Data Protection Information for Online Meetings, Telephone Conferences and Webinars via “Zoom” of Goethe-Institut e.V.:

(Status: October 2021)

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

Processing Purpose

We use "Zoom" to hold telephone conferences, online meetings, video conferences and/or webinars (hereinafter: "online meetings"). "Zoom" is a service of Zoom Video Communications, Inc. which is based in the USA.

Responsible authority

The responsible authority for data processing within "online meetings" is Goethe-Institut e.V., Oskar-von-Miller-Ring, 18, 80333 Munich (hereinafter "we").

Please note: If you call up the website "Zoom", the provider of "Zoom" is responsible for data processing. However, calling up the website is only necessary for the use of "Zoom" in order to download the software for the use of "Zoom".

You can also use "Zoom" if you enter the respective meeting ID and, if necessary, other 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.

If participating via smartphone, the "Zoom" app must be installed in advance.

Which data is processed?

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

The following personal data are processed:

Information about the user:
For organizers of the online meetings applies:
The user name, if applicable the profile picture and the email address are processed

For participants of the online meetings applies:
user name and e-mail. The user name must remain unchanged during the online meeting. We don´t verify or store this information.

Meeting metadata: Subject, description (optional), user ip address, device-/hardware information, Place and duration of use

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

When dialing in by phone: Information on the incoming and outgoing phone number, name of the country, start and end time of the call. If necessary, additional connection data such as the IP address of the device can be stored.

Text, audio and video data: You may be able to use the chat, question or survey functions in an online meeting. To this extent, the text entries you make are processed in order to display and, if necessary, log them in the online meeting. 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 are processed for the duration of the meeting. You can turn off or mute the camera or microphone yourself at any time using the "Zoom" applications.

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

Processing Scope

We use "zoom" to hold "online meetings". If we want to record "online meetings", we will inform you transparently in advance and - if necessary - ask for your consent. In case of running a recording, it will also be displayed in the "Zoom" app.

If the recording of online meeting results is necessary, we will log the chat content. However, this will usually not be the case.

In the case of webinars, we may also process questions asked by webinar participants for the purpose of recording and following up the webinar.

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

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

Streaming: We may make use of the option to stream the "online meetings" on external platforms, e.g. on Facebook or YouTube. In this case, we will ask for your consent in advance.

Publication of the recordings: the recorded videos can be published on the Goethe.de website or via the YouTube channel of the Goethe-Institut, we will also inform you about this before publication and ask for your consent.

Legal basis for data processing

In case of personal data of employees of the Goethe Institute are being processed, § 26 BDSG is the legal basis for the data processing. If, in connection with the use of "Zoom", personal data is not required for the establishment, implementation or termination of the employment, but is nevertheless an elementary component of the use of "Zoom", the legal basis for data processing is Art. 6 (1) f) DSGVO. In these cases, our interest is in the effective implementation of "online meetings".

For the rest, the legal basis for data processing when conducting "online meetings" is Art. 6 (1) lit. b) DSGVO, insofar as the meetings are conducted in the context of contractual relationships.

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".

Recipient / passing on of data

Personal data processed in "online meetings" are generally not passed on to third parties, unless they are specifically intended to be passed on.
Other recipients: The provider of "Zoom" necessarily obtains knowledge of the above-mentioned data, insofar as this is provided for in our contract processing agreement with "Zoom".

Data processing outside the European Union

"Zoom" is a service provider from the USA. Processing of personal data therefore also takes place in a third country. We have concluded an order processing agreement with "Zoom" which meets the requirements of Art. 28 DSGVO.

An adequate level of data protection is guaranteed by the conclusion of the EU standard contract clauses. You can request a copy of these clauses from us by sending an e-mail to datenschutz@goethe.de. As additional safeguards, we have also configured our Zoom to use only data centers in the EU, EEA, or secure third party countries such as Canada or Japan to conduct "online meetings".

For participants from third countries, the data transfer is based on Art. 49 (1) p. 1 b) DSGVO.

Contact to Data protection officer

We have appointed a data protection officer.

You can reach her as follows:

Data protection officer
Goethe-Institut e.V.
Oskar-von-Miller-Ring 18
80333 Munich
datenschutz@goethe.de

Your rights as a data subject

You have the right of access to personal data concerning you. You can contact us for information at any time.
In case of a request for information not made in writing, we ask for your understanding that we may require you to provide evidence that proves that you are the person you claim to be.

Furthermore, you have the right to correction or deletion or to restriction of processing, as far as you are legally entitled to do so.

Finally, you have the right to object to the processing within the scope of the statutory provisions.
You also have a right to data transferability within the framework of the data protection regulations.

Deletion of data

We delete personal data when there is no need for further storage. A requirement can exist in particular if the data is still needed to fulfil contractual services, to check and grant or ward off warranty and, if applicable, guarantee claims. In case of statutory storage obligations, deletion shall only be considered after the expiry of the respective storage obligation.

Right of appeal to a supervisory authority

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

Amendment of this data protection notice

We revise this privacy policy in the event of changes in data processing or other necessary. You will always find the current version on this website.

You can find more information about data protection here.