This privacy information refers to the processing of personal data in the context of the provision and use of video conferencing systems as a collaboration and communication solution. Since 1 December 2021, meeting and webinar solutions provided by external video conferencing providers are so-called telecommunications services within the meaning of the Telekommunikation-Telemedien-Datenschutz-Gesetz (Telecommunications Telemedia Data Protection Act - TTDSG) and are therefore subject to telecommunications secrecy pursuant to § 3 TTDSG.

Note: If you join using the “Zoom” website or the website of another provider we use, the provider is responsible for the data processing. Accessing the website is necessary for the use of the respective tool, or in order to download the software for the use of the respective tool application, if applicable. However, the respective tool can also be used without the application by clicking on the respective invitation and, if necessary, entering further access data for the respective online lesson directly in the browser version of the tool. The basic functions of the respective tool can be used via the browser version, which can be found on the website of the respective tool.

The controller, i.e. the organisation responsible for data processing as defined in data protection legislation, especially the General Data Protection Regulation (GDPR), is the:

University of Music Würzburg

Hofstallstr. 6–8
97070 Würzburg

Telephone: +49 (0)931–32187-0
Telefax: +49 (0)931–32187-2800

The University of Music Würzburg is an organisation under public law and a state institution (article 4 (1) of the Bavarian Higher Education Innovation Act (BayHIG)). It is represented by the president, Prof. Dr. Christoph Wünsch.

You can contact our official Data Protection Officer at:

Data Protection Officer of the University of Music Würzburg

Daniel Bachmeier
Hofstallstr. 6–8
97070 Würzburg

E-mail: datenschutz@hfm-wuerzburg.de

Personal data is processed exclusively for the provision and use of the video conferencing systems as a tool for teaching, research and administration. The purpose of data processing is the use for cooperation in the context of official activities at the university to fulfil legal obligations and university tasks in accordance with article 2 of the BayHIG, in particular to ensure and support teaching and research operations.

Zoom X:
For seminars, lectures, events, etc. with a focus on presentation or discussion via audio/video. Suitable for video conferences of a confidential nature, e.g. committee meetings, internal consultations, examinations, defences, provided the conference is protected by end-to-end encryption. This offer is a contractually bound service of the telecommunications provider Telekom Deutschland GmbH. The Zoom conference solution is provided via Telekom Deutschland GmbH as the university’s processor. Zoom X is hosted exclusively on servers in Germany and a large part of Zoom X’s customer support is now handled in Germany. There is an order processing contract with Telekom Deutschland.

Legal basis

Depending on the type and scope of use of the video conferencing systems, the following personal data may be processed.

Personal data processed in connection with the use of Zoom will generally not be disclosed to third parties unless it is specifically intended for disclosure.
The provider Telekom Deutschland GmbH and its partner Video Communications, Inc. as well as any subcontractors necessarily obtain knowledge of the processed data insofar as this is necessary or intended within the framework of the order processing contract or any contractual relationships with subcontractors. The authorised sub-processors process personal data on the basis of the standard contractual clauses.

We will delete your data pursuant to article 17 (1) point a of the GDPR if we no longer need it for the purposes for which it was collected or otherwise processed. In the event that your data is processed on the basis of a declaration of consent or if you have submitted a justified objection to processing, we will delete your data immediately. Something else applies in the event that we are obligated to retain the data due to legal retention obligations or if the data is transferred to the state archives (Landesarchiv).

Zoom X: Time limits for the deletion of the different categories of data

Pursuant to articles 15 et seq. of the GDPR, you, the data subject, are entitled to the following rights concerning the processing of your data:

• You can ask for information about whether data concerning you is being processed. If this is the case, you are entitled to information about which data is processed and other information relating to the processing (article 15 of the GDPR). Please note that this right to information can be restricted or excluded in certain cases (see in particular article 10 of the BayDSG).
• If the personal data concerning you is/has become inaccurate or incomplete, you can request that this data is rectified and/or completed (article 16 of the GDPR).
• If the legal requirements are met, you can request that your personal data be deleted (article 17 of the GDPR) or processing of your data be restricted (article 18 of the GDPR). The right to deletion pursuant to article 17 (1) and (2) of the GDPR does not apply in certain cases, however, such as if the processing of personal data is vital for the performance of a task that is in the public interest or is performed in the exercise of official authority (article 17 (3) point b) of the GDPR).
• If you have consented to data processing or there is a contract concerning data processing and data is processed automatically, you may be entitled to data portability (article 20 of the GDPR).
• If there is an international transfer of personal data without the basis of an adequacy decision of the EU Commission, you have the right to obtain a copy of the contractual safeguards from us upon request.
• You are entitled to file a complaint concerning the processing of your personal data with a supervisory authority as defined in article 51 of the GDPR. The pertinent supervisory authority for the Bavarian public service is the Bavarian Data Protection Commissioner, Wagmüllerstraße 18, 80538 München. In addition to the right of appeal, you can also seek a judicial remedy.

Insofar as processing is based on consent, you have the right to revoke your consent at any time. The revocation is only effective for the future; this means that the revocation does not affect the lawfulness of the processing carried out on the basis of the consent until the revocation.

You may object to the processing of your personal data at any time due to reasons based on your personal circumstances (pursuant to article 21 of the GDPR).  If the legal requirements are met, we will then not further process your personal data.

If you choose to exercise the rights stated above, the public office will check whether the legal requirements for doing so have been met.

We reserve the right to change this data protection declaration to accommodate changes to legislation or changes in the services we provide (e.g., if we introduce new services).