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Privacy policy for conducting online meetings

Privacy policy for conducting telephone conferences, online meetings, video conferences and webinars (hereinafter “online meetings”)
In the following, we would like to inform you about the use of your data in accordance with Art. 13 of the General Data Protection Regulation (GDPR).
Person responsible for the online meetings
Please refer to the respective online meeting for the person responsible for collecting and processing your personal data.
Purposes of data processing
We process and use your data to carry out the online meeting.
Description of data processing and data types
Depending on the type and scope of use, different types of data are collected or processed. This includes in particular 
•    your personal details (e.g. first name and surname, e-mail address, profile picture)
•    meeting metadata (e.g. date, time and duration of the communication, name of the meeting, par-ticipant 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. telephone numbers, country names, start and end times, IP addresses)
In the following, we would like to inform you in more detail about the scope of data processing: 
Required data and functionalities
If you attend an online meeting as a participant, the organizer will send you an access link by e-mail. Upon registration for the online meeting, you can then enter your name and, if applicable, your e-mail address.
Voluntary information and functionalities
You can, but do not have to, provide further information about your person. You are also at liberty to use chat, question or survey functionalities during the online meeting. You can also switch your cam-era and microphone on or off or mute it yourself.
If you use the chat, question or survey functionalities, the text entries you make will be processed and displayed in the online meeting and logged, if applicable. If you switch on your camera or micro-phone, the data from your end device’s microphone and any video camera connected to the end de-vice will be processed for the duration of the meeting. At the beginning of online meetings, your camera and microphone are turned off by default. 
Please note that any information that you or others upload, provide or create during an online meeting is processed at least for the duration of the meeting. This includes in particular chat or instant mes-sages, files, whiteboards and other information shared while using the service.
Other functionalities
Chat content may be logged if this is necessary for the purpose of logging the results of an online meeting. This, however, only applies to “public” chats and messages sent directly to the hosts. Con-tents of private chats are not logged. 
If we intend to record online meetings, we will inform you in advance and – if required – ask for your consent. If we do record an online meeting, the participants of the online meeting will be informed.
Legal basis for data processing
If you participate in an online meeting as an external participant, your data will be processed on the basis of Art. 6 Para. 1 Cl. 1 lit. b GDPR, provided that your participation in the online meeting is nec-essary for the fulfillment of a contract concluded with you. The same applies if the online meeting is necessary to carry out pre-contractual measures carried out at your request.
If data processing is not required for the fulfillment of a contract concluded with you or for the im-plementation of pre-contractual measures, it is carried out on the basis of Art. 6 Para. 1 Cl. 1 lit. f GDPR. Our legitimate interest in this respect consists in maintaining communication independent of location and in fostering business contacts.
If, when using the tool, you voluntarily provide additional personal information or voluntarily use func-tionalities that are not absolutely necessary, the associated data processing is carried out on the ba-sis of your revocable consent in accordance with Art. 6 Para. 1 Cl. 1 lit. a, 7 GDPR and, if applicable, in connection with Section 26 Para 2 BDSG (German Federal Data Protection Act). You can revoke your consent at any time with future effect. Please note that processing operations carried out prior to the revocation are not covered by this. 
Disclosure of your data
As a matter of principle, we do not disclose your data to third parties. We only disclose your data to third parties if the data is intended for disclosure, if you have expressly consented to the disclosure in advance or if we are obliged or entitled to do so by law. Please note that contents from online meetings as well as personal meetings often serve the purpose of communicating information to cli-ents, interested parties or third parties and are therefore intended for disclosure.
We use service providers to support us in conducting the online meetings. We have made sure that they, too, comply with applicable data protection regulations. 
Deletion of your data
As a matter of principle, we process your data only as long as it is required for the purposes for which it was collected. Prolonged processing or storage of your data only takes place if this is nec-essary for the assertion, exercise or defense of legal claims. In the case of legal retention duties, deletion will only be considered after the expiry of the respective retention duties.
Your data protection rights
You can revoke your consent at any time with future effect. Please contact the organizer of the re-spective online meeting.
You also have the right to information, correction, deletion and to limit the processing of your data.
If you are of the opinion that your data is being processed unlawfully, you can also complain to a data protection supervisory authority.
Questions about data protection
You also have the right to contact us at any time if you have any questions about data protection.
You can reach us at our postal address:
zeb.rolfes.schierenbeck.associates gmbh
Data Protection
Hammer Str. 165
48153 Münster
Germany
or by e-mail to data-protection@zeb.de.
We are happy to provide you with further information upon request.