Ladies and Gentlemen,
Data protection is an important concern for us at feratel media technologies AG. We therefore process your personal data exclusively in accordance with legal regulations and requirements. With this information obligation pursuant to Art. 13 GDPR, we would like to inform you about the processing of your personal data in the context of the use of Microsoft Teams.
Who is responsible for processing your personal data?
feratel media technologies AG, Maria-Theresien-Straße 8, 6020 Innsbruck, Austria (in short: feratel) However, if you are in contact with one of our subsidiaries, they are responsible for the processing of your personal data.
Why do we process your personal data (purpose of data processing)?
The processing of your personal data in the context of the use of Microsoft Teams is carried out for the following purposes:
- Ensuring smooth communication and implementation of (general) conference calls, online meetings, video conferences, etc.
- Conducting training courses and workshops and their event-related recordings, including for the purpose of (a) better traceability in order to be able to clarify any ambiguities or questions that may have arisen subsequently, (b) to offer interested parties who were unable to attend the training course or workshop the opportunity to obtain important information through self-study, (c) to analyze the training in order to continuously improve our offer or (d) for accessibility in order to make our training courses accessible to people with hearing impairments through subtitles or transcripts
- Maintenance and support of our products or to clarify open questions
- Documentation of your consent
Which of your personal data do we process?
We would like to point out that the amount or type of personal data processed in this context depends, on the one hand, on you as a user or participant of the conference, i.e. which data you provide, and, on the other hand, on the functional scope of the application itself. The personal data that is processed may include Display name, e-mail address, status (optional), status message (optional), profile picture (optional), language, date and time, duration of the meeting, meeting ID, log files, occasion-related telephone number and location data. Text, audio, video and other multimedia data, audio or video recordings, shared content (e.g. links, documents).
We would also like to point out that during a video conference, data from the microphone, a webcam or a screen display on your end device (using the screen/content sharing function) is processed for the display of video signals, the playback of audio signals and multimedia data. The participant can switch the microphone and/or camera on or off at any time on their end device (desktop, laptop, smartphone), and the screen/content sharing function must also be actively activated and ended by the user. Another means of communication is the chat function which the participant can use.
On what legal basis do we process your personal data?
In the context of communication, maintenance/support or the clarification of open questions, the processing of your personal data is based on the legal basis of legitimate interest pursuant to Art. 6 para. 1 lit. f GDPR. The legitimate interest here lies, among other things, in ensuring functionality, smooth communication and the holding of online meetings with feratel employees, our business partners or suppliers/service providers, among others, and subsequently also in accordance with contractual obligations.
The legal basis for the processing of your personal data in the context of event-related recordings is your consent in accordance with Art. 6 para. 1 lit. a GDPR. If a recording is planned, you will be informed of this in a transparent manner and your consent will be obtained in advance.
The processing of your personal data in the context of the documentation of your consent is based on a legal basis pursuant to Art. 6 para. 1 lit. c GDPR (here among others: General Data Protection Regulation).
To whom do we transfer or disclose your personal data?
In the context of this processing, we use the processor Microsoft Corporation, One Microsoft Way Redmond, WA 98052-6399, USA. This processor has an adequate level of data protection (see also Art. 45 GDPR in conjunction with the Data Privacy Framework www.dataprivacyframework.gov/).
A corresponding data protection agreement has been concluded in this context, which obliges it to comply with legal requirements (https://www.microsoft.com/licensing/docs/view/Microsoft-Products-and-Services-Data-Protection-Addendum-DPA). Apart from this, we also transfer your personal data to our subsidiaries or other third parties (e.g. courts, authorities, public administration, legal advisors, training participants) if you have given us your consent or if we are legally obliged to do so. However, we take all measures to ensure suitable and appropriate guarantees for the protection of your personal data
Note: Within the scope of our technical capabilities, we have limited the storage locations to data centers within the EU/EEA. This means that your personal data is not processed outside the borders of the EU/EEA. However, we cannot technically rule out the possibility of routing or storage on servers outside the European Union at the processor Microsoft.
