Privacy information for Microsoft Teams

We would like to inform you below about the processing of personal data in connection with the use of Microsoft Teams.

Purpose of processing

We use Microsoft Teams to conduct telephone conferences, online meetings, video conferences and webinars (hereinafter referred to as online meetings). Microsoft Teams is a service provided by Microsoft Ireland Operations Limited.

Responsible parties

The responsible party for data processing directly related to the conduct of online meetings via Microsoft Teams is K&S GmbH Projektmanagement.

If you do not want to or cannot use the Microsoft Teams app, you can also use Microsoft Teams via your browser. The service will then also be provided via the Microsoft Teams website.

What data is processed?

When using Microsoft Teams, the following personal data is processed depending on the settings and usage:

User data: Display name, email address, profile picture (optional), preferred language

Meeting metadata: e.g. date, time, meeting ID, telephone numbers, location

Text, audio and video data: You may have the option of using the chat function in an online meeting. In this respect, the text entries you make will be processed in order to display them in the online meeting. To enable the display of video and the playback of audio, the data from the microphone of your end device and from any video camera on the end 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 Microsoft Teams applications.

Text, audio and video data during recording or transcription of online meetings: Voice and video data are only recorded when the camera/microphone is activated. When the transcription or recording function is activated, the users' cameras and microphones are deactivated. The mute function can only be deactivated if a user agrees that the content may be used for functions such as recording, transcription and Copilot. Messages, links and files shared in the chat during a meeting are stored and may remain visible to participants after the meeting.

File sharing: If files are shared during an online meeting, they are stored in Microsoft SharePoint or OneDrive within the EU.

Scope of processing

Microsoft Teams is used to conduct online meetings. Recordings are only made after prior notification and consent. Advanced features such as automatic transcription of meetings using AI may be used. Transcriptions and recordings will only be made if the participants have given their prior consent.

We will also indicate the planned activation of transcription or recording in the invitation to appointments. If you have any questions or concerns, please contact the project management team for the respective project or datenschutz@ks-pm.de.

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

Legal basis for data processing

Insofar as personal data of employees of K&S GmbH Projektmanagement is processed, Art. 6 para. 1 lit. b GDPR in conjunction with § 26 BDSG is the legal basis for data processing. If, in connection with the use of Microsoft Teams, personal data is not required for the establishment, implementation or termination of the employment relationship, but is nevertheless an elementary component of the use of Microsoft Teams, Art. 6 para. 1 lit. f GDPR is the legal basis for data processing. In these cases, our legitimate interest lies in the effective implementation of online meetings.

In all other respects, the legal basis for data processing when conducting online meetings is Article 6(1)(b) GDPR, insofar as the meetings are conducted within the framework of contractual relationships.

If no contractual relationship exists, the legal basis is Article 6(1)(f) GDPR. Here too, our legitimate interest lies in the effective conduct of online meetings.

Our legal basis for the use of extended functions such as transcription and recording is Art. 6(1)(a) GDPR. Without your consent, your camera and microphone will not be reactivated. We use these extended functions to facilitate traceability in meetings and as a basis for creating minutes in meetings.

Recipients / disclosure of data

Personal data processed in connection with participation in online meetings will not be disclosed to third parties unless it is intended for disclosure. Please note that, as with face-to-face meetings, content from online meetings is often used to communicate information with customers, interested parties or third parties and is therefore intended for disclosure.

Other recipients: The provider of Microsoft Teams necessarily obtains knowledge of the above-mentioned data to the extent that this is provided for in our data processing agreement with Microsoft.

The storage of data outside the EU is deactivated.

Data processing outside the European Union

Data processing outside the European Union (EU) does not take place as a matter of principle, as we have restricted our storage location to data centres in the European Union. However, we cannot rule out the possibility that data may be routed via Internet servers located outside the EU. This may be the case in particular if participants in an online meeting are located in a third country.

However, the data is encrypted during transport via the Internet and is therefore protected against unauthorised access by third parties.

In exceptional cases, where data processing is necessary for technical support, appropriate protective measures such as standard contractual clauses are used.

Data protection officer

We have appointed a data protection officer. You can contact them as follows:

Your rights as a data subject

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

If you make 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 the right to correction or deletion or to restriction of processing, insofar as you are legally entitled to do so.

Finally, you have a right to object to processing within the framework of the legal requirements.

You also have the right to data portability within the scope of data protection regulations.

Deletion of data

We delete personal data as a matter of principle if there is no requirement for further storage. A requirement may exist in particular if the data is still required to fulfil contractual services, to check and grant warranty and, if applicable, guarantee claims or to defend against such claims. In the event of statutory retention obligations, deletion will only be considered after the respective period has expired. Even after this, data may continue to be stored if there is a legitimate interest in retention. Such an interest may lie in particular in the assertion or defence of claims in the context of operational or tax audits.

Right to lodge a complaint with a supervisory authority

You have the right to complain to a supervisory authority for data protection about our processing of your personal data.

Changes to this privacy policy

We will revise this privacy policy if changes to data processing or other circumstances make this necessary. The current version is always available on this website.

Status: 6 May 2025