Data protection when using collaboration tools

We - matrix GmbH & Co. KG - use digital collaboration tools and video conferencing systems to hold meetings and events. Your registration data, video and audio data, shared documents and textual information when using the chat function are processed. We process the information you provide for the purpose of conducting the video conference and for the follow-up of the video conference on the basis of Article 6 Paragraph 1 Sentence 1 I lit. b GDPR. Below you will find data protection information obligations (see Art. 13/14 GDPR) for the use of the individual tools as well as information on general data protection regulations.

1. General information and mandatory information on data protection

We take the protection of your personal data very seriously. We treat your personal data confidentially and in accordance with the statutory data protection regulations and this data protection declaration. Further information on data protection and the use of our website can be found here: Privacy Policy / Imprint.

We have appointed a competent and reliable external data protection officer. The external data protection commission is carried out by UIMC Dr. Voßbein GmbH & Co KG perceived (e-mail: datenschutz.matrix@uimc.de)

If you use this website and the collaboration tools we use, various personal data will be collected. Personal data is data with which you can be personally identified.

This data protection declaration explains what data we collect and what we use it for. It also explains how and for what purpose this happens. We would like to point out that data transmission on the Internet (e.g. when communicating by e-mail) can have security gaps. A complete protection of the data against access by third parties is not possible.

Information about the responsible party (referred to as the “controller” in the GDPR)

The data processing controller on this website is:

matrix Society for consulting in business, politics and administration mbH & Co. KG
Manor House Morp
Düsseldorfer Strasse 16
40699 Erkrath near Dusseldorf

Contact:
Phone: 0211 75707-910
Fax: 0211 987300
Email: info@matrix-gmbh.de
Website: www.matrix-gruppe.de

The responsible body is the natural or legal person who alone or jointly with others decides on the purposes and means of processing personal data (e.g. names, e-mail addresses, etc.).

2. Data protection regulations for the use of the Zoom conferencing tool

To the PDF

We – the matrix GmbH & Co. KG, info@matrix-gmbh.de – set the video conferencing system Zoom a. Your registration data, video and audio data, shared documents and textual information when using the chat function are processed. We process the information you provide for the purpose of conducting the video conference and for the follow-up of the video conference on the basis of Article 6 Paragraph 1 Sentence 1 I lit. b GDPR.

Log data is also collected. The logs contain the following information:

The IP address
Date, time and duration of access
Browser, operating system, installed plug-ins and screen resolution

The data mentioned will only be processed by us on the basis of our legitimate interest in accordance with Article 6 (1) sentence 1 lit. f GDPR for the following purposes:

Ensuring a smooth connection setup with the conference system,
ensuring comfortable use of the conference system,
Evaluation of system security and stability as well as for other administrative purposes.

We reserve the right to subsequently check this data if we become aware of specific indications of illegal use. The data will be deleted when they are no longer required to achieve the purpose.

transfer
Your personal data will be passed on to the provider of the video conference system Zoom, which operates the video conference system. The provider of the video conference system is located partly outside the EU/EEA. The conclusion of EU standard contractual clauses ensures an appropriate level of data protection
secured. The regulations are available here: https://zoom.us/de-de/privacy.

Storage and deletion of data
Your data will be kept for as long as is necessary for the above purposes and to comply with statutory retention periods. If the data processing is based on your consent and you object to the data processing, the data will be deleted - unless there are other legal storage requirements to the contrary.

Provision obligation
You are not legally obliged to provide the aforementioned data. If you do not provide any of this data, you will not be able to participate in the Zoom meetings. However, you can also participate in the Zoom meetings without using the video and audio function, writing something in the chat or sharing files. In this case, the log data is still processed in order to fulfill the aforementioned purposes and to be able to hold the meeting.

Your rights
We inform you that according to article 15 ff. DSGVO you have the following rights of the data subject under the conditions defined there: Right to information about the personal data concerned as well as to rectification or deletion or to restriction of processing or right of objection to the processing and right to data portability. You also have the right to complain to a data protection supervisory authority under Article 77 DSGVO. If the processing is based on Article 6 paragraph 1 letter a DSGVO or article 9 paragraph 2 letter a DSGVO (Consent), you also have the right to revoke the consent at any time, without affecting the legality of the processing on the basis of the consent to revocation ,

Data protection officer
The data protection officer responsible for matrix GmbH & Co. KG is Dr. Jörn Voßbein (UIMC; consultants@uimc.de).

