Privacy Policy: Data Protection Declaration for Microsoft Teams

In this data protection declaration, we (the HPI group), inform about the processing of your personal data in our online meetings using the video conference solution Microsoft Teams.

• The companies of the HPI group are:
  • HPI Die Einkaufsunternehmer GmbH
  • HPI Sourcing Management GmbH
  • HPI Procurement Services GmbH & Co. KG
  • HPI International Trading & Chemicals GmbH


• The data processing controller on this website in accordance with Article 4 Paragraph 7 GDPR is:
  

  HPI Die Einkaufsunternehmer GmbH
  Höchster Straße 82
  D-65835 Liederbach (Taunus)
  represented by: Heidrun Elke Richter and Thomas Schmelzer
  email: datenschutz@hpigmbh.com



• Which kinds of personal data do we process?

  As part of our online meetings using Microsoft Teams, we process the following personal data:

  • communication data (e. g. your email address)
  • Log files, log data
  • metadata (e. g. IP address, date of participation, etc.)
  • profile data (e. g. your username)


• Microsoft Office 365, Microsoft Teams Video Conference
  The video conferencing function of Microsoft Teams allows you to participate in our online events via video / audio. We use the Team Meetings function of Microsoft Teams. In Team Meetings, audio input and video recordings are prevented by our Microsoft Teams settings. In general, events are not recorded.
  
  

  In exceptional cases, a recording may take place under the following conditions:

  • In advance, participants shall be explicitly notified twice about the planned recording (firstly at invitation and secondly at the beginning of the event to be recorded)
  • Participants shall be provided with the link to this general data protection information on hpigmbh.com.
  • The following additional data protection information shall be made available to participants:
  • Specific purpose of recording
  • Recording manager (function, role)
  • Recipients of the recording or addressee to whom the recording will be made available
  • Location and duration of recording
  
  

  We carry out the data processing in accordance with Article 6(1)(f) GDPR on the basis of a legitimate interest. Our legitimate interest in data processing is: organize online conferences to inform participants about relevant topics and our business activities.
  
  Microsoft Teams is part of Microsoft Office 365. Microsoft Teams is a productivity, collaboration and exchange platform for individual users, as well as teams, communities and networks; it is used across our group of companies. This includes a video conferencing function.
  Microsoft Office 365 is a software of:
  

  Microsoft Ireland Operations Limited
  One Microsoft Place
  South County Business Park
  Leopardstown
  Dublin 18
  D18 P521
  Ireland

  Microsoft Teams is part of the Cloud application Office 365, for which a user account must be created.
  The Office 365 data processing is performed on servers in data centers in the European Union, Ireland and the Netherlands. We have concluded a data protection agreement with Microsoft in accordance with Art. 28 GDPR.
  Microsoft reserves the right to process customer data for its own legitimate business purposes. We have no influence on these data processing operations of Microsoft. To the extent that Microsoft Teams processes personal data in connection with legitimate business purposes, Microsoft is an independent controller for these data processing activities and as such is responsible for compliance with all applicable data protection regulations. If you need information about Microsoft processing, please consult the Microsoft privacy statement.



• Transfer
  As shown above, we use Microsoft for Office 365 as a processor acc. to Article 28 GDPR.


• Data storage
  Login data and IP addresses will be deleted after 180 days at the latest.


• Your rights
  You have the right to request information from us at any time about the personal data we have stored about you (Article 15 GDPR). This concerns the purpose of storage and also the recipients or categories of recipients to whom this data is passed on. You also have the right, under the conditions of Article 16 GDPR, to request correction and / or, under the conditions of Article 17 GDPR, ro request deletion and / or under the conditions of Article 18 GDPR, to request restriction of processing of your personal data. Furthermore, under the conditions of Article 20 GDPR, you can request data transfer at any time, provided that the data is still stored by us. Under the conditions of Article 21 Paragraph 1 GDPR, data processing can be objected for reasons that arise from the particular situation of the person concerned.


• Contact
  If you have any questions about our use of personal data or this privacy statement, or wish to exercise your rights, you may contact us at any time (imprint) or contact our data protection officer directly:

  Ronald Kämpfer
  phone: +49 69 870 027 025
  email: datenschutz@hpigmbh.com

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