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Institute of Professional Representatives before the European Patent Office

Privacy Policy - Webex

In the following we would like to inform you about the processing of your personal data when using Webex Events and Trainings.

1. Description of data processing, purposes and types of data

In order to carry out a Webex event, we process your personal data for the purpose of registration, for the provision of course material and for the use of questions and answers via chat within a meeting. In order to conduct a Webex training, we process your personal data for the purpose of conducting partial sessions within a Webex training and conducting tests of the participants present.

Following data will be collected and processed: name, username, e-mail or telephone number, password (if no single sign-on is used), if applicable, your Webex account name.

The tool also collects user data required for the provision of technical and operational support and improvements to the services provided. This includes in particular technical data about your devices, your network and your Internet connection, such as IP address, MAC address, other device IDs (UDID), device type, operating system type and version, client version, camera type, microphone or loudspeaker, type of connection.

2. Required data and functions

In order to conduct a Webex event or training, we process your personal data for the purpose of inviting and participating in a meeting, transmitting your video image to other participants in the meeting if you have enabled this, communicating with participants via chat, participants collaborating on a whiteboard, sharing screen content if you have enabled this and communicating within the meeting with other participants.

Text, audio and video data will be collected and processed for the purpose of carrying out the event or training. When the recording is made, the participants of the online meeting will be informed by the system both via video and audio. Public chats and messages sent directly to the hosts will be logged for the same purpose as mentioned above. Private chat content between individual participants is not logged.

If you switch on your camera or microphone, the data from your terminal device's microphone and any video camera on the terminal device will be processed for the duration of the meeting. When you join the online meeting, your camera and microphone are turned off by default. Switching on the video camera is voluntary and therefore requires your implied consent. If you do not wish to record images, you can leave the camera switched off during the session.

When you use the survey function, we process your personal data for the purpose of conducting a survey. Surveys are generally anonymous and voluntary, so that the host/moderator only receives the results.

For further information on the processing of your data when using Webex, please visit: Webex Privacy Statement.

We have no influence on the data processing of any photos that might be taken by the participants during the meeting. However, we would ask all participants not to publish these photos on social media channels or similar without the consent of those concerned.

3. Voluntary information and functions

Please note that any information that you or others upload, post, or create during the online meeting will be processed at least for the duration of the meeting. This includes, but is not limited to, chat/instant messages, files, whiteboards and other information shared while using Teams.

If, when using the tool, you also voluntarily provide personal information or voluntarily use functions that are not absolutely necessary, the associated data processing is carried out on the basis of your revocable consent. You can revoke your consent at any time with effect for the future. Please note that processing that took place before the revocation is not affected.

4. Legal basis for data processing

Depending on the different type of the Webex meeting you participate in your data could be processed based on given consent. Your data could be further also processed based on concluded contract, insofar as your participation in the online meeting is necessary for the performance of a contract concluded with you. The same applies if the implementation of the online meeting is necessary for the implementation of pre-contractual measures that take place at your request.

If the processing of data in connection with the use of Webex is not necessary for the purposes mentioned above, it is carried out on the basis of a legitimate interest. The legitimate interest here results from the interest in being able to establish communication between the participants within a meeting and to invite participants, as well arises from the interest in being able to conduct tests within the scope of trainings and events and to be able to evaluate them by the host. In addition, we have a legitimate interest in being able to offer participants partial sessions in meetings without having to start a new meeting in order to be able to exchange information in working groups, for example.

5. Transfer of your data

In principle, data is only passed on within a meeting to the participants present at the meeting, e.g. audio signal, video, if released by you, public chat, shared screen content. In the case of surveys, the host/moderator receives the results in anonymous form. For tests, the host/moderator receives your results and answers. For recordings, the host receives the recording and can share it with meeting participants.

In addition, we transfer your personal data to the service provider Cisco Webex (address) as part of Webex. The service provider has been carefully selected by us and is contractually bound.

You are not obliged to provide us with your personal data. Without this data, we will generally not be able to offer you the functions of Webex Trainings and Events. As a matter of principle we do not transfer your data to third parties. We will only pass on your data to third parties if the data is intended to be passed on, if you have expressly consented to the transfer in advance or if we are obliged or entitled to do so by law.

The personal data is disclosed, on a need-to-know basis, to the following recipients:

  • epi staff;
  • epi’s third-party providers for service maintenance and support services;
  • WebEx also processes data outside the EU/EEA. An adequate level of data protection is achieved through the use of EU standard contractual clauses. However, it cannot be ruled out that WebEx is obliged to disclose certain data within the USA due to legal obligations.

6. Deletion of your data

As a matter of principle, we process your data only as long as they are required for the purposes for which they were collected. After that, your data will be deleted, unless the processing or storage of your data is necessary for the assertion, exercise or defense of legal claims. In the case of statutory retention obligations, deletion will only be considered after the expiry of the respective retention obligation.

Communication data within a meeting e.g. audio signal, video signal, chat shared screen contents etc. are only stored locally in your working memory during the meeting. Your usage data e.g. meeting start and meeting end are stored longer due to licensing and billing reasons. Recording data is stored locally by the host or is available to the host within the cloud for 30 days. This data will only be stored for as long as is necessary to achieve the purpose or if you have withdrawn your consent. The legitimate interest here results from the interest in promoting communication within meetings through surveys on individual topics.

Surveys are stored and kept locally at the host in anonymised form.

7. Rights as a data subject

You have the right to obtain information from the data controller about the personal data concerning you and to have incorrect data corrected or deleted, for example if the data is no longer needed for the purposes for which it was collected. You also have the right to limit processing. In cases where we process your personal data, you also have the right to object at any time for reasons arising from your particular situation. We will then no longer process the personal data unless there are demonstrably compelling reasons for processing, which are worthy of protection and which outweigh your interests, rights and freedoms, or unless the processing serves to assert, exercise or defend legal claims.

epi, Bayerstrasse 83, 80335 Munich, Germany,
is responsible for data collection and processing.

You can assert your data protection rights here: Petra Zimmermann, epi Secretariat,
Bayerstrasse 83, 80335 Munich, Germany, Tel: +49 89 242052-0, Fax: +49 89 242052-220, info@patentepi.org.

Our data protection officer will be pleased to answer any queries and address any concerns you may have on all matters relating to data protection: datenschutz süd GmbH, E-Mail: office@datenschutz-sued.de, Phone: +49 931 30 49 76 0.