​​Privacy information regarding the use of Microsoft Teams during Online-Meetings​

Dear participants,

As part of our online meetings, MEDICE Arzneimittel Pütter GmbH & Co. KG and its affiliated companies, as well as Microsoft Deutschland GmbH, collect and process your personal data.

Affiliated companies are all companies in which MEDICE Arzneimittel Pütter GmbH & Co. KG holds a stake of 50% or more, including, but not limited to, Medigital GmbH, MEDICE UK, MEDICE Ibérica, Sustainable4u GmbH and Schaper & Brümmer GmbH & Co. KG.

We use the “Microsoft Teams” tool to conduct our online meetings, as well as the transcription function of the “Microsoft Teams” tool for documentation, simultaneous translation and/or structuring (“Facilitator”) of the meetings. The provider of “Microsoft Teams” is Microsoft Deutschland GmbH, whose parent company is based in the USA.

Please note: If you visit the “Microsoft Teams” website, the provider of “Microsoft Teams” is responsible for data processing. However, visiting the website is only necessary for the use of “Microsoft Teams” in order to download the software required to use “Microsoft Teams”.

If you do not wish to or are unable to use the “Microsoft Teams” app, you can also use “Microsoft Teams” via your browser. In this respect, the service is then also provided via the “Microsoft Teams” website.

Note: If you do not wish your personal data to be processed as part of the transcription function, please let us know.

The following personal data is collected from you:

• Contact details (first name and surname, email address, city, country/region, postcode)

• Meeting metadata (topic, description (optional), participants’ IP addresses, device/hardware information, attendance, duration of attendance)

• Video, audio and presentation recordings, text file of the webinar chat (including names of participants asking questions in the chat)

• When dialling in by telephone (Details of incoming and outgoing telephone numbers, country name, start and end times. Where applicable, further connection data such as the device’s IP address may be stored.)

• Text, audio and video data: You may have the option to use the chat, question or poll functions in an ‘online meeting’. In this respect, the text you enter is processed in order to display it in the ‘online meeting’ and, where applicable, to log it.

• Audio data: In order to use the transcription function of “Microsoft Teams”, data from your device’s microphone will be processed for the duration of the meeting.

• You can switch off or mute the microphone yourself at any time via the “Microsoft Teams” application.

• Optional: Voice samples: You have the option to create a voice sample in Teams prior to transcription, so that during transcription the application can automatically match your comments to your voice or identify you as the speaker. This feature can be used, for example, when transcribing an on-site meeting.

During the online meeting, your device’s microphone and video camera will be switched off or muted to prevent unauthorised recording of you.

To participate in an online meeting, or to enter the ‘meeting room’, you must provide at least your name.

Note: You can prevent your contact details from being collected as a speaker within the transcription function and be displayed in the transcript as “Speaker + number”. The anonymisation setting applies globally to all meetings and must be configured in your Teams personal settings before meetings:

• In Teams, click on Settings and more (…) > Settings to the left of your profile picture.

• Go to Accessibility > Captions and transcripts.

• Turn off the option Automatically identify me in live captions and live transcripts.

Note: If your name is mentioned during the online meeting, it will still be recorded.

The legal basis for the processing of your personal data is our legitimate interest in the effective conduct of the online meeting, in reducing the burden on participants and in increasing the effectiveness of online meetings in accordance with Article 6(1)(f) of the EU General Data Protection Regulation (GDPR).

Data controller under the GDPR:
MEDICE Arzneimittel Pütter GmbH & Co. KG

Kuhloweg 37, 58638 Iserlohn
Telephone: +49 (0)2371 937 0
Email: info[at]medice.de

The personal data collected will be processed for the following purposes:

• Planning and conducting the online meeting

• Documentation/recording of the online meeting

• Simultaneous interpreting for the online meeting

• Internal quality assurance

Your personal data is collected and stored within the IT infrastructure of MEDICE Arzneimittel Pütter GmbH & Co. KG on the servers of the service provider Microsoft Deutschland GmbH in Germany.

All meeting participants have access to this data.

When the “transcription function” is used, only the organiser of the online meeting has the right to edit the meeting minutes/transcripts. In accordance with the Group Works Agreement “MHF Recordings”, no changes may be made to the content of the original transcripts/minutes and summaries.

Your personal data will be stored by MEDICE Arzneimittel Pütter GmbH & Co. KG for up to 60 days, until the above-mentioned purposes have been fulfilled or until you request its deletion, after which it will be automatically deleted.

The optional voice samples will be stored by MEDICE Arzneimittel Pütter GmbH & Co. KG until you withdraw your consent, after which they will be deleted manually.

Your data may be transferred to the following third parties:

• employees of MEDICE Arzneimittel Pütter GmbH & Co. KG’s affiliated companies who are responsible for and involved in the respective meeting

• the data processor (Microsoft Deutschland GmbH) subject to the instructions of MEDICE Arzneimittel Pütter GmbH & Co. KG

A corresponding contractual agreement on joint data processing in accordance with Article 26 GDPR exists between MEDICE Arzneimittel Pütter GmbH & Co. KG and its affiliated companies.

