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Data protection information for online meetings, telephone conferences and webinars via "zoom"

 

We would like to inform you in the following about the processing of personal data in connection with the use of "Zoom".

This document serves as general information for the Zoom Meetings of GYM-X, as well as Saunamoves and does not constitute legal advice in individual cases.
No guarantee and no liability is assumed for topicality and completeness.

Status of the information: 10.11.202

1. purpose of the processing

 

We use the "Zoom" tool to conduct telephone conferences, online meetings, video conferences and/or webinars (hereinafter: "Online Meetings"). "Zoom" is a service of Zoom Video Communications, Inc. which is based in the USA.

2. responsibility

 

The company SAUNAMOVES is responsible for data processing directly related to the organisation of "online meetings".


Note: If you access the "Zoom" website, the provider of "Zoom" is responsible for data processing. However, calling up the Internet site is only necessary for the use of "Zoom" in order to download the software for the use of "Zoom".

You can also use "Zoom" if you enter the respective meeting ID and, if applicable, other 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.

3. Which data are processed?

 

When using "Zoom", different types of data are processed. The scope of the data also depends on the information you provide before or during participation in an "online meeting".



User information: First name, last name, telephone (optional), E-mail address, password (if Single Sign-On is not used), profile picture (optional),
Department (optional)

Meeting metadata: Subject, description (optional), participant IP addresses, equipment/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.

If dialled by telephone: Information on incoming and outgoing telephone number, country name, start and end time. If necessary, other connection data such as the IP address of the machine can be saved.

Text, audio and video data: You may be able to use the chat, question or survey functions in an "online meeting". To this extent, the text entries you make will be processed in order to display and, if necessary, log 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 terminal device as well as from any video camera of the terminal device will be processed for the duration of the meeting. You can switch off or mute the camera or microphone yourself at any time using the "Zoom" applications.

In order to take part in an "online meeting" or to enter the "meeting room", you must at least provide information about your name.

4. scope of processing

 

We use "zoom" to conduct "online meetings". If we want to record "online meetings", we will inform you transparently in advance and - if necessary - ask for your consent. The fact of the recording will also be displayed in the "Zoom" app.

If it is necessary for the purposes of recording the results of an online meeting, we will record the chat content. However, this will usually not be the case.

In the case of webinars, we can also process the questions asked by webinar participants for the purposes of recording and follow-up of webinars.

If you are registered as a user at "Zoom", reports on "online meetings" (meeting metadata, telephone dial-in data, questions and answers in webinars, survey function in webinars) can be stored for up to one month at "Zoom".

Automated decision-making within the meaning of Art. 22 DSGVO is not used.

5. legal bases of data processing

 

If personal data of SAUNAMOVES employees are processed, § 26 BDSG is the legal basis for data processing.
If, in connection with the use of "Zoom", personal data are not required for the establishment, execution or termination of the employment relationship, but are nevertheless an elementary component in the use of "Zoom", Art. 6 para. 1 letter f) DSGVO is the legal basis for data processing. In these cases, we are interested in the effective implementation of "online meetings".

Furthermore, the legal basis for data processing when "online meetings" are held is Art. 6 para. 1 lit. b) DSGVO, insofar as the meetings are held within the framework of contractual relationships.

If no contractual relationship exists, the legal basis is Art. 6 para. 1 lit. f) DSGVO. Here too, we are interested in the effective implementation of "online meetings".

6. recipient / transfer of data

 

Personal data processed in connection with participation in "online meetings" will not be 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 often serve the purpose of communicating information with customers, interested parties or third parties and are therefore intended to be passed on.

Other recipients: The provider of "Zoom" necessarily obtains knowledge of the above-mentioned data, insofar as this is provided for in the context of our contract processing agreement with "Zoom"

7. data processing outside the European Union

 

"Zoom" is a service provided by a US operator. Personal data is therefore also processed in a third country.

We have concluded an order processing contract with the provider of "Zoom" which meets the requirements of Art. 28 DSGVO.

An adequate level of data protection is guaranteed on the one hand by the conclusion of the so-called EU standard contract clauses. As additional protective measures, we have also configured our zoom configuration in such a way that only data centres in the EU, the EEA or safe third countries such as Canada or Japan are used for the conduct of "online meetings".

8. data protection officer

 

We have not appointed a data protection officer. Please contact the data protection officer responsible for your country

9. your rights as a data subject

 

You have the right of access to personal data concerning you. You can contact us for information at any time.

In the event of a request for information that is not made in writing, we ask for your understanding that we may require you to provide evidence that proves that you are the person you claim to be.

Furthermore, you have the right to correction or deletion or to restriction of processing, as far as you are legally entitled to do so.
Finally, you have the right to object to the processing within the framework of the legal requirements.

You also have a right to data transferability within the framework of the data protection regulations.

10. deletion of data

 

As a matter of principle, we delete personal data when there is no need for further storage. A requirement may exist in particular if the data is still needed to fulfil contractual services, to check and grant or ward off warranty and, if applicable, guarantee claims. In the case of legal storage obligations, deletion only comes into consideration after the expiry of the respective storage obligation.

11. right of appeal to a supervisory authority

 

You have the right to complain to a data protection supervisory authority about the processing of personal data by us.

12. consent to publication

 

Consent to the publication of film recordings in the context of video recordings or transmissions via live streaming.

The live stream is a real-time transmission, available on the Internet. Publication as video recording
means storage and thus publication for an indefinite period. Live streaming (transmission) takes place publicly via Facebook, the video recordings are published in the Saunamoves media library.

Please note that although the images are only broadcast for a short time, recording and further distribution by third parties cannot be ruled out.
As with any website, the content can be received and read worldwide. They can also be copied, duplicated and processed in any other way without the organiser as operator of the website having the possibility to influence this. Data will also be retained indefinitely and can be retrieved again and again, even after deletion from our site, through storage in search engines and other data-gathering Internet offers.

13. amendment of this privacy statement

 

We will revise this privacy policy in the event of changes in data processing or other occasions that make this necessary. You will always find the current version on this website.