Online Meetings – Zoom
You can also use Zoom if you enter the relevant meeting ID and any other access data for the meeting directly in the Zoom app. If you do not want to or cannot use the Zoom app, the basic functions can also be used via a browser version, which you can also find on the Zoom website.
What data is processed when using Zoom? Various types of data are processed when you use Zoom. The scope of the data also depends on the data you provide before or when participating in an “online meeting”.
The following personal data is processed:
User details: depending on the format: nickname, first name, surname, email address, password (if “single sign-on” is not used),
Meeting metadata: Topic, description (optional), participant IP addresses, device/hardware information
For recordings (optional): MP4 file of all video, audio and presentation recordings, M4A file of all audio recordings, text file of the online meeting chart.
Text, audio and video data: You may be able to use the chat, question or survey functions in an “online meeting”.
In this respect, the text entries you make are processed in order to display them in the “online meeting” and, if necessary, to log them. In order to enable the display of video and the playback of audio, the data from the microphone of your end device and from any video camera of the end device will be processed accordingly for the duration of the meeting. You can switch off or mute the camera or microphone yourself at any time via the Zoom applications.
To take part in an “online meeting” or to enter the “meeting room”, you must at least provide information about your name.
We use Zoom to conduct “online meetings”. If we want to record “online meetings”, we will inform you transparently in advance and – if necessary – ask for your consent. The fact of the recording will also be displayed to you in the Zoom app and with a corresponding announcement at the start.
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.
In the case of webinars, we may also process the questions asked by webinar participants for the purposes of recording and following up webinars.
If you are registered with Zoom as a user, reports on “online meetings” (meeting metadata, questions and answers in webinars, survey function in webinars) can be stored for up to one month at Zoom.
Legal basis for data processing
The legal basis for data processing when conducting “online meetings” is Article 6(1)(b) GDPR, insofar as the meetings are conducted in the context of contract initiation or contractual relationships.
If there is no contractual relationship, the legal basis is Article 6(1)(a) GDPR; without your consent and then effective participation, no Zoom meeting will take place. If there is no contractual relationship, the legal basis may also be Article 6(1)(f) GDPR. Here, too, we have an interest in the effective implementation of “online meetings”.
Recipients / forwarding of data
Personal data that is processed in connection with participation in “online meetings” will not be passed on to third parties unless it is specifically intended to be passed on.
Other recipients: The provider of Zoom necessarily receives knowledge of the above-mentioned data, insofar as this is provided for in our order processing contract with Zoom.
Data processing outside the European Union
Zoom is a service provided by a provider from the USA. Personal data is therefore also processed in a third country. We have concluded an order processing contract with the provider Zoom that meets the requirements of GDPR Article 28.