Notes on the legally compliant use of online offerings with Zoom

A.  Terms of Use

The European College of Human Ecology COHE uses the Zoom application as part of its online events (teleconferences, online meetings, videoconferences and/or web seminars).

Requirements for the use of Zoom for participants

• Participants are not required to use video and sound at events.
• If participants turn on video and sound, we ask that personal items be kept out of the camera's field of vision. Alternatively, a virtual background image can be set.
• It is not permitted to pass on access data to third parties.
• Recordings or screenshots of the presentations and the speakers are not permitted.

Requirements for the use of Zoom for organizers, lecturers or presentations

• Presenters should turn on the sound and, ideally, the video for the event or presentation.
• Personal items should be removed from the camera's field of view before the event or presentation begins. Alternatively, a virtual background image can be set
• Participants may generally only be admitted with the microphone, camera and screen sharing deactivated These functions may be activated voluntarily by the participants.
• Presenters are allowed to record their presentations Participants must be made aware of the recording at the beginning.
• To prevent unauthorized persons from joining the events, the video conference is to be configured in such a way that participants may only join with the permission of the organizer/presenter (activate waiting room).

B. Information sheet on copyright

for participants to take part in an online event

When participating in an event via Zoom, copyright law must be observed.

Works protected by copyright may only be distributed with the consent of the copyright holder. As a rule, copyrights exist for lectures and presentations. They are protected as spoken works. In addition to the spoken word, all teaching materials used are also protected by copyright.

Therefore, please note:

• Recordings, sound recordings and screenshots of online events are not permitted without the permission of the copyright holder.
• It is prohibited to publish the event, the presentation or used materials on the internet.

C.  Data protection information according to Art. 13 DSGVO

Data protection information of the European College of Human Ecology gGmbH (COHE) for online meetings, telephone conferences and web seminars via "Zoom" in accordance with Art. 13 DSGVO.

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

Purpose of processing

We use the "Zoom" tool to conduct conference calls, online meetings, video conferences and/or web seminars (hereinafter: "Online Meetings"). "Zoom" is a service provided by Zoom Video Communications, Inc. which is based in the USA.

Responsible

The responsible party for data processing directly related to the conduct of online meetings is the European College of Human Ecology gGmbH (COHE), Markgrafenstraße 53, 79312 Emmendingen, Germany.

Note: If you access the "Zoom" website, the provider of "Zoom" is responsible for data processing. However, you only need to access the website to use "Zoom" in order to download the software for using "Zoom".

You can also use "Zoom" if you enter the respective meeting ID and, if applicable, further access data for the meeting directly in the "Zoom" app.

If you do not want to or cannot use the "Zoom" app, the basic functions can also be used via a browser version, which you can also find on the "Zoom" website.

What data is processed?

Various types of data are processed when using "Zoom". The scope of the data also depends on what data you provide before or during participation in an "online meeting".

The following personal data are subject to processing: user details: first name, last name, phone (optional), email address, password (if "single sign-on" is not used), profile picture (optional), department (optional).

Meeting metadata: Topic, description (optional), attendee IP addresses, device/hardware information.

For recordings (optional): MP4 file of all video, audio and presentation recordings, M4A file of all audio recordings, text file of online meeting chat.

For dial-in with the telephone: information on the incoming and outgoing call number, country name, start and end time. If necessary, further connection data such as the IP address of the device can be stored.

Text, audio and video data: You may have the opportunity to use the chat, question or survey functions in an "online meeting". In this respect, the text entries you make are processed in order to display them in the "online meeting" and, if necessary, to log them. In order to enable the display of video and the playback of audio, the data from the microphone of your terminal device and from any video camera of the terminal device will be processed accordingly for the duration of the meeting.

You can turn off or mute the camera or microphone yourself at any time via the "Zoom" applications.

To participate in an "online meeting", you must at least provide information about your name in order to enter the "meeting room".

Scope of processing

We use "Zoom" to conduct online meetings. If we want to record online meetings, we will transparently communicate this to you in advance and - where necessary - ask for consent. The fact of recording will also be displayed to you in the "Zoom" app.

If it is necessary for the purposes of logging the results of an online meeting, we will log the chat content. However, this will usually not be the case.

In the case of web seminars, we may also process questions asked by web seminar participants for the purposes of recording and following up on web seminars.

If you are registered as a user at "Zoom", then reports of online meetings (meeting metadata, telephone dial-in data, questions and answers in web seminars, survey function in web seminars) can be stored at "Zoom" for up to one month.

The possibility of software-based "attention monitoring" ("attention tracking") in "online meeting" tools such as "Zoom" is deactivated.

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

Legal basis of data processing

For employees and representatives of the European College of Human Ecology gGmbH (COHE), § 26 BDSG is the legal basis for data processing. Should data not be required for data processing in connection with the use of "Zoom", but nevertheless be an elementary component in the use of "Zoom", the legal basis for data processing is Art. 6 para. 1 lit. f) DSGVO. In these cases, our interest is in the effective implementation of "online meetings". For other participants in "online meetings" - insofar as the meetings are conducted in the context of contractual relationships - Art. 6 (1) lit. b) DSGVO is the legal basis for data processing.

Should no contractual relationship exist, the legal basis is Art. 6 para. 1 lit. f) DSGVO. Here, too, our interest is in the effective implementation of "online meetings".

Recipients / passing on of data

Personal data processed in connection with participation in "Online Meetings" will generally not be disclosed to third parties unless it is specifically intended for disclosure. Please note that, as in the case of face-to-face meetings, the content of online meetings is often used to communicate information with customers, interested parties or third parties and is therefore intended to be passed on. Other recipients: The provider of "Zoom" necessarily receives knowledge of the above-mentioned data, insofar as this is provided for in the context of our order processing agreement with "Zoom".

Data processing outside the European Union

"Zoom" is a service provided by a provider from the USA. Processing of personal data thus also takes place in a third country. We have concluded an order processing agreement with the provider of "Zoom" that complies with the requirements of Art. 28 DSGVO. An adequate level of data protection is also guaranteed by the conclusion of the EU standard contractual clauses with Zoom Video Communications, Inc.

Data protection officer

We have appointed a data protection officer. You can reach him or her as follows: Ms. Christiane Serbser, c/o European College of Human Ecology, Markgrafenstr 53, 79312 Emmendingen, Germany, e-mail: This email address is being protected from spambots. You need JavaScript enabled to view it..

Your rights as a data subject

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

In the case of 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 a right to rectification or deletion or to restriction of processing, insofar as you are entitled to this by law. Finally, you have a right to object to processing within the scope of the law.

A right to data portability also exists within the framework of data protection law requirements.

Deletion of data

As a matter of principle, we delete personal data when there is no need for further storage. A requirement may exist in particular if the data is still needed to fulfill contractual services,

to be able to check and grant or ward off warranty and, if applicable, guarantee claims. In the case of statutory retention obligations, deletion will only be considered after expiry of the respective retention obligation.

Right of complaint to a supervisory authority

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

Changes to this data protection notice

We revise this data protection notice in the event of changes to data processing or other occasions that make this necessary. You will always find the current version on this website.

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