Data privacy notice for SwissSign AG webinars on "Zoom" or "Teams"

We wish to inform you below about the processing of personal data in connection with the use of "Zoom" and "Teams".

"Zoom" is a service provided by Zoom Video Communications, Inc., 55 Almaden Blvd, Suite 600, San Jose, CA 95113 with representation in the EU (Lionheart Squared Ltd, Upper Pembroke Street 28-32, Dublin DO2 EK84, Republic of Ireland).

"Teams" is a service provided by the Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA.

Purpose of data processing

We use the tools "Zoom" and "Teams" to hold teleconferences, online meetings, video conferences and/or webinars (hereinafter: "webinars"). By registering for a webinar, you consent to SwissSign AG processing your data for the purpose of contacting you and/or for advertising purposes.

Data controller

The data controller for data processing directly related to "webinars" is SwissSign AG.

Note: If you access the "Zoom" or "Teams" webpage, the provider of  "Zoom" or "Teams" is the data controller.

Please consult Zoom Privacy Statement and Teams Privacy Statement.

What data is processed?

Various types of data are processed during the use of "Zoom" or "Teams". The scope of the data also depends on what information you provide before or during participation in a "webinar".

The following personal data is processed:

• User data: First name, surname, telephone number (optional), email address, password (if "single sign-on" is not used), profile picture (optional), department (optional).

• Meeting metadata: Subject, description (optional), participant 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.

• If calling in by telephone: Information about incoming and outgoing call number, country, start and end time. Additional connection data such as the device IP address may also be stored.

• Text, audio and video data: You may have the opportunity to use the chat, question or survey functions in a "webinar". The text you enter may be processed in order to display it in the "webinar" and may potentially be recorded. To enable display of video and playback of audio, the microphone and (if applicable) video camera data of the end device are processed throughout the meeting. You can turn off the camera or mute the microphone yourself at any time on the "Zoom" or "Teams" application.

To participate in a "webinar", i.e., enter the "meeting room", you must provide at least a name.

Scope of processing

We use "Zoom" and "Teams" to hold "webinars". If we wish to record "webinars", we will make this transparent in advance and ask for your consent if needed. "Zoom" or "Teams" will also display a notice that the meeting is being recorded.

We will log the chat contents if necessary for taking the minutes of an online meeting. However, this is rarely the case.

We may also process questions asked by webinar participants for purposes of webinar recording and post-processing.

If you are registered with "Zoom" as a user, reports about "webinars" (meeting metadata, information about incoming calls, questions and answers in webinars, survey functions in webinars) may be stored by "Zoom" for up to one month.

No automated decision-making process is used.

Legal basis of data processing

Personal data is processed solely within the limits set down by statutory regulations, in particular the Swiss Federal Act on Data Protection (FADP) and, where applicable, the European General Data Protection Regulation (GDPR).

Recipients/transmission of data

Personal data processed in connection with participation in "webinars" is not transmitted to any third parties unless the data has been collected specifically for purposes of such transmission. Please note that content of "webinars" as well as of personal meetings is often used to communicate with customers, interested parties or third parties and is therefore intended specifically for transmission.
Additional recipients: The provider of "Zoom" or "Teams" necessarily receives the above data as far as this is necessary to conduct "webinars" (Zoom Privacy Statement and Teams Privacy Statement).

Data protection officer

We have appointed a data protection officer.

You can contact the data protection officer here: Swiss Infosec AG, Reto Zbinden, Centralstrasse 8A, 6210 Sursee, email: [email protected]

Your rights as a data subject

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

If your request for information is not made in writing, please understand that we may require proof that you are the person you are claiming to be.

You also have the right to rectification or erasure or to restriction of the processing if entitled to such under law. Finally, you have a right to object to processing within the limits set by statutory regulations.

Erasure of data

We delete personal data if there is no need to continue storing it. A need may exist if the data is still required to render contractual performances or to review, grant or refuse warranty or guarantee claims. If a statutory retention period applies, the data may only be erased after this period ends.

Right to complain to a supervisory authority

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

Changes to this data privacy notice

We amend this data privacy notice if there are changes in how we process data or for other reasons that make such amendment necessary. You can always find the most recent version on this webpage.

SwissSign AG

Glattbrugg, 14 February 2022