The parent company of Microsoft Deutschland GmbH, the IT service provider used by MEDICE Arzneimittel Pütter GmbH & Co. KG, is Microsoft Corporation, a US company. MEDICE Arzneimittel Pütter GmbH & Co. KG only uses US companies that have certified themselves under the EU-US Data Privacy Framework, meaning that the EU Commission’s adequacy decision pursuant to Article 45 of the GDPR applies (i.e. an adequate level of data protection exists) and where data processing takes place exclusively on servers within the EU. To protect your data, data processing agreements based on the European Commission’s Standard Contractual Clauses have also been concluded with the service providers.

MEDICE Arzneimittel Pütter GmbH & Co. KG undertakes to disclose your personal data only to entities that can demonstrate an appropriate data protection policy in accordance with applicable regulations and laws and with which, where necessary, appropriate contractual agreements have been entered into in accordance with Article 26 or Article 28 GDPR.

When processing your personal data, our aim is to ensure your rights as a data subject at all times.

You may exercise the following rights in relation to your personal data:

• You may request information regarding the processing of your data.

• You may request the rectification of your personal data if it is inaccurate or incomplete.

• You may request the restriction of the processing of your personal data. (1) For the duration of the verification of the accuracy of the data. (2) If the processing is unlawful and you object to erasure. (3) If the data is no longer required by the controller for the purposes of processing, but you require it for the establishment, exercise or defence of legal claims. (4) In the event of an objection to the data processing, until the relevant balancing of interests has been clarified.

• You may request that the data collected about you be transferred to you or to a body designated by you.

• You may, where there are grounds for a complaint, lodge a complaint with the competent data protection authority. The contact details of the data protection supervisory authorities can be found in the appendix.

• You may request the erasure of the data collected about you.

• You may object to the processing of your personal data at any time, informally and without giving reasons, on grounds relating to your particular situation. This applies where the processing is based on Article 6(1)(e) or (f) of the GDPR.

• You may withdraw your consent to data processing at any time, informally and without giving reasons. To do so, please contact: datenschutz[at]medice.de .

You will not suffer any disadvantages as a result of a withdrawal or objection. The withdrawal/objection applies with effect for the future; data transfers made to date remain lawful. From now on, your data will only be processed by MEDICE Arzneimittel Pütter GmbH & Co. KG to a limited extent, where required by the relevant legal provisions under Article 6(1)(c) and our legitimate interest pursuant to Article 6(1)(f) GDPR.

If you have any further questions regarding the processing of your personal data, you can also contact our data protection team at datenschutz[at]medice.de.

For confidential matters relating to data protection, you may contact our Data Protection Officer directly at dsb[at]medice.de.

Appendix – Overview of contact details for data protection authorities

• Country: Germany
  Data Protection Authority: The contact details for the data protection supervisory authorities of all federal states can be found at the following website: https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html

• Country: Switzerland
  Data Protection Authority: Federal Data Protection and Information Commissioner (FDPIC)

  Feldeggweg 1

  CH - 3003 Bern

  Switzerland

  Tel.: +41 (0)58 462 43 95

• Country: England
  Data Protection Authority: The Information Commissioner’s Office

  Wycliff House, Water Lane

  Wimslow

  Cheshire

  SK9 5AF

  GB—Great Britain

  Tel: +44 (0) 3031231113

• Country: Denmark
  Data Protection Authority: Datatilsynet (Data Inspectorate of Denmark)

  Carl Jacobsens Vej 35

  2500 Valby

  Denmark

  Tel.: +45 33 19 32 00

• Country: Norway
  Data Protection Authority: Datatilsynet (Norwegian Data Protection Authority)

  P.O. Box 458 Sentrum

  0105 Oslo

  Norway

  Tel.: +47 22 39 69 00

• Country: Sweden
  Data Protection Authority: Integritetsskyddsmyndigheten (Swedish Data Protection Authority)

  Box 8114

  104 20 Stockholm

  Sweden

  Tel.: +46 8 657 61 00

• Country: Russia
  Data Protection Authority: Federal Service for Supervision of Communications, Information Technology, and Mass Media

  (Roskomnadzor)
  ul. Tverskaya, d. 9, Moscow, Russia, 125009

• Country: Spain
  Data Protection Authority: Agencia Española de Protección de Datos (AEPD)

  C/Jorge Juan, 6

  E - 28001 Madrid

  Tel.: + 34 91 266 3517

• Country: Netherlands
  Data Protection Authority: Autoriteit Persoonsgegevens

  PO Box 93374

  2509 AJ THE HAGUE

  Tel.: +31-70-88 88500

• Country: Austria
  Data Protection Authority: Austrian Data Protection Authority

  Barichgasse 40-42

  A-Austria - 1030 Vienna

  Tel.: + 43 1 52 152-0

• Country: China Data
  Protection Authority: Cyberspace Administration of China (CAC)

  No. 15, Fucheng Road, Haidian District, Beijing, Beijing,

  China

  Tel.: (010) 55636504

• Country: Uzbekistan
  Data Protection Authority: Ministry of Justice

  Tashkent, Yunusabad District, Yangitarnov Mahallah, Uzbekistan