Note / information based on the use of Microsoft Teams ("MS Teams"): If you access the corresponding Microsoft website to download the necessary MS Teams software (https://teams.microsoft.com/), "Microsoft" is responsible for data processing. Accessing this website is only necessary for the download if use should/can not take place directly and without a download via an Internet browser.
The use of MS Teams is generally subject to the terms of use and data protection provisions of "Microsoft", over which feratel itself has no influence. If MS Teams are used, the user must accept the terms of use and data protection provisions of "Microsoft". If this is not done, the use of MS Teams is not possible.
You can find Microsoft's privacy policy here: https://privacy.microsoft.com/de-de/privacystatement
You can find Microsoft's terms of use here: https://www.microsoft.com/de-de/servicesagreement/
You can also find further information about Microsoft's online services here: https://www.microsoft.com/de-at/trust-center/privacy/customer-data-definitions und https://www.microsoft.com/en-us/privacy/data-collection-teams
How long do we store your personal data?
Your user data will be stored by us for as long as, for example, an employment relationship or a business relationship with you exists and subsequently no statutory retention periods or any legal claims prevent deletion.
Meeting data (metadata and telemetry data) and text, audio or video data, provided that no recording took place but processing did not take place, are automatically deleted after 60 days once the purpose no longer applies (e.g. after the online meeting has ended).
Recordings in the context of training courses (based on your consent) (audio and/or video recordings) are generally stored for a period of 365 days and then irrevocably deleted.
In the context of recordings that are made for the purpose of documentation and logging in connection with, for example, project coordination or handovers due to an employee leaving or joining the company in the context of a project, the storage period may also extend beyond this. This longer storage period is based on the duration of the business relationship with you.
The processing of your personal data in the context of the documentation of your consent takes place for a period of three years. Subsequently, it will be deleted or processing will be restricted as appropriate.
What rights do you have as a data subject?
As a data subject, you have the following rights, which you can exercise at any time:
- Right to information (Art. 15 EU GDPR) Upon request, we will inform you in writing in accordance with the applicable law whether and which personal data we have stored about you;
- If, despite our efforts to ensure data security and data accuracy, incorrect information is stored, we will correct it at your request; right to rectification (Art. 16 EU GDPR)
- You have the right to request the erasure of your personal data, provided that this does not conflict with statutory retention periods or other relevant exceptions; right to erasure (Art. 17 EU GDPR)
- In addition, you have the right to request that we restrict the processing of your personal data; restriction of processing (Art. 18 EU GDPR)
- You can also request that the data you have provided to us on the basis of your
- to receive the personal data that you have provided to us with your consent or under a contract in a structured, commonly used and machine-readable format; right to data portability (Art. 20 EU GDPR)
- You can also object to the processing of your personal data on the basis of legitimate interest or direct marketing; right to object (Art. 21 EU GDPR)
- If the processing of your personal data has been carried out by automated decision-making including profiling with negative effects on you, you also have the right to request a human (co-)decision; automated decision-making including profiling (Art. 22 GDPR).
If you are of the opinion that the processing of your personal data does not comply with data protection regulations, you also have the right to lodge a complaint with the competent supervisory authority (right to lodge a complaint). The supervisory authority responsible for us, feratel media technologies AG, is Austrian supervisory authority; details
Can you revoke the consent you have given?
If your personal data is processed on the legal basis of your (express) consent in accordance with Art. Art. 6 para. 1 lit. a or Art. 9 para. 2 lit. a EU GDPR, you can revoke your consent for the future at any time without giving reasons. This also applies to the revocation of consent given before the General Data Protection Regulation (25.05.2018) came into force.
Does automated decision-making including profiling take place?
No
Where can you contact us with regard to data protection issues and concerns?
If you have any questions about data protection or wish to exercise your rights as a data subject, you can contact us at any time by post at the above address or by e-mail at privacy@feratel.at.
Yours sincerely
feratel media technologies AG
