Privacy Notice for the Use of Microsoft Forms

(Information pursuant to Articles 13 and 14 GDPR) 

1. Controller

CTC gGmbH – Center for the Transformation of Chemistry
Richard-Wagner-Str. 7a
04509 Delitzsch, Germany 

2. Data Protection Officer

CTC gGmbH – Center for the Transformation of Chemistry
Richard-Wagner-Str. 7a
04509 Delitzsch, Germany
Data Protection Officer: Richard Donecker
Email: datenschutz@ctc-germany.org 

3. Purpose of Processing

CTC uses Microsoft Forms for conducting online surveys, questionnaires, polls, feedback processes, registrations and structured data collection. Microsoft Forms is used in particular in the context of: 

  • scientific and research-related surveys 
  • conferences, events and training formats 
  • projects, project support and evaluations 
  • application, selection and market exploration procedures 
  • internal and external feedback and coordination processes 

Data processing serves the planning, conduct, evaluation, documentation and follow-up of the respective measure. 

4. Categories of Data Processed

When using Microsoft Forms, the following personal data may be processed depending on the specific design of the form: 

  • Identification and master data (e.g. name, first name, organisation, role) 
  • Contact data (e.g. email address) 
  • Response and content data (e.g. free-text responses, abstracts, evaluations) 
  • Metadata (date and time of participation, form ID) 
  • Technical usage data (IP address, device and browser information) 

 Participation may be anonymous or pseudonymous if this is provided for in the respective form. 

 5. Legal Bases for Processing

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

  • Article 6(1)(b) GDPR, where the survey or data collection is conducted in the context of existing or pre-contractual relationships. 
  • Article 6(1)(f) GDPR, where processing is necessary for surveys, scientific studies, conference organisation, evaluations or market exploration. 
  • Article 6(1)(a) GDPR (consent) only where no other legal basis applies or where special voluntary surveys are conducted. 

 6. Recipients / Processor

Microsoft Ireland Operations Limited
One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland
Microsoft processes personal data exclusively on behalf of CTC based on a data processing agreement pursuant to Article 28 GDPR.
Data is not disclosed to third parties unless content is intended for disclosure. 

 7. 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. CTC has concluded EU Standard Contractual Clauses with Microsoft. 

8. Anonymity and Purpose Limitation

Where surveys are conducted anonymously or pseudonymously, attribution of responses to individual people is not intended. Personal data are processed exclusively for the purpose stated in the respective form. 

9. Storage Period

Personal data are deleted as soon as it is no longer required for the respective purpose.
Response and content data: deleted after evaluation and completion of the measure
Contact data: deleted after completion of the respective communication or event
Technical metadata: deleted in accordance with internal retention periods
Statutory retention obligations remain unaffected. 

10. 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. 

11. Information on Consent

By participating in a survey, you confirm that you have taken note of these privacy notices. Where consent is required for individual surveys, such consent will be obtained explicitly. 

12. Further Information

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

If you have any further questions, please contact us at: ctc.conference@ctc-germany.org