Privacy policy of TIMETOACT GROUP GmbH and its affiliated companies for online meetings, conference calls, and webinars via Microsoft Teams

The company from which you received the meeting invitation is responsible for data processing directly related to the implementation of “online meetings.”

Note: If you visit the “Microsoft Teams” website, the provider of “Microsoft Teams” is responsible for data processing. However, visiting the website is only necessary for the use of “Microsoft Teams” in order to download the software for using “Microsoft Teams.”

If you do not want to or cannot use the “Microsoft Teams” app, you can also use “Microsoft Teams” via your browser. In this case, the service is also provided via the “Microsoft Teams” website.

We use the “Microsoft Teams” tool to conduct conference calls, online meetings, video conferences, and/or webinars (hereinafter: “online meetings”). “Microsoft Teams” is a service provided by Microsoft Corporation.

When using Microsoft Teams, various types of data are processed. The scope of the data also depends on the information you provide before or during participation in an online meeting.

The following personal data is subject to processing:

User information: e.g., display name, email address (if applicable), profile picture (optional), preferred language

Meeting metadata: e.g., date, time, meeting ID, phone numbers, location

Text, audio, and video data: You may have the option to use the chat function in an “online meeting.” In this case, the text you enter will be processed in order to display it in the “online meeting.” To enable the display of video and the playback of audio, the data from the microphone of your device and from any video camera on the device will be processed for the duration of the meeting. You can switch off or mute the camera or microphone yourself at any time using the “Microsoft Teams” applications.

We use Microsoft Teams to hold online meetings. If we wish to record online meetings, we will inform you of this in advance and, where necessary, ask for your consent.

Chat content is logged when using Microsoft Teams. We regularly check whether it is still necessary to store chat content. 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.

Insofar as personal data of employees of synaigy GmbH is processed, Art. 6 (1) (b) GDPR, or § 26 BDSG (Federal Data Protection Act), if applicable, forms the legal basis for data processing. If, in connection with the use of “Microsoft Teams,” personal data is not necessary for the establishment, implementation, or termination of the employment relationship, but is nevertheless an essential component of the use of “Microsoft Teams,” Art. 6 (1) (f) GDPR is the legal basis for data processing. In these cases, our interest lies in the effective implementation of “online meetings.”

Otherwise, the legal basis for data processing when conducting “online meetings” is Art. 6 (1) lit. b) GDPR, insofar as the meetings are conducted within the framework of contractual relationships.

If no contractual relationship exists, the legal basis is Art. 6 (1) lit. f) GDPR. Here, too, our interest lies in the effective implementation of “online meetings.”

Personal data processed in connection with participation in “online meetings” will not be disclosed to third parties unless it is specifically intended for disclosure. Please note that, as with face-to-face meetings, content from “online meetings” is often used to share information with customers, interested parties, or third parties, and is therefore intended for disclosure.

Other recipients: The provider of “Microsoft Teams” necessarily obtains knowledge of the above-mentioned data to the extent provided for in our data processing agreement with “Microsoft Teams.”

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 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 is therefore protected against unauthorized access by third parties.

You have the right to obtain information about your personal data. You can contact us at any time to request this information.

If your request for information 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 the right to correction or deletion or to restriction of processing, insofar as you are legally entitled to do so.

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

A right to data portability also exists within the framework of data protection regulations.

We delete personal data as a matter of principle when there is no longer any need for further storage. A need may exist in particular if the data is still required to fulfill contractual services, to check and grant or defend warranty and, if applicable, guarantee claims. In the case of statutory retention obligations, deletion will only be considered after the respective retention obligation has expired.

You have the right to lodge a complaint with a data protection supervisory authority regarding our processing of personal data.

We revise this privacy policy when changes to data processing or other circumstances make this necessary. The current version is always available on this website.