Privacy statement for the usage of Microsoft Teams

As part of our internal communication and collaboration processes, we use the Microsoft Teams platform. This use is based on our legitimate interests pursuant to Article 6(1)(f) GDPR in ensuring efficient internal communication and, where necessary, for the performance of employment contracts pursuant to Article 6(1)(b) GDPR.

1. Purposes of Processing:

Microsoft Teams is used for conducting audio and video conferences, chats, meetings, as well as for collaborative file editing and general digital teamwork.

2. Categories of Data Processed:

Depending on the specific use, the following categories of data may be processed, among others:

• Username and email address
• Profile picture (if voluntarily provided)
• Meeting participation details (date, time, duration)
• Communication content (e.g., chat messages, shared files, audio/video content)
• Device and connection data (IP address, operating system, device ID)

3. Legal Bases for Processing:

• Article 6(1)(a) GDPR in conjunction with Section 26(2) BDSG (consent, e.g., for recordings)
• Article 6(1)(b) GDPR (performance of the employment contract)
• Article 6(1)(f) GDPR (legitimate interest in efficient communication)

4. Recipients / Data Transfers to Third Countries:

Microsoft Teams is a service provided by One Microsoft Place, South County Business Park, Carmanhall and Leopardstown, Dublin, D18 P521, Ireland. Data processing primarily takes place on servers located within the EU; however, data transfers to third countries (particularly the United States) cannot be entirely excluded. Microsoft is contractually obligated to comply with the GDPR, including through the use of EU Standard Contractual Clauses.

5. Storage Duration:

The storage period depends on the nature and purpose of the respective communication. Chats, recordings, or shared files are deleted either automatically or manually in accordance with our internal data retention policies. Recordings of meetings are only made following prior notice and with consent. Log files are retained by Microsoft for 90 days.