Data protection information for online meetings
The purpose of this notice is to inform you about the processing of your personal or personally identifiable data (hereinafter only data) in the context of an online meeting,
conference calls and webinars. These include your e-mail or IP
address.
We currently use Microsoft Teams as our standard solution for online meetings. If we want to address a larger group as part of a conference or similar event, we may use GoTo Meeting for this.
1. Person responsible for data processing
The controller within the meaning of Art. 4 No. 7 GDPR is EB – Sustainable Investment Management GmbH – more information can be found in the legal notice.
Irrespective of our area of responsibility, the providers of our online meeting solutions may also process your data for their own purposes. You will find links to the relevant data protection notices below in the “Integrated service providers” overview.
You can contact our (external) data protection officer at:
teamprivacy(at)creditreform-compliance.de
2. participation in an online meeting
Different data can be processed during an online meeting, such as
- IP address and information about your end device (e.g. browser or operating system),
- User name or your first and last name, a profile picture if applicable,
- e-mail address or telephone number and
- especially chat, audio and video data.
In order to participate in an online meeting, we need at least one (fictitious) name (online). You can then decide for yourself whether you want to activate your video camera and possibly also provide further information via the chat function (e.g. questions during a webinar or documents that you would like to share with us).
If you dial in by telephone, we only need your telephone number.
2.1 Recording
The online meeting (audio and video data) is generally not recorded. In exceptional cases, you will be informed before the start of a recording and can freely decide whether you wish this or which chat, audio and video data you wish to disclose (e.g. questions in the context of a webinar via chat). An active recording is indicated by symbols and text.
2.2 Storage period
The audio and video data will generally only be processed (temporarily stored) for the duration of the online meeting and then deleted. Other data, such as your personal details or the chat history, may be stored for a longer period of time if this is necessary for us and/or our cooperation – this also applies to a possible recording of the online meeting.
If you provide us with data (e.g. documents) via the chat, which we must archive within the framework of statutory retention obligations, we will delete these at the latest after the corresponding period has expired – max. 10 years within the framework of Section 147 of the German Fiscal Code (AO).
2.3 Legal basis(s) for data processing
As a rule, the online meeting takes place in the context of (pre-)contractual measures, pursuant to Art. 6 para. 1 lit. b) GDPR (contract).
If this is not the case, we process your data in our interest in conducting the online meeting in accordance with Art. 6 para. 1 lit. f) GDPR (balancing of interests).
The recording of text and audio data in the context of an online meeting only takes place with your
consent, pursuant to Art. 6 para. 1 lit. a) GDPR (consent).
3. advice on investment services via online meeting
As an alternative to a personal meeting on site, we also offer you the option of a consultation via online meeting. In this case, other data that is absolutely necessary for the provision of investment services will also be processed during an online meeting. Art. 76 para. 9 of EU Regulation 2017/565 (Organization of Investment Firms) requires the processing of the following categories of data
(a) date and time of the meetings;
(b) location of the meetings;
(c) personal details of those present;
(d) initiator of the meetings; and
(e) important information about the customer order, such as price, scope, type of order and time of forwarding or execution to be carried out.
The data is mandatory for the provision of advice on investment services.
3.1 Recording
The recording of the online meeting is mandatory by law in the context of providing advice and placing an order for investment services. As a minimum, the conversation (text data) must be recorded, as with a normal telephone call. At the beginning of the consultation, i.e. before the recording, you will be informed about the general conditions. An active recording is indicated by symbols and text.
If you do not agree to a recording, we may not advise you via an online meeting (or telephone call) and will suggest alternative options.
3.2 Storage period
The recording of the advice and placement of an order for investment services in the context of an online meeting is kept for a maximum period of 5 years. If you provide us with data (e.g. documents) via the chat, which we must archive within the framework of statutory retention obligations, we will delete these at the latest after the corresponding period has expired – max. 10 years within the framework of Section 147 of the German Fiscal Code (AO).
3.3 Legal basis(s) for data processing
As a rule, the online meeting takes place in the context of (pre-)contractual measures, pursuant to Art. 6 para. 1 lit. b) GDPR (contract).
The online meeting for advice on investment services is recorded as part of a legal obligation pursuant to Art. 6 para. 1 lit. c) GDPR in conjunction with Art. 76 para. 8 lit. b) EU Regulation 2017/565 and Section 83 para. 3 of the German Securities Trading Act (WpHG).
4. integrated service providers
Below you will find an overview of all service providers who are involved in the provision and further development of our online meetings and in enabling special functions.
| Purpose and legal basis | Purpose and legal basis | Notes |
| Microsoft Ireland Operations Ltd. (Microsoft Teams) One Microsoft Place, South County Business Park, Leopardstown Dublin 18, D18 P512 Ireland | – Online-Meeting – Order processing in accordance with Art. 28 GDPR – Legal basis or suitable guarantees for the protection of your data during processing outside of the European Economic Area (EEA), in accordance with Art. 46 GDPR: EU- standard contractual clauses incl. additional protective measures, available here | Standard solution for our online meetings. General information on data protection at Microsoft, also with regard to processing for which we are not responsible, can be found here. |
| GoTo Technologies Ireland Unlimited Company (GoToMeeting) 77 Sir John Rogerson’s Quay, Block C, Suite 207 Grand Canal DocklandsDublin 2, D02 VK60 Ireland | – Online-Meeting – Order processing in accordance with Art. 28 GDPR – Legal basis or suitable guarantees for the protection of your data during processing outside of the European Economic Area (EEA), in accordance with Art. 46 GDPR: EU standard contractual clauses incl. additional protective measures, available here | Primarily used for larger conferences or webinars . General information on data protection at GoTo, including with regard to processing for which we are not responsible, can be found here. |
| MiFID-Recorder GmbH Rüdesheimer Str. 11 80686 Munich | – Recording of advice on securities services during an online meeting – order processing in accordance with Art. 28 GDPR | Use only in the context of advice on securities services and active recording. The processing is carried out exclusively under our responsibility. |
5. your rights
You have the following rights vis-à-vis us with regard to the data concerning you:
– right of access
– right to rectification or erasure,
– right to restriction of processing and
– right to data portability.
5.1 Right to lodge a complaint with a supervisory authority
You also have the right to complain to a data protection supervisory authority about the processing of your data by us. The supervisory authority directly responsible for us is
https://datenschutz.hessen.de/
5.2 Right to object to direct marketing and processing in our legitimate interest
Insofar as we process your data exceptionally on the basis of Art. 6 para. 1 lit. f) GDPR (legitimate interests), you have the right to object to the processing of data concerning you at any time for reasons arising from your particular situation. If we cannot demonstrate compelling legitimate grounds for further processing that outweigh your interests, rights and freedoms