Use of Microsoft Teams Meetings

Studierendenwerk Dortmund AöR
Vogelpothsweg 85
44227 Dortmund
Phone: 0231 - 755-3500
E-mail: info(at)stwdo.de

The terms of use and data protection information described below apply if you have received an invitation to a Microsoft Teams meeting as a video conference with the logo of the Studierendenwerk Dortmund as sender information and start participation by clicking on the hyperlink provided. The same applies analogously to participation in a conference by telephone (audio only).

• When you start participation, you undertake that you or other persons present in the same room with you will not make any video or audio recordings of the video conference unless all participants in the video conference have been informed of this and have expressly and voluntarily agreed to it.
• Participants are free to switch off the camera activation at any time, so that the transmission of their own image does not take place or the transmission of their own sound is prevented by a "mute" function. When the camera is activated, the recognisability of the background in the camera's field of vision can be avoided by specifying a previously defined background image display or by activating "blur" via a setting. The processing of their personal data can be terminated by the participants themselves at any time by ending their participation in the video conference.
• The video conference takes place using the Microsoft Tenant licensed for the Studierendenwerk Dortmund AöR (StwDo) and administered by the StwDo.
• The software "Microsoft Teams" of the Microsoft group is used to conduct the video conference. In the process, Microsoft processes personal data of the participants. In particular, the data that is technically necessary to conduct the video conference is processed. This includes, in particular, the image and sound data, data of the devices used for participation and the login data of the participants. It is possible that the course of the video conference will be statistically evaluated by Microsoft. Information on data protection from Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown Dublin 18, Ireland and Microsoft Corporation, One Microsoft Way Redmond, Washington 98052, United States of America can be found here:
  https://privacy.microsoft.com/de-DE/privacystatement.
• If you would like to contact Microsoft regarding data protection, you can use this web form:
  https://www.microsoft.com/de-de/concern/privacy
• As the confidentiality of the video conference cannot be guaranteed to the same extent as in a face-to-face meeting, we would like to point out and ask you to refrain from discussing information that is particularly sensitive.
• The purpose of the data processing by the Studierendenwerk is to conduct the video conference, to process the topics discussed and to coordinate with each other. The system logs every online use with log data, i.e. in particular name, start and end of use, as well as the role identification as, for example, organiser or guest. The Studierendenwerk uses the technical usage information of the participants provided by the software "Microsoft Teams" to the extent necessary to ensure the technical stability and security of the video conference. The inviting person and other participants create and process a participation list and in particular the names of the participants. If necessary, keywords are created for discussed topics, if necessary, minutes are written, if necessary - especially when using the "share screen" function - documents are jointly edited, analogous to an appointment in presence. If the chat function is used, chat contributions are stored in the Microsoft Tenant licensed for the Studierendenwerk, they are available for the participating persons.
  
  The legal basis for these processing of personal data is Art. 6 para. 1 letter e DSGVO, because the implementation of video conferences is necessary in order to efficiently fulfil the tasks of the Studierendenwerk, whereby not only the organisational, time and travel costs of a personal meeting are avoided, but also possible risks of illness or infection are prevented by avoiding personal/ direct contact.
• As a rule, the Studierendenwerk Dortmund does not make any video or audio recordings of the video conference. If, in exceptional cases, a recording is to take place, all participants will be informed of the purposes for which the recording is to take place and why it is necessary for the efficient fulfilment of the Studierendenwerk's tasks. Before the recording is started, it is asked whether all participants expressly and voluntarily agree to this recording. During the recording, each participant can revoke consent at any time and the recording will be stopped. Existing recordings are used and stored for as long as necessary for the purpose communicated before the recording. The legal basis for creating the recording is the consent of the participants, Art. 6 para. 1 letter a DSGVO, the legal basis for using the recording is Art. 6 para. 1 letter e DSGVO.
• Within the framework of the legal requirements, you have the right to information according to Article 15 DSGVO, to correction according to Article 16 DSGVO, to deletion according to Article 17 DSGVO, to restriction of processing according to Article 18 DSGVO, to revocation of consent according to Article 7 DSGVO and to objection according to Article 21 DSGVO. You can contact the data protection officer or the responsible persons at the Studierendenwerk known to you at any time with regard to this and other questions on data protection. In addition, you have the right to lodge a complaint with a data protection supervisory authority, for example with the State Commissioner for Data Protection and Freedom of Information, LDI NRW, Kavalleriestr. 2 - 4, 40213 Düsseldorf.

Status: April 2023