Data Protection Declaration for Microsoft Teams

1. Information on the processing of personal data

In this data protection declaration, we (Renolit SE and its affiliates of the Renolit SE group of companies) inform about the processing of your personal data in our online meetings using the video conference solution Microsoft Teams.

2. Accountability

Accountable pursuant to Article 4(7) of the EU Data Protection Regulation (GDPR) is:

Renolit SE
Horchheimer Str. 50
67547 Worms
Germany
Telephone: +49 6241 303 - 0
E-mail: Link to online form

3. Kinds of personal data we process

As part of our online meetings using Microsoft Teams, we process the following personal data:

communication data (e. g. your email address)

Log files, log data

metadata (e. g. IP address, date of participation, etc.)

profile data (e. g. your username)

4. Microsoft Office 365, Microsoft Teams Video Conference

The video conferencing function of Microsoft Teams allows you to participate in our online events via video / audio. We use the Team Meetings function of Microsoft Teams. In Team Meetings, audio input and video recordings are prevented by our Microsoft Teams settings. In general, events are not recorded.

In exceptional cases, a recording may take place under the following conditions:

In advance, participants shall be explicitly notified twice about the planned recording (firstly at invitation and secondly at the beginning of the event to be recorded)

Participants shall be provided with the link to this general data protection information on boehringer-ingelheim.de.

The following additional data protection information shall be made available to participants:

Specific purpose of recording

Recording manager (function, role)

Recipients of the recording or addressee to whom the recording will be made available

Location and duration of recording

We carry out the data processing in accordance with Article 6(1)(f) GDPR on the basis of a legitimate interest. Our legitimate interest in data processing is: organize online conferences to inform participants about relevant topics and our business activities.

Microsoft Teams is part of Microsoft Office 365. Microsoft Teams is a productivity, collaboration and exchange platform for individual users, as well as teams, communities and networks; it is used across our group of companies. This includes a video conferencing function.

Microsoft Office 365 is a software of:

Microsoft Ireland Operations Limited
One Microsoft Place
South County Business Park
Leopardstown
Dublin 18
D18 P521
Ireland

Microsoft Teams is part of the Cloud application Office 365, for which a user account must be created.

The Office 365 data processing is performed on servers in data centers in the European Union, Ireland and the Netherlands. We have concluded a data protection agreement with Microsoft in accordance with Art. 28 GDPR. Accordingly, we have agreed on extensive technical and organizational measures for Office 365 with Microsoft, which correspond to the current state of the art in IT security, for example regarding access authorization and end-to-end encryption concepts for data lines, databases and servers.

We also implemented the "Customer Log Box" functionality in Office 365. This means that Microsoft has no access to the data in Office 365.

For remote maintenance purposes, Microsoft may request access. This access will then be checked by us on a case-by-case basis and granted upon approval. In this case, such access may also be granted for Microsoft affiliates outside the European Union. Only in this case of approved access from outside the European Union, we have concluded EU standard contractual clauses with Microsoft. In order to guarantee an adequate level of data protection in the transfer of personal data to a third country such as the USA in this particular case, we have implemented additional measures in the form of state-of-the art technical and organizational measures such as access authorization and encryption concepts for data lines, databases and servers, as described above.

Microsoft reserves the right to process customer data for its own legitimate business purposes. We have no influence on these data processing operations of Microsoft. To the extent that Microsoft Teams processes personal data in connection with legitimate business purposes, Microsoft is an independent controller for these data processing activities and as such is responsible for compliance with all applicable data protection regulations. If you need information about Microsoft processing, please consult the Microsoft privacy statement.

5. Transfer

As shown above, we use Microsoft for Office 365 as a processor acc. to Article 28 GDPR.

6. Data storage

Login data and IP addresses will be deleted after 120 days at the latest.

7. Your rights

You can ask for information about the personal data we store. If you have provided personal data on the basis of a contract or consent, you are entitled to receive such data in a standard, machine-readable format.

In justified cases, you may also request deletion, correction or limitation of the processing of your data. If your personal data is transferred to a country outside the EU that does not provide adequate protection, you can request a copy of the contract that provides for adequate protection of personal data.
If you have given your consent for the use of your personal data, you can revoke your consent at any time with effect for the future.

If we use your personal data on the basis of a balance of interests, you may object to the use of your data. In this case, we will no longer use your data, unless our interests are outweighed.

8. Contact

If you have any questions about our use of personal data or this privacy statement, or wish to exercise your rights, you may contact us at any time (imprint) or contact our data protection officer directly:

RENOLIT SE
- Data Protection Supervisor -
Horchheimer Str. 50
D-67547 Worms
Germany
E-mail: datenschutz@renolit.com

If you have any questions or concerns, please contact our supervisory data protection authority:

The regional representative for data protection and freedom of information in
Rhineland-Palatinate Hintere Bleiche 34
55116 Mainz
https://www.datenschutz.rlp.de/de/startseite/ 

This privacy statement may be updated from time to time as required.

as last amended: 21/02/2022