To hold the event, we use the conference tool “Zoom”

Data protection information for online meetings, telephone conferences and webinars via “Zoom” from
CineGraph – Hamburgisches Centrum für Filmforschung e.V.

In the following, we would like to inform you about the processing of personal data in connection with the use of “Zoom”.

Purpose of processing

We use the “Zoom” tool to conduct telephone conferences, online meetings, video conferences and/or webinars (hereinafter: “Online Meetings”). “Zoom” is a service provided by Zoom Video Communications, Inc., which is based in the USA.

Responsible Association

The controller responsible for data processing that is directly related to the conduct of “online meetings” is CineGraph – Hamburgisches Centrum für Filmforschung e.V.

Note: If you access the “Zoom” website, the provider of “Zoom” is responsible for data processing. However, a visit to 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 applicable, other access data for the meeting directly in the “Zoom” app.

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

What data is processed?

When using “Zoom”, different types of data are processed. The scope of the data also depends on the data information you provide before or when participating 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: Subject, description (optional), subscriber 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.

When dialing in by phone:information about the incoming and outgoing phone number, country name, start and end time. If necessary, further connection data such as the IP address of the device may be stored.

Text, audio and video data: You may have the option of using the chat, question or survey functions in an “online meeting”. In this respect, the text entries you make will be processed in order to display them in the “online meeting” and, if necessary, to record them. In order to enable the display of video and the playback of audio, the data from the microphone of your device and from any video camera on the end device will be processed accordingly during 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 enter the “meeting room”, you must at least provide information about your name.

Scope of processing

We use “Zoom” to conduct “online meetings”. If we want to record “online meetings”, we will inform you transparently in advance and – if necessary – ask for your consent. The fact of the recording is also displayed in the “Zoom” app.

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

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

If you are registered as a user with “Zoom”, then reports about “Online Meetings” (meeting metadata, telephone dial-in data, questions and answers in webinars, polling function in webinars) can be stored on “Zoom” for up to one month.

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

Legal basis for data processing
Insofar as personal data of employees of CineGraph – Hamburgisches Centrum für Filmforschung e.V. is processed, § 26 BDSG is the legal basis for data processing. If, in connection with the use of “Zoom”, personal data is not required for the establishment, implementation or termination of the employment relationship, but is nevertheless an elementary component of the use of “Zoom”, Art. 6 (1) (f) GDPR is the legal basis for data processing. In these cases, we are interested in the effective conduct of “online meetings”.

In addition, the legal basis for data processing when conducting “online meetings” is Art. 6 (1) (b) GDPR, insofar as the meetings are held within the framework of contractual relationships.
If there is no contractual relationship, the legal basis is Art. 6 (1) (f) GDPR. Here, too, we are interested in the effective implementation of “online meetings”.

Recipients / Disclosure of data
Personal data processed in connection with participation in “online meetings” will generally not be passed on to third parties, unless they are specifically intended for disclosure. Please note that content from “online meetings” as well as from face-to-face 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 within the framework of our order processing agreement with “Zoom”.

Data processing outside the European Union
“Zoom” is a service provided from the United States. This means that the personal data is also processed in a third country. We have concluded a data processing agreement with the provider of “Zoom” that meets the requirements of Art. 28 GDPR.
On one thing an adequate level of data protection is guaranteed by the conclusion of the so-called EU standard contractual clauses. As additional protective measures, we have also configured our Zoom so that only data centers in the EU, the EEA or safe third countries such as Canada or Japan are used to conduct “online meetings”.

Further information on data protection
You can view our privacy policy here.

You can reach us as follows:
CineGraph – Hamburgisches Centrum für Filmforschung e.V.
Schillerstr. 43, 22767 Hamburg
email: desk@cinegraph.de

You can find further information about “Zoom” data protection here.

Your rights as a data subject

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

If you request information that is not made in writing, please understand that we may require you to provide evidence that you are who you say you are.

You also have the right to correction or deletion or to restriction of processing, to the extent that you are entitled to this by law.
Finally, you have the right to object to processing within the framework of the legal requirements.

There is also a right to data portability within the framework of data protection regulations.

Deletion of data

We generally delete personal data if there is no need for further storage. A requirement may exist in particular if the data is still needed in order to fulfill contractual services, 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 the respective retention obligation has expired.

Right to lodge a complaint with a supervisory authority

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

Changes to this data protection notice
We will revise this data protection notice if there are changes to data processing or other occasions that make this necessary. You can always find the current version on this website.

As of: November 3rd, 2020