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Data protection information for the use of video conferencing systems

Below we would like to inform you about the processing of personal data in connection with the use of video conferencing systems.

Please also note our general information on Data processing (opens in new tab)It looks like no text was provided for translation. Please share the German source text you'd like translated into English, and I'll provide the translation following the specified guidelines.

In our company, various video conferencing systems are used.

Es kann nicht ausgeschlossen werden, dass personenbezogene Daten auch an Konzernunternehmen des jeweiligen Anbieters mit Sitz in sog. Drittländern, insbesondere in den USA, übermittelt werden:

Notice regarding the processing of your data collected via a video conferencing system in the USA by providers based there – CONSENT:

By using video conferencing systems from providers with their (main) headquarters in the USA (e.g. MS Teams), for example by accepting an invitation to a corresponding video conference, you consent pursuant to Art. 49(1) sentence 1 lit. a GDPR enIt seems no German text was provided for translation. Please share the website copy you'd like translated, and I'll provide the English version. that your data is processed in the USAThe USA is assessed by the European Court of Justice as a country with a level of data protection that does not meet EU standards. In particular, there is a risk that your data may be processed by US authorities, for example for control and surveillance purposes, potentially without any means of legal recourse.
Your consent may be withdrawn at any time with effect for the future.

Data Controller

The controller responsible for the data processing directly connected with the conduct of online meetings using the video conferencing systems is the respective company of the vitagroup group of companies (see our general information on Data processing (opens in new tab)That invites you to the online meeting.

Collection and storage of personal data, as well as the type, purpose and use thereof

Wir nutzen verschiedene Videokonferenzsysteme, um Telefonkonferenzen, Online-Meetings oder Videokonferenzen durchzuführen (nachfolgend: „Online-Meetings“). Dabei werden verschiedene Datenarten verarbeitet. Der Umfang der Datenverarbeitung hängt dabei auch davon ab, welche Daten Sie vor bzw. bei der Teilnahme an einem Online-Meeting mitteilen. Folgende Daten können erhoben und verarbeitet werden:

  • User details: first name, surname, phone number (optional), email address, password (if applicable), profile picture (optional).
  • Meeting metadata: subject, description (optional), participant IP addresses, device/hardware information.
  • For recordings (optional): MP4 file of all video, audio and presentation recordings, text file of the online meeting chat.
  • When dialling in by telephone: details of the incoming and outgoing telephone number, country name, start and end time. Additional connection data, such as the IP address of the device, may also be stored.
  • Text, audio and video data: You may have the option to use the chat, questions or polling functions within an online meeting. In this regard, any text you enter is processed in order to display it in the online meeting and, where applicable, to log it. To enable the display of video and playback of audio, data from your device's microphone and, where applicable, its camera is processed for the duration of the meeting. You can switch off or mute the camera or microphone at any time via the options provided by the video conferencing system. To take part in an online meeting or enter the "meeting room", you must at least provide your name.

If we intend to record online meetings, we will inform you of this transparently in advance and ask for your consent beforehand. If a recording takes place, this will also be indicated within the application.

Where necessary for the purpose of logging the course and outcomes of an online meeting, we will log the chat contents. However, this is generally not the case. In this respect, too, we will inform you transparently in advance and ask for your consent beforehand.

Legal basis

Where personal data of employees of the respective vitagroup group company is processed, the legal basis for the data processing is Section 26 of the German Federal Data Protection Act (BDSG). In addition, Article 6(1)(f) GDPR is the legal basis for the data processing. In these cases, our legitimate interest lies in modern and effective communication between employees, as well as in this form of communication with prospective or existing business partners. Furthermore, the use of the video conferencing system serves to generally simplify and speed up communication with our company and its business partners.

Where online meetings are held in connection with contractual relationships, Article 6(1)(b) GDPR is the legal basis for the data processing. If no contractual or pre-contractual relationship exists, Article 6(1)(f) GDPR is the legal basis. In these cases, too, our legitimate interest is modern and effective communication as well as simplifying and speeding up communication.

Recipients / disclosure of data

Personal data processed in connection with participation in online meetings is generally not disclosed to third parties unless it is evidently intended for disclosure. Please note that, as with in-person "analogue" meetings, the content of online meetings often serves specifically to share information with customers, prospects or third parties, and is therefore intended for disclosure.

The respective provider of the video conferencing system used will necessarily gain knowledge of the above-mentioned data in order to enable the provision of its service, to the extent provided for under the data processing agreement concluded with the provider or the EU Standard Contractual Clauses.

Data processing outside the European Union

As previously described, video conferencing systems may also be used, and it cannot be ruled out that services may also be provided by group companies of the provider based in a third country, in particular the USA. This means that the processing of personal data may also take place in that third country. In addition to a data processing agreement (Art. 28 GDPR), we have also agreed the EU Standard Contractual Clauses with the provider, which are generally suitable for guaranteeing an adequate level of data protection. Nevertheless, in light of the current legal situation, we additionally require your consent pursuant to Art. 49(1) sentence 1 lit. a) GDPR for a data transfer to the USA.

For all further fundamental data protection information (in particular the rights of data subjects and the contact details of the company data protection officer), please refer to our general notice on Data processing (opens in new tab).