This privacy notice explains our use of Zoom video communications software.

The Leibniz Institute for Material Engineering - IWT, Tel.: (0421) 218-51400, E-Mail: iwt-live@iwt-bremen.de is responsible for processing your personal data in connection with the use of Zoom

1. Description of data processing, purposes and types of data

We use the Zoom tool to conduct telephone conferences, online meetings, video conferences and webinars (hereinafter: "online meetings"). 

Depending on the type and extent of use of Zoom, various types of data are collected or processed. This includes in particular

• Personal information (e.g. first and last name, e-mail address, profile picture)
• Meeting metadata (e.g. date, time and duration of the communication, name of the meeting,participant IP address)
• Device/hardware data (e.g. IP addresses, MAC addresses, client version)
• Text, audio and video data (e.g. chat histories, video, audio and presentation recordings)
• Connection data (e.g. phone numbers, country names, start and end times, IPaddresses) 

In the following, we would like to inform you in more detail about the scope ofdata processing. Required data and functions

Required data and functions

As an employee, you have a host account or basic account at your disposal with which you can organise and hold online meetings as a "host" or "host". In order to create your account or to plan and hold an online meeting, the following data will be collected or processed from you: Name, username, email or phone number, password (if single sign-on is not used). 

If you participate in an online meeting as an internal or external participant, you will receive an access link by e-mail from the host. When you register for the online meeting, you must then enter your name and, if applicable, your e-mail address. As a participant, you can attend meetings directly via the browser without installing Zoom. 

In addition, the tool collects user data that is required for the provision as well as technical and operational support and improvements of the services provided. This includes in particular technical data about your devices, your network and your Internet connection, such as IP address, MAC address, other device IDs (UDID), device type, operating system type and version, client version, camera type, microphone or speaker, type of connection.

Voluntary information and functions

You can provide further information about yourself, but you do not have to. You are also free to use the chat, question or poll functions during the online meeting. You can also switch your camera and microphone on, off or mute yourself. 

If you use the chat, question or survey function, the text entries you make will be processed in order to display them in the "online meeting" and to log them if necessary. If you turn on your camera or microphone, data from your terminal's microphone and any terminal video camera will be processed for the duration of the meeting. When online meetings begin, your camera and microphone are turned off by default. 

Please note that any information you or others upload, provide, or create during an online meeting will be processed at least for the duration of the meeting. To do this
include, but are not limited to, chat/ instant messages, files, whiteboards, and other information shared while using the Service.

Other functions

If necessary for the purpose of logging the results of an online meeting, chat content may be logged. 

If we wish to record online meetings, we will inform you in advance and - if necessary - ask for your consent. If a recording takes place, the participants of the online meeting will be informed of this by the system both via video and audio.

2. Legal basis for data processing

If you use Zoom as an employee, data processing is carried out on the basis of Section 26 (1) of the German Federal Data Protection Act (BDSG) if and to the extent that online meetings are necessary for the purposes of the employment relationship.

If you participate in an online meeting as an external participant, your data will be processed on the basis of Art. 6 Para. 1 S. lit. b. DSGVO, if your participation in the online meeting is necessary for the fulfilment of a contract concluded with you. The same applies if the implementation of the online meeting is necessary for the implementation of pre-contractual measures that take place at your request. 

If the data processing in connection with the use of Zoom is not required for the purposes of the employment relationship or for the performance of a contract concluded with you or for the implementation of pre-contractual measures, it is carried out on the basis of Art. 6 (1) sentence 1 lit. f DSGVO. Our legitimate interest in this regard is the maintenance of location-independent communication, the maintenance of business contacts and the provision of services owed. 

If, when using the tool, you also voluntarily provide information about yourself or voluntarily use functions that are not absolutely necessary, the associated data processing is carried out on the basis of your revocable consent in accordance with Art. 6 Para. 1 S. 1 lit. a, 7 DSGVO, where applicable in conjunction with Art. 6 Para. 1 S. 1 lit. a, 7 DSGVO. § 26 para. 2 BDSG. You can revoke your consent at any time with effect for the future. Please note that processing that took place before the revocation is not affected by this.

3. Passing on your data

As a matter of principle, we do not transfer your data to third parties. Data is only passed on if it is intended to be passed on, if you have expressly consented to the transfer in advance or if we are obliged or entitled to do so by law. Please note that data from "online meetings" as well as personal meetings are often used to communicate information with customers, interested parties or third parties and are therefore intended to be passed on. 

When processing your data, Zoom supports us as an external service provider and processor within the meaning of Art. 28 DSGVO. As a processor, Zoom processes your data strictly in accordance with instructions and on the basis of a separately concluded order processing contract. The data processing may also take place outside the EU or the EEA. With regard to Zoom, an adequate level of data protection pursuant to Art. 46 (2) DSGVO lit. c DSGVO can be assumed through the use of EU standard contractual clauses as well as other suitable measures and through the use of the data routing function. We will gladly provide the concluded EU standard contractual clauses upon request..

4. Deletion of your data

As a matter of principle, we only process your data for as long as it is required for the purposes for which it was collected. In the case of statutory retention obligations, deletion only comes into consideration after the expiry of the respective retention obligation.

5. Your rights as a data subject

Pursuant to Article 15 of the GDPR, you have the right to obtain information from the controller about the personal data concerning you and to have inaccurate data corrected pursuant to Article 16 of the GDPR or to have it deleted if one of the reasons stated in Article 17 of the GDPR applies, e.g. if the data is no longer required for the purposes pursued. You also have the right to restriction of processing if one of the conditions set out in Article 18 of the GDPR applies and, in cases covered by Article 20 of the GDPR, the right to data portability. In cases where we process your personal data on the legal basis of Art. 6 (1) sentence 1 lit. f DSGVO, you also have the right to object at any time for reasons arising from your particular situation. We will then no longer process the personal data unless there are demonstrably compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims. You can assert your data protection rights here: 

Belinda Schicks 
Mail: schicks@iwt-bremen.de
Phone: +49 421 218 51336 

You also have the right to lodge a complaint with a supervisory authority if you believe that the processing of data relating to you is in breach of data protection law. The right to lodge a complaint may in particular be exercised before a supervisory authority in the Member State of the data subject's residence or of the place of the alleged infringement. 

6. Contact details of our data protection officer

We are supported by our data protection officer in fulfilling our data protection obligations. The contact details of our data protection officer are:

datenschutz nord GmbH
Konsul-Smidt-Straße 88 
28217 Bremen
e-Mail: office@datenschutz-nord.de
Web: www.datenschutz-nord-gruppe.de