Contact Data of Controller

CTC gGmbH – Center for the Transformation of Chemistry (CTC)
Richard-Wagner-Straße 7a
04509 Delitzsch, Germany

Data Protection Officer

The Data Protection Officer at CTC gGmbH can be contacted as follows:

Data Protection Officer: Richard Donecker
Richard-Wagner-Straße 7a
04509 Delitzsch, Germany
E-Mail: datenschutz@ctc-germany.org

Purpose of Processing

CTC uses Microsoft Teams as a communication platform for conducting online meetings, telephone conferences, video conferences, webinars, teaching and research formats as well as administrative meetings.
Data processing serves the organization and conduct of these digital formats as well as internal and external communication.

Categories of Data Processed

When using Microsoft Teams, the following personal data may be processed depending on the specific use:

  • User data: name, display name, email address, profile picture (optional), preferred language
  • Meeting metadata: date, time, meeting ID, location, telephone numbers, IP address
  • Communication and content data: chat messages, voice messages, shared files, screen sharing, jointly edited documents (e.g. Word, Excel, PowerPoint, OneNote)
  • Audio/video data: data from microphone and camera during the meeting
  • Technical usage data: device information, connection data, diagnostic and telemetry data

Legal Bases for Processing

Processing of personal data in the context of Microsoft Teams is based on the following legal bases:

  • Article 6(1) b GDPR, where online meetings are conducted in the context of existing or pre-contractual relationships (e.g. application, project or cooperation meetings).
  • Article 6(1) f GDPR, where processing is necessary for the conduct of internal or external online meetings and there is a legitimate interest in efficient digital communication.
  • Article 6(1) a GDPR (consent) applies exclusively where online meetings are recorded or special voluntary formats are conducted for which no other legal basis applies.

Recipients and Processor

Microsoft Ireland Operations Limited
One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Irland

Microsoft processes personal data exclusively on behalf of CTC on the basis of a data processing agreement pursuant to Article 28 GDPR.
Data are not disclosed to third parties unless content is intended for disclosure (e.g. in external meetings).

Transfers to Third Countries

Data processing generally takes place on servers within the European Union. However, it cannot be excluded that technical data transmissions may occur via servers outside the EU or that Microsoft may be obliged under the CLOUD Act to disclose data to US authorities. CTC has concluded EU Standard Contractual Clauses with Microsoft to ensure an adequate level of data protection.

Recording and Documentation

Online meetings are generally not recorded. Recordings take place only in exceptional cases and exclusively after prior information of participants and their explicit consent pursuant to Article 6(1) a GDPR. Chat content or shared files are stored only where necessary for documentation of results or follow-up.

Meeting minutes or summaries may be prepared which may contain personal data (e.g. names, roles, contributions or task allocations). These records serve solely documentation and follow-up purposes and to ensure traceability and transparency for participants. Records are deleted upon completion of the respective project or at the latest after expiry of internal retention periods.

Storage Period

Personal data are deleted as soon as they are no longer required for the respective purpose.

  • User data: deleted upon termination of the user account
  • Meeting metadata: deleted once the purpose ceases or in accordance with internal retention periods
  • Content data: stored only insofar as required for conduct, documentation or follow-up; no permanent storage beyond communication, cloud recordings deleted within 7 days

Statutory retention obligations remain unaffected.

Rights of Data Subjects

You have the following rights under the GDPR:

  • Right of access (Article 15 GDPR)
  • Right to rectification (Article 16 GDPR)
  • Right to erasure (Article 17 GDPR)
  • Right to restriction of processing (Article 18 GDPR)
  • Right to data portability (Article 20 GDPR)
  • Right to object (Article 21 GDPR)
  • Right to withdraw consent (Article 7(3) GDPR)
  • Right to lodge a complaint with a supervisory authority (Article 77 GDPR), e.g. the Saxon Data Protection Commissioner.

Information on Consent

By participating in an online meeting, you confirm that you have taken note of these privacy notices. Where consent is required for specific processing activities (e.g. recordings), such consent will be obtained separately.

Further Informationen

Microsoft’s privacy statement is available at: https://privacy.microsoft.com/en-us/privacystatement