Privacy policy for the use of Microsoft Teams

  1. introduction

This privacy policy informs you about the processing of personal data when using Microsoft Teams, in particular in connection with the recording of meetings and the use of the transcription function.

  1. responsible person

Responsible for data processing within the meaning of the General Data Protection Regulation (GDPR) is

ALFRED E. TIEFENBACHER (GmbH & Co. KG) TIEFENBACHER
API + Ingredients
GmbH & Co KG		 axunio Pharma GmbH

Van-der-Smissen-Strasse 1
22767 Hamburg
Christian Peter (Data Protection Officer)

 
  1. purpose of data processing

Personal data is processed for the following purposes:

  • Conducting and managing online meetings
  • Recording of meetings for documentation and later reference
  • Creation of transcripts to improve the accessibility and traceability of meetings
  1. type of data processed

When using Microsoft Teams, the following personal data is processed:

  • Name and contact details of the participants
  • Meeting metadata (e.g. date, time, duration)
  • Communication content (video, audio, chat)
  • Transcripts of the meetings
  1. legal basis for data processing

The transcription function is used on the basis of express consent in accordance with Art. 6 para. 1 lit. a GDPR.

  1. recording and transcription of meetings

Meetings can be recorded and transcripts created. Participants will be informed before the recording begins and must consent to this. The recordings and transcripts will be used exclusively for the above-mentioned purposes.

  1. use of the transcription function

The Microsoft Teams transcription function converts spoken content into text in real time using artificial intelligence. Among other things, the following data is processed:

  • Names of the participants
  • Speech/audio
  • Chat content
  • Meeting metadata (e.g. date, time, duration)

The transcripts are stored by the organizer on internal IT systems. Microsoft processes this data without human involvement and deletes the models used immediately after the meeting. Microsoft does not store or use the data to improve its AI.

  1. disclosure of data

Personal data will not be passed on to third parties unless this is necessary to fulfill the above-mentioned purposes or is required by law.

  1. storage period

Personal data will only be stored for as long as is necessary to fulfill the above-mentioned purposes or for as long as there are statutory retention obligations. Data from the transcription will be deleted after the purpose has been achieved, but at the latest after the statutory retention periods have expired.

  1. rights of data subjects

You have the right to information, correction, deletion, restriction of processing as well as the right to data portability and objection. To exercise these rights, you can contact the controller named above.

Furthermore, you can revoke your consent to the use of the transcription function at any time with effect for the future. The data collected until the revocation remains unaffected.

  1. data protection information from Microsoft

Further information on data processing by Microsoft Teams can be found at:

https://support.microsoft.com/en-us/office/view-live-transcription-in-microsoft-teams-meetings