Data Protection Information for Online Meetings, Telephone Conferences and Webinars of Koch-Chemie GmbH.

We would like to inform you below about the processing of personal data in connection with the use of video conferences and online training courses.

Data processing

For communication with our customers, we use, among other things, online conferencing tools. The tools we use in detail are listed below. When you communicate with us via video or audio conference over the Internet, your personal data is collected and processed by us and the provider of the respective conference tool.

In doing so, the conferencing tools collect all data that you provide/enter to use the tools (email address and/or your phone number). Furthermore, the conference tools process the duration of the conference, start and end (time) of participation in the conference, number of participants and other "context information" related to the communication process (metadata).

Furthermore, the provider of the tool processes all technical data required to handle the online communication. This includes in particular IP addresses, MAC addresses, device IDs, device type, operating system type and version, client version, camera type, microphone or speaker, and the type of connection.

If content is exchanged, uploaded or otherwise made available within the tool, this is also stored on the servers of the tool providers. Such content includes, but is not limited to, cloud recordings, chat/instant messages, voicemails uploaded photos and videos, files, whiteboards, and other information shared while using the Service.

Please note that we do not have full control over the data processing operations of the tools used. Our options are largely based on the company policy of the respective provider. For further information on data processing by the conference tools, please refer to the privacy statements of the respective tools used, which we have listed below this text.

Purpose and legal basis

The conference tools are used to communicate with prospective or existing contractual partners or to offer certain services to our customers (Art. 6 para. 1 p. 1 lit. b DSGVO). Furthermore, the use of the tools serves the general simplification and acceleration of communication with us or our company (legitimate interest within the meaning of Art. 6 para. 1 lit. f DSGVO). If consent has been requested, the tools in question are used on the basis of this consent; consent can be revoked at any time with effect for the future.

Storage period

The data collected directly by us via the video and conference tools will be deleted from our systems as soon as you request us to delete it, revoke your consent to store it, or the purpose for storing the data no longer applies. Stored cookies remain on your terminal device until you delete them. Mandatory legal retention periods remain unaffected.

We have no influence on the storage period of your data, which is stored by the operators of the conference tools for their own purposes. For details, please contact the operators of the conference tools directly.

Conference tools used

We use the following conferencing tools:

Microsoft Teams

We use Microsoft Teams. The provider is Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA. Microsoft Teams has certification under the EU-US Privacy Shield. For details on data processing, please see the Microsoft Teams privacy policy: privacy.microsoft.com/de-de/privacystatement.

Conclusion of an order processing agreement

We have concluded an order processing contract with the provider of Microsoft Teams and fully implement the strict requirements of the German data protection authorities when using Microsoft Teams.

Responsible

The data controller for data processing directly related to the conduct of "online meetings" is

Koch-Chemie GmbH

Further details can be found in our imprint: https://www.koch-chemie.com/en/imprint

Note: Insofar as you call up the "Microsoft Teams" website, the "Microsoft Teams" provider is responsible for data processing. However, calling up the Internet page is only necessary 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. The service will then also be provided via the "Microsoft Teams" website to that extent.

What data is processed?

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

The following personal data are subject to processing:

User details: e.g. display name ("Display name"), e-mail 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 of using the chat function in an "online meeting". To this extent, the text entries you make are processed in order to display them in the "online meeting". In order to enable the display of video and the playback of audio, the data from the microphone of your terminal device and from any video camera of the terminal device will be processed accordingly for the duration of the meeting. You can turn off or mute the camera or microphone yourself at any time via the "Microsoft Teams" applications.

Scope of processing

We use "Microsoft Teams" to conduct "online meetings." If we want to record "online meetings", we will transparently inform you in advance and - if necessary - ask for consent.

Chat content is logged when using Microsoft Teams. We store the chat content for a period of three months. If it is necessary for the purposes of logging the results of an online meeting, we will log the chat content. However, this will usually not be the case.

Automated decision-making within the meaning of Art. 22 DSGVO is not used.

Recipients / passing on of data

Personal data processed in connection with participation in "Online Meetings" will generally not be disclosed to third parties unless it is intended for disclosure. Please note that the content of "online meetings", as well as personal meetings, is often used to communicate information with customers, interested parties or third parties and is therefore intended to be passed on.

Other recipients: the provider of "Microsoft Teams" necessarily receives knowledge of the above-mentioned data, insofar as this is provided for in the context of our order processing agreement with "Microsoft Teams".

Data processing outside the European Union

Data processing outside the European Union (EU) does not take place as a matter of principle, as we have limited our storage location to data centers in the European Union. However, we cannot exclude the routing of data via Internet servers that are located outside the EU. This may be the case in particular if participants in "Online Meeting" are located in a third country.

However, the data is encrypted during transport over the Internet and thus protected against unauthorized access by third parties.

Data protection officer

We are not legally obliged to appoint a data protection officer.

If you have any questions about data protection, please contact us.

Your rights as a data subject

You have the right to obtain information about the personal data concerning you. You can contact us for information at any time.

In the case of a request for information that 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 a right to rectification or deletion or to restriction of processing, insofar as you are entitled to this by law.

Finally, you have a right to object to processing within the scope of the law.

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

Deletion of data

We generally delete personal data when there is no need for further storage. A requirement may exist in particular if the data is still needed to fulfill contractual services, to check and grant or defend against warranty and, if applicable, guarantee claims. In the case of statutory retention obligations, deletion will only be considered after expiry of the respective retention obligation.

Right of complaint to a supervisory authority

You have the right to complain about the processing of personal data by us to a supervisory authority for data protection.

Changes to this data protection notice

We revise this data protection notice in the event of changes to data processing or other occasions that make this necessary. You will always find the current version on this website.

Status: 05.03.2021