Information on data processing in accordance with Article Article 13 of the EU General Data Protection Regulation (GDPR) (‘data privacy statement ’)
GIZ uses the Microsoft Teams tool to conduct telephone conferences, online meetings, video conferences and/or webinars, for example. Microsoft Teams is a service provided by Microsoft Corporation.
GIZ takes the protection of personal data very seriously. This document provides information about how your personal data are processed.
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Contact data of the controller
The data controller for processing purposes is Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH.
Address:
Friedrich-Ebert-Allee 32 + 36, 53113 Bonn, Germany
Dag-Hammarskjöld-Weg 1 – 5, 65760 Eschborn, Germany
Contact by e-mail: microsoft365@giz.de
Data processor:
Microsoft Deutschland GmbH
Walter-Gropius-Straße 5, 80807 Munich
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What personal data does GIZ process?
We process the following personal data in connection with the use of "Microsoft Teams". The scope of the data depends on the data you provide before or when you participate in an online meeting:
- Information about you as a user: username, display name, e-mail address (if applicable, profile picture and information (optional information)
- Log files, log data
- Meeting metadata: meeting ID, participant IP addresses, service data for the respective session and usage of the system (data from devices/hardware used, operating system, time zone), phone numbers (if dialed in by phone), name of the meeting and password from the organizer (if applicable), date, time and duration, activities recorded in the meeting (such as join and leave, time, person participating in the activity and other participants in the meeting with date, time, duration).
- Text, audio and video data/recordings (If you have the option to use the chat function in an online meeting, the text input you make will be processed in order to display them in the online meeting. In order to enable the display of video and the playback of audio, the data from the microphone of your device as well as from any video camera of the device will be processed accordingly during the duration of the online meeting. You can turn off or mute the camera or microphone yourself at any time via the "Microsoft Teams" application.)
When using "Microsoft Teams", different types of data are processed. To join or enter an online meeting, you must provide a username for the online meeting. When participating in a meeting, your username and email address will be displayed to the other users.
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Purpose of data processing and legal basis
Purposes covered by your consent (Art. 6 para 1 (a) GDPR)
If you have given us your consent to process personal data for certain purposes (e.g. recording an online meeting), this processing is based on your consent.
Withdrawal of consent is generally only applicable to the future use and processing of data. It does not affect any processing carried out prior to the withdrawal of consent, which remains lawful.
Purposes for the performance of a contract or pre-contractual measures (Art. 6 para 1 (b) GDPR)
We process personal data for the performance of a contract or to take steps prior to entering into a contract (e.g. employment contract, event contract, job applications, etc.)
Purposes in the public interest or in the performance of a task assigned to GIZ (Art. 6 para 1 (e) GDPR)
We process personal data for the performance of a task carried out in the public interest (e.g. events, conferences, surveys, webinars, etc.).
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Retention and deletion of your data
Your data will not be retained any longer than this is necessary
- in order to fulfil the purpose for which they were collected,
- to fulfil another purpose that is compatible with the purpose for which the data are initially collected, as set out in Article 6 para 4 GDPR in conjunction with Section 23 of the German Federal Data Protection Act (BDSG), or
- to comply with statutory retention periods.
The following data is stored for an explicitly defined period of time:
- Login data and IP addresses will be deleted after 90 days.
- The chat messages in the context of an online meeting are logged when using "Microsoft Teams" and remain in the chat histories of all meeting participants for up to 90 days.
- Recordings of online meetings are automatically deleted after 60 days, unless they are downloaded by someone authorized to record them.
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Technical and organisational measures to protect your data
GIZ uses appropriate technical and organisational measures to protect data against unintended or deliberate falsification, destruction, loss or access by unauthorised persons. These measures are updated accordingly based on technical developments and adapted continuously in line with the given risks.
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Your rights
In accordance with the General Data Protection Regulation, you have the right obtain information about your data stored by us (Art. 15 GDPR),
- to obtain information about your data stored by us (Article 15 GDPR),
- to have your data stored by us rectified (Article 16 GDPR),
- to have your data stored by us erased (Article 17 GDPR),
- to obtain restriction of processing of your data stored by us (Article 18 GDPR),
- to object to the storage of your data if they are processed on the basis of Article 6(1)(1)(f) and (e), GDPR (Article 21 GDPR),
- to receive data that concern you in a commonly used and machine-readable format from the controller such that they can be potentially transmitted to another controller (right to data portability, Article 20 GDPR),
- to withdraw your consent to the extent that the data have been processed on the basis of consent (Article 6(1)(a) GDPR). The lawfulness of processing on the basis of consent given remains unaffected until receipt of the withdrawal.
- In accordance with Art. 77 GDPR, you have the right to lodge a complaint with the competent data protection supervisory authority. The competent authority for GIZ is the Federal Commissioner for Data Protection and Freedom of Information (BfDI).
If you have any questions about the processing of your personal data, you can contact GIZ's data protection officer at dpo@giz.de.