal data in connection with the use of „Zoom“ inform you. To fulfill our information obligations under Articles 12 et seq. of the General Data Protection Regulation (GDPR), we also provide you with the following information at https://stiftung-forum-recht.de/datenschutzerklaerung/ our privacy policy.

Purpose of the Processing

We use the „Zoom“ tool to conduct conference calls, online meetings, video conferences, and/or webinars (hereinafter referred to as „online meetings“). „Zoom“ is a service provided by Zoom Video Communications, Inc., which is headquartered in the United States.

Person in Charge

 Person in Charge The Forum Recht Foundation is responsible for data processing directly related to the conduct of „online meetings.“.

Note: When you access the „Zoom“ website, the provider of „Zoom“ is responsible for data processing. However, accessing the website is only necessary for using „Zoom“ in order to download the software required to use „Zoom.“.

You can also use „Zoom“ by entering the meeting ID and, if necessary, any other meeting access information directly into the „Zoom“ app.

If you don't want to or can't use the „Zoom“ app, the basic features are also available via a browser version, which you can also find on the „Zoom“ website.

What data is processed?

When using „Zoom,“ various types of data are processed. The scope of the data also depends on what information you provide before or during your participation in an „online meeting.“.

The following personal data is subject to processing:

User Information: First Name, Last Name, Phone Number (optional), Email Address, Password (if „Single Sign-On“ is not used), Profile Picture (optional), Department (optional)

Meeting metadata: Topic, Description (optional), Participants' IP addresses, Device/hardware information

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

When dialing in by phone: Information regarding the incoming and outgoing phone numbers, country name, and start and end times. If applicable, additional connection data, such as the device's IP address, may be stored.

Text, audio, and video data: You may have the option to use the chat, question, or poll features during an „online meeting.“ In this context, the text you enter will be processed in order to display it during the „online meeting“ and, if applicable, to log it. To enable video display and audio playback, data from your device’s microphone and, if applicable, its video camera will be processed for the duration of the meeting. You can turn off the camera or mute the microphone yourself at any time via the „Zoom“ application.

To participate in an „online meeting“ or enter the „meeting room,“ you must at least provide your name.

Scope of Processing

We use „Zoom“ to hold „online meetings.“ If we intend to record „online meetings,“ we will inform you of this transparently in advance and—if necessary—ask for your consent. You will also be notified that the meeting is being recorded in the „Zoom“ app.

If it is necessary for the purpose of documenting the results of an online meeting, we will record the chat content. However, this will generally 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 on webinars.

If you are registered as a user with „Zoom,“ reports related to „online meetings“ (meeting metadata, phone dial-in data, questions and answers in webinars, and the polling feature in webinars) may be stored by „Zoom“ for up to 12 months.

Automated decision-making as defined in Article 22 of the GDPR is not used.

Legal Basis for Data Processing

To the extent that personal data of employees of the Forum Recht Foundation is processed, Section 26 of the German Federal Data Protection Act (BDSG) serves as the legal basis for such data processing. If, in connection with the use of „Zoom,“ personal data is not required for the establishment, carrying out, or terminating the employment relationship, but is nonetheless an essential component of using „Zoom,“ then Article 6(1)(f) of the GDPR serves as the legal basis for the data processing. In these cases, our interest lies in the effective conduct of „online meetings.“.

Furthermore, the legal basis for data processing in connection with the conduct of „online meetings“ is Article 6(1)(b) of the GDPR, provided that the meetings are held within the framework of contractual relationships.

If there is no contractual relationship, the legal basis is Article 6(1)(f) of the GDPR. Here, too, our interest lies in the effective conduct of „online meetings.“.

Recipients / Disclosure of Data

Personal data processed in connection with participation in „online meetings“ is generally not disclosed to third parties, unless it is specifically intended for disclosure. Please note that, as with in-person meetings, content from „Online Meetings“ is often intended specifically to communicate information to customers, prospective customers, or third parties and is therefore intended for disclosure.

Other recipients: The provider of „Zoom“ will necessarily become aware of the above-mentioned data to the extent provided for in our data processing agreement with „Zoom.“.

Data Processing Outside the European Union

„Zoom“ is a service provided by a provider based in the United States. This means that personal data is also processed in a third country. We have entered into a data processing agreement with the provider of „Zoom“ that complies with the requirements of Article 28 of the GDPR.

An adequate level of data protection is guaranteed, first of all, by the adoption of the so-called EU Standard Contractual Clauses. As supplementary safeguards, we have also configured our Zoom settings so that only data centers located in the EU, the EEA, or safe third countries—such as Canada or Japan—are used for conducting „online meetings.“.

Data Protection Officer

We have appointed a data protection officer.

You can reach them as follows:

dacuro GmbH
Otto-Hahn-Strasse 3
69190 Walldorf
datenschutz@stiftung-forum-recht.de

Your Rights as a Data Subject

You have the right to Information regarding the personal data we hold about you. You may contact us at any time to request this information.

If you submit a request for information that is not in writing, please understand that we may ask you to provide proof that you are who you claim to be.

You also have the right to Correction or Deletion or at Restriction the processing, to the extent that you are legally entitled to do so.

Finally, you have a Right to Object against processing in accordance with legal requirements.

A right to Data Portability is also in compliance with data protection regulations.

Deletion of Data

As a general rule, we delete personal data when there is no longer a need to retain it. Such a need may exist, in particular, if the data is still required to fulfill contractual obligations or to review, grant, or defend against warranty and, where applicable, guarantee claims. In the case of statutory retention requirements, deletion will only be considered after the respective retention period has expired.

Changes to This Privacy Policy

We update this Privacy Policy when there are changes to our data processing practices or for any other reasons that make it necessary. You can always find the most current version on this website.

As of July 11, 2022