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Information about telephone- and video conferences

Contact details of the responsible body

Responsible for the processing is 

SARIA A/S GmbH & Co. KG 
Norbert-Rethmann-Platz 1
59379 Selm
Telephone: +49 2592 210-0
Telefax: +49 2592 210-299

Data Protection Officer
Norbert-Rethmann-Platz 1
59379 Selm

1. Description and scope of the data processing

For the purposes of video conferencing, we employ the communication software “Microsoft Teams” (One Microsoft Way Redmond, WA 98052-6399, USA “Microsoft”). When communicating via Microsoft Teams, we are processing the following personal data:

  • Display name and profile picture
  • Phone number and email address
  • Password (encrypted for authentication)
  • IP address
  • Meeting Topic, participant overview, and chat logs
  • Audio and video data originating from you microphone and/or camera
  • Call data on callers and call duration

To participate in online meetings, you must provide a name. Once you access the Microsoft website, Microsoft is responsible for the data processing. Accessing the website may be necessary to download the application Microsoft Teams or to edit your user profile. You may also use Microsoft Teams by entering the relevant meeting ID and, if applicable, any further access data necessary to join the meeting within the Microsoft Teams application. Should you be unable or unwilling to install the application Microsoft Teams and/or any of its software components, you may participate in a Microsoft Teams meeting on your internet browser without any restrictions.

2. Purpose and legal basis for data processing

In the context of conducting an audio and/or video conference via “Teams”, we process your personal data based on the following legal grounds and processing purposes:

Your personal data is being processed by SARIA in the performance of a contract, including any initiative measures for the conclusion of a contract, according to Art. 6(1)(b) GDPR. Insofar as personal data does not fall within the scope of our contractual relations, or if employee data is processed, Art. 6 para 1 lit. f GDPR is the legal basis for data processing.

SARIA processes personal data to facilitate collaboration and communication among our employees and external parties. The personal data is used to ensure that our staff can consume services provided by Microsoft Teams and associated Microsoft products (such as Microsoft Outlook etc.) and to interact with others via Microsoft Teams meetings, chat messages, channel messages, audio and video calls, Microsoft Teams Whiteboard sessions, file sharing, etc.

3. Duration of storage

The data will be deleted upon lapse of its purpose for collection. We only store your personal data processed for the purpose of telephone and video conference for as long as is technically necessary. I most cases, this is until the end of the telephone conference.

 4. Data recipients and Storage location

Personal data, which will processed in the context of participating in a conference, will not be passed on third parties as a matter of principle, unless it is specially intended to be passed on. Your data will be forwarded to Microsoft. You can find Microsoft’s data privacy information here:

Any personal data mentioned above may be made available to Microsoft in the course of processing orders, whereby the data traffic is encrypted. The data processing takes place exclusively on servers in the European Economic Area (EEA).

5. Possibility of objection and removal

You are not obliged to provide us with your personal data. Should you choose to not have your personal data processed under the conditions mentioned above, any communication and collaboration via Microsoft Teams will not be possible.