Privacy statement

This detailed statement complements the shorter version that is routinely attached to e-mail invitations to online meetings held by RSU via Microsoft Teams.

1. Extent of data processing

We invite you to online meetings by sending you a personal e-mail containing a link to the scheduled session and a telephone number for joining the meeting by phone.

Joining a meeting via the session link
To join a meeting via the session link you need to indicate a name which enables attendees to accept you into the virtual conference room. Stating the name of your company is also helpful for this purpose.
For administrative purposes, Mircosoft stores technical metadata about meetings held, including the number of attendees, the date of the meeting and the duration of the meeting. If you use a Microsoft 365 account to attend, your user ID and the metadata of your connection will be stored.
If you don’t disconnect the microphone and video camera of your communication device, sound and video data will be processed and output at the meeting – but not stored.
You can attend a meeting while your microphone and video camera are disconnected. You can disconnect your microphone and video camera at any time via the corresponding buttons.
If you post text messages in the optional group chat of a meeting, these messages are visible to all attendees.
If you use the optional screen-sharing function, the content shown on your screen will be displayed at the meeting, i.e. to all attendees. In that case, please make sure that your screen doesn’t show any sensitive information. This function can be deactivated at any time via the corresponding button.

Joining a meeting by telephone
If you join a meeting by telephone, please note that your telephone number will be visible to all attendees.

2. Legal basis

The legal basis for holding online meetings and processing personal data in that context is Article 6(1)(b) of the GDPR (promoting the formation of/performing an agreement) in conjunction with Article 6(1)(f) of the GDPR: online meetings are held to promote the formation of or perform agreements. Examples of the latter include meetings of certain bodies according to RSU’s internal procedures or the discussion of specialist, technical, legal or regulatory issues as set out in the relevant agreements. Online meetings are held with counterparties (or prospective clients) as an alternative to in-person meetings. They may, however, also replace in-person meetings that cannot take place due to health concerns.
In this context our legitimate interest consists in ensuring an effective exchange of information and better communication by means of online meetings because these make it easier to share documents, identify speakers and – if the video function is used – communicate nonverbally.

3. Purpose of the processing

In its capacity as a service provider commissioned by us, Microsoft only uses data about your communication device, operating system and browser to provide, optimise and safeguard the Microsoft Teams service. The name you indicate is used to identify you during the online meeting. Video and audio data transmitted are processed for the purposes of the online meeting but are not stored.

4. Data transfer to third countries

No data are transferred to third countries; according to RSU’s license agreement, data are only processed on Microsoft servers located inside the EU.

5. Storage period

We will store the name/company name you indicate for six months in technical reports about how the application/software is used. Data stored on your communication device will be preserved until your browser data are deleted.

6. Right to object

As described above, you can join a web conference by telephone. In that case your data will not be recorded. If you have any other questions, please contact our data protection officer. You can reach our data protection officer by e-mail at Datenschutzbeauftragter@rsu.one by regular mail by adding “der Datenschutzbeauftragte” to our postal address or by telephone at +49 89/442340-0.