Privacy Notice for Online Meetings, Conference Calls and Webinars via “Zoom” by Stefanie Arend, Stefanie Arend Yin Yoga, S. L.
We would like to inform you below about the processing of personal data in connection with the use of Zoom.
Purpose of processing
We use the tool “Zoom” 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.
The person responsible for data processing directly related to the conduct of “online meetings” is Stefanie Arend, Stefanie Arend Yin Yoga, S. L..
Note: Insofar as you access the website of “Zoom”, the provider of “Zoom” is responsible for data processing. However, a call to 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 necessary, further access data for the meeting directly in the “Zoom” app.
If you do not want to or cannot use the “Zoom” app, then the basic functions can also be used via a browser version, which you can also find on the “Zoom” website.
What data is 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”.
The following personal data are subject to processing:
User details: 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), attendee 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 with the telephone: information on the incoming and outgoing call number, country name, start and end time. If necessary, further connection data such as the IP address of the device can be stored.
Text, audio and video data: You may have the option to use the chat, question or survey functions in an “online meeting”. In this respect, the text entries you make are processed in order to display them in the “Online Meeting” and, if necessary, to log them. 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 are processed accordingly during the duration of the meeting. You can turn off or mute the camera or microphone yourself at any time using the “Zoom” applications.
To participate in an “online meeting” or to enter the “meeting room”, you must at least provide information about your name.
Scope of processing
We use “Zoom” to conduct “online meetings”. If we want to record “online meetings”, we will transparently communicate this to you in advance and – if necessary – ask for consent. The fact of recording is also displayed to you in the “Zoom” app.
If necessary for the purposes of logging the results of an online meeting, we will log the chat content. However, this will usually not be the case.
In the case of webinars, we may also process questions asked by webinar participants for the purposes of recording and following up webinars.
If you are registered as a user at “Zoom”, then reports on “online meetings” (meeting metadata, telephone dial-in data, questions and answers in webinars, survey function in webinars) can be stored at “Zoom” for up to one month.
Automated decision-making within the meaning of Art. 22 DSGVO is not used.
Legal basis of data processing
Insofar as personal data is processed by Stefanie Arend Yin Yoga S. L., § 26 BDSG is the legal basis for data processing. If, in connection with the use of “Zoom”, personal data is not required for the establishment, implementation or termination of the employment relationship, but is nevertheless an elementary component in the use of “Zoom”, then Art. 6 para. 1 lit. f) DSGVO is the legal basis for the data processing. Our interest in these cases is in the effective conduct of “online meetings”.
Incidentally, the legal basis for data processing when conducting “online meetings” is Art. 6 para. 1 lit. b) DSGVO, insofar as the meetings are conducted within the framework of contractual relationships.
If no contractual relationship exists, the legal basis is Art. 6 para. 1 lit. f) GDPR. Again, our interest is in the effective conduct of “online meetings”.
Recipient / passing on of data
Personal data processed in connection with participation in “online meetings” will not be disclosed to third parties as a matter of principle, unless they are specifically intended to be disclosed. Please note that content from “online meetings,” as well as in-person meeting content, is often intended precisely to communicate information with customers, prospects or third parties and is therefore intended to be shared.
Other recipients: The provider of “Zoom” necessarily obtains knowledge of the above data to the extent provided for in our order processing agreement with “Zoom”.
Data processing outside the European Union
“Zoom” is a service provided by a provider from the USA. Processing of personal data thus also takes place in a third country. We have concluded an order processing agreement with the provider of “Zoom” that complies with the requirements of Art. 28 DSGVO.
An adequate level of data protection is guaranteed on the one hand by the “Privacy Shield” certification of Zoom Video Communications, Inc. and on the other hand by the conclusion of the so-called EU standard contractual clauses.
Data Protection Officer
We have appointed a data protection officer.
You can reach it as follows:
Stefanie Arend Yin Yoga, S. L.
Calle Alcalá Galiano, 69, bajo A puerta 1
46520 Port de Sagunt, Valencia
Tel: +49 (0) 1736388437
Your rights as a data subject
You have the right to obtain information about the personal data concerning you. You can contact us for information at any time.
In the case of a request for information that is not made in writing, we ask for your understanding that we may require proof from you that you are the person you claim to be.
Furthermore, you have a right to rectification or deletion or to restriction of processing, insofar as you are entitled to this by law.
Finally, you have the right to object to processing within the scope of the law.
A right to data portability also exists within the framework of data protection law.
We generally delete personal data when there is no need for further storage. A requirement may exist in particular if the data is still needed in order to fulfill contractual services, to check and grant or ward off warranty and, if applicable, guarantee claims. In the case of statutory retention obligations, deletion is only considered after the expiry of the respective retention obligation.
Right of complaint to a supervisory authority
You have the right to complain about the processing of personal data by us to a data protection supervisory authority.
Amendment of this privacy notice
We revise this data protection notice in the event of changes to data processing or other occasions that make this necessary. The current version can always be found on this website.