Dres. Tiemann, Schulte Holding GmbH (hereinafter also “we”) uses the online platform “Zoom” for interactive communication. We would like to inform you in the following about the processing of personal data in connection with the use of “Zoom”.
1. Purpose of processing
We use “Zoom” to conduct telephone conferences and/or video conferences, particularly in connection with online seminars for professionals and/or employees (hereinafter: „online meetings“). „Zoom“ is a service provided by Zoom Video Communications, Inc., which is based in the USA.
For more information from Zoom Video Communications, Inc. about data protection for “Zoom”, click here.
2. Data controller
The data controller responsible for data processing directly related to the organisation of „online meetings“ is
Dres. Tiemann, Schulte Holding GmbH
Phone: +49 (0) 40 70 70 85 151,
Management board: Hon. Prof. Dr. Katharina Tiemann, Prof. h.c. Dr. Markus Tiemann, Dr. Christoph Schulte.
Notes: Once you access the “Zoom” website, the provider of “Zoom” is responsible for data processing. However, it is only necessary to access the website in order to download the software for the use of “Zoom”. You can also use “Zoom” by entering the respective meeting ID and, if necessary, additional 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.
To the extent that Zoom Video Communications, Inc. processes personal information in connection with its own legitimate business operations, as described in the privacy statement, Zoom Video Communications, Inc. is the independent data controller for this processing. The corresponding legal basis can be found in the aforementioned privacy statement.
3. Which data are processed?
Various types of data are processed when using “Zoom”. The scope of the data also depends on the information you provide before or during participation in an „online meeting“.
The following personal data are regularly processed:
Information about the user: First name, last name, phone (optional), e-mail address, password (if „single sign-on“ is not used), profile picture (optional), department (optional)
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 online meeting chat.
When dialing in by phone: Details of incoming and outgoing telephone number, country name, start and end time. If necessary, further connection data such as the IP address of the device can be saved.
Text, audio, and video data: You may have the option of using chat, question, or survey functions in an „online meeting“. The text entries you make will be processed to the extent that they are displayed in the „online meeting“ and, if necessary, logged. 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 on your terminal device are processed for the duration of the „online meeting“. You can switch off the video camera or mute the microphone yourself at any time using the “Zoom” applications.
For more details on data processing by Zoom Video Communications, Inc., please refer to the Zoom Video Communications, Inc. privacy statement.
In order to participate in an „online meeting“ or enter the „meeting room“, you must at least provide your name.
4. Scope of processing
We use „Zoom“ to conduct „online meetings“. If we want to record „online meetings“, we will inform you of this transparently in advance and – if necessary – ask for your consent. You will also be able to see that the „Zoom“ app is recording.
If necessary for the purpose of recording the outcomes of an „online meeting“, we will – after having given prior notice – log the chat content. In the case of online meetings, we may also process the questions asked by participants for recording and follow-up purposes.
If you are registered as a „Zoom“ user, reports on „online meetings“ (meeting metadata, phone dial-in data, questions and answers, survey function) can be stored by „Zoom“ for up to one month.
Automated decision-making within the meaning of Article 22 of the GDPR is not used.
5. Legal basis for data processing
Where personal data of employees of Dres. Tiemann, Schulte Holding GmbH are processed, § 26 (1) of the BDSG (German Federal Data Protection Act) is the legal basis for data processing. If special categories of personal data are concerned, the processing is based on § 26 (3) of the BDSG.
On the other hand, if, in connection with the use of “Zoom”, personal data are not necessary for the creation, implementation or termination of the employment relationship, it is generally not necessary to provide these data. The legal basis for data processing is Article 6(1)(f) of the GDPR. In these cases our interest lies in the effective implementation of „online meetings“. Otherwise, the legal basis for data processing in connection with „online meetings“ is Article 6(1)(b) GDPR, insofar as the meetings are held within the framework of contractual relations. In special cases in which you are asked in advance for a declaration of consent, the legal basis is Article 6(1)(a) GDPR.
6. Recipients / disclosure of data
Personal data that are processed in connection with the participation in „online meetings“ are generally not passed on to third parties, unless they are specifically intended to be passed on. Please note that content from „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.
Further recipients: Zoom Video Communications, Inc. receives knowledge of the above-mentioned data by necessity, as far as this is intended within the scope of our contract processing agreement with Zoom Video Communications, Inc. We also refer to the aforementioned privacy statement of Zoom Video Communications, Inc.
7. 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 Zoom Video Communications, Inc. in accordance with Article 28 of the GDPR. An adequate level of data protection is ensured by the conclusion of the EU Standard Contractual Clauses.
8. Data protection officer
We have appointed a data protection officer. The contact details are as follows:
Dres. Tiemann, Schulte Holding GmbH
Ms Britta Graßau
22547 Hamburg, Germany
9. Your rights as a data subject
You have the right to receive your personal data. You can contact us at any time for information. In the case of a request for information that is not made in writing, please understand that we may require you to provide proof that you are the person you claim to be.
Furthermore, you have a right to correction or deletion or to restriction of processing, insofar as you are legally entitled to do so.
Finally, you have a right of objection against the processing within the scope of the legal requirements.
A right to data transferability also exists within the framework of data protection regulations.
If the processing of your personal data is based on your consent, you have the right to revoke this consent at any time, with the result that the processing of your personal data will become inadmissible for the future. However, this does not affect the lawfulness of the processing carried out on the basis of the consent until revoked.
10. Deletion of data
We generally delete personal data when there is no need for further storage. A need may arise in particular if the data is still needed to fulfil contractual services, to check and grant or defend against warranty rights and, if applicable, warranty claims. In the case of legal storage obligations, deletion only comes into consideration after the expiry of the respective storage obligation.
The statement from Zoom Video Communications, Inc. on data retention can be found here.
11. Right to complain to a regulatory authority
You have the right to complain to a data protection supervisory authority about the processing of personal data by us.
12. Changes to this data protection notice
We will revise this data protection notice in the event of changes in data processing or other occasions that make this necessary. We always provide the current version in connection with the invitation to use “Zoom”.