2.1 Information obligation & declaration of consent for recordings

If a recording is planned for the event or meeting (e.g. to make it available to all participants afterwards), we will inform you in advance and you according to Art. 6 Para. 1 S. 1 lit. a DSGVO ask for permission to publish the conference recording.

The right of the individual to determine the disclosure and use of his or her personal data is constitutionally protected. We can only publish your personal data or a photo of you if you consent.

3. Data protection regulations for the use of the Microsoft Teams collaboration platform

To the PDF

We – the matrix GmbH & Co. KG, info@matrix-gmbh.de – use the digital collaboration tool/video conferencing system teams a. Your registration data, video and audio data, shared documents and textual information when using the chat function are processed. We process the information you provide for the purpose of conducting the video conference and for the follow-up of the video conference on the basis of Article 6 Paragraph 1 Sentence 1 I lit. b GDPR.

Log data is also collected. The logs contain the following information:

The IP address
Date, time and duration of access
Browser, operating system, installed plug-ins and screen resolution

The data mentioned will only be processed by us on the basis of our legitimate interest in accordance with Article 6 (1) sentence 1 lit. f GDPR for the following purposes:

Ensuring a smooth connection setup with the conference system,
ensuring comfortable use of the conference system,
Evaluation of system security and stability as well
for further administrative purposes.

We reserve the right to subsequently check this data if we become aware of specific indications of illegal use. The data will be deleted when they are no longer required to achieve the purpose.

transfer
Your personal data will be passed on to the provider of the video conference system, Teams, which operates the video conference system. The provider of the video conference system is located partly outside the EU/EEA. The conclusion of EU standard contractual clauses ensures an appropriate level of data protection. The regulations are available here: https://docs.microsoft.com/de-de/MicrosoftTeams/teams-privacy.

Data protection officer
The data protection officer responsible for matrix GmbH & Co. KG is Dr. Jörn Voßbein (UIMC; consultants@uimc.de).

3.1 Obligation to provide information and declaration of consent when recording

The right of the individual to determine the disclosure and use of his or her personal data is constitutionally protected. We can only publish your personal data or a photo of you if you consent.

4. Data protection regulations for the use of the collaboration tool MURAL

To the PDF

We – the matrix GmbH & Co. KG, info@matrix-gmbh.de – set the digital workspace for visual collaboration MURAL a. Your registration data, textual information as well as shared documents, image, video and audio data are processed. We process the information you provide for the purpose of carrying out the visual collaboration and for follow-up work on the basis of Article 6 Paragraph 1 Sentence 1 I lit. b GDPR.

Log data is also collected. The logs contain the following information:

The IP address
Date, time and duration of access
Browser, operating system, installed plug-ins and screen resolution

The data mentioned will only be processed by us on the basis of our legitimate interest in accordance with Article 6 (1) sentence 1 lit. f GDPR for the following purposes:

Ensuring a smooth connection setup with the digital system,
ensuring comfortable use,
Evaluation of system security and stability as well
for further administrative purposes.

We reserve the right to subsequently check this data if we become aware of specific indications of illegal use. The data will be deleted when they are no longer required to achieve the purpose.

transfer
Your personal data will be passed on to the provider MURAL, which operates the digital collaboration tool MURAL. The provider of the collaboration system is located partly outside the EU/EEA. The conclusion of EU standard contractual clauses ensures an appropriate level of data protection. The regulations are available here: https://www.mural.com/terms/privacypolicy.

Storage and deletion of data
Your data will be kept for as long as is necessary for the above purposes and to comply with statutory retention periods. If the data processing is based on your consent and you object to the data processing, the data will be deleted - unless there are other legal storage requirements to the contrary.

Data protection officer
The data protection officer responsible for matrix GmbH & Co. KG is Dr. Jörn Voßbein (UIMC; consultants@uimc.de).