Data Protection Information on the use of Microsoft 365 for Third Parties

We use Microsoft 365 to handle our standard office communication and to hold telephone conferences, online meetings and/or video conferences. If we record online meetings, we will inform you of this before they start and – if necessary – ask you for your consent. If you do not want to be recorded, you are free to leave the online meeting.

The responsible unit for the GK Software Group

GK Software SE

Waldstrasse 7
08261 Schöneck
Germany

Tel.: +49 (0)3 74 64 84 - 0
Fax: +49 (0)3 74 64 84 - 15
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Chairman of the Supervisory Board: Nicholas Fraser
Management Board: Michael Scheibner (CEO), Michael Jaszczyk (CDXO)

Commercial Register Chemnitz HRB 31501
VAT ID: DE 141 093 347

ITC - Data Protection Team

If you have a data protection-related inquiry (contracts/inquiries about data protection, etc.), please send an email to This email address is being protected from spambots. You need JavaScript enabled to view it.

Our team will take care of your request as soon as possible.

Please note: If you want to specifically contact the data protection officer (DPO), please send a message to This email address is being protected from spambots. You need JavaScript enabled to view it..

What data is processed when using Teams?

As a cloud-based service, Microsoft Teams processes different types of personal data as part of providing the service. Personal data includes:

• User data: (country, company, department, description, display name, group memberships, first name, last name, phone number, mobile number, login name, manager, email address): this data is the minimum data set required to run the application and use its associated services
• Log data/metadata: (User data, time of login, device, IP, time, geolocation of the IP): this data is used for the early detection and tracking of security incidents
• Audio and video data: If you are involved in making verbal contributions and/or use the video function to enable a visual transmission of your image, this personal content data will naturally be processed for the purposes of communication within the online meeting. It is up to you to decide whether you use this function. The aforementioned data processing can only take place if you yourself activate the microphone or the camera on your end device. However, please bear in mind that you may then lose the opportunity of anonymous or pseudo-anonymous usage.
• Recordings: In the case of recordings, you agree to use the Service by activating your microphone and/or camera.
• Chat data: (User data, chat content, e.g. files): this data is collected based on email storage in order to make content available to the user
• Chat data from meetings: for GK users, the chat data from meetings is also collected based on email storage in order to make the content available to the user; chat content from external parties who participate in GK meetings via guest access is also stored at GK
• If an external user participates in GK meetings with an account from another Microsoft 365 organization, the chat data is stored not only at GK, but also in the tenant of the other Microsoft 365 organizational unit in order to make the content available to the user
• Call quality data: Meeting and call details are available to your system administrators. This allows your administrators to diagnose issues related to poor call quality and service usage.

Purposes

GK Software Group uses Microsoft Teams to simplify and improve collaboration between colleagues, applicants, customers, interested parties and in projects. If a personal conversation is not possible, the application enables secure organization and communication between participants and improved cross-location collaboration in (customer) projects.

Legal Basis

The legal basis for the processing of personal data of third parties (participants in team meetings who are not employees of GK, employees of business partners, contact persons of authorities and other external parties) and their data that is processed in connection with the application is Article 6, Paragraph 1b and 1f, GDPR.     
GK's legitimate interest is maintaining and optimizing commercial communication through new communication media.

Duration of Data Processing

We store the personal data collected until the purpose for which it was collected no longer applies. This results in the following retention periods:

• User data: 90 days after the employee leaves the company or 30 days after guest access is withdrawn
• Status display: the status display is not saved
• Log data/metadata: 90 days after login
• Audio and video data: no storage (neither in audio nor video format, except for previously announced, voluntary recordings)
• Chat data: 90 days after using the chat function
• Chat data from meetings: Chat data in meetings is subject to automated deletion after 90 days or can be deleted manually by the message owner.
• Recordings: max. 3 years

Recipient of Your Data

Recipients of the personal data are employees at GK Group IT Solutions GmbH as well as external third parties who take part in meetings. To provide the IT application, we use the external service provider Microsoft, with whom we have concluded a contractual agreement regarding the service. For further details, see: https://learn.microsoft.com/de-de/microsoftteams/teams-privacy

Protection of Your Personal Data

We take extensive technical and organizational measures to protect your personal data. Among other things, your communication and stored files are encrypted. An evaluation of personal data regarding your use of Teams does not take place.

Your Rights as a "Data Subject"

The right to object

If your personal data is processed on the basis of legitimate interests in accordance with Article 6, Paragraph 1, Item 1f, GDPR, you have the right to object to the processing of your personal data in accordance with Article 21 GDPR, provided that there are grounds for doing so that arise from your particular situation or the objection is directed against direct advertising. In the latter case, you have a general right to object, which will be implemented by us without the need to specify a particular situation.

If you wish to exercise your right of revocation or to object, send an email to This email address is being protected from spambots. You need JavaScript enabled to view it. or write to GK Software SE, Waldstrasse 7, 08261 Schöneck/Vogtland.

The right of access, rectification, erasure and restriction of processing

The data subject has the right of access to the personal data concerned and the right to rectification, erasure or restriction of processing. Furthermore, they have the right to object to the processing. We would like to point out that we will delete your data if its storage is inadmissible (especially if the data is incorrect and a correction is not possible). Deletion will be replaced by blocking if there are legal or factual obstacles to this (for example, special retention obligations due to commercial and tax law requirements).

The right to data portability

The data subject has the right to data portability.

The right to complain to a supervisory authority

You have the right to complain to a supervisory authority. 

Provision of personal data

There is no legal obligation for you to provide personal data

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Automated decision-making including profiling

We do not use any profiling measures on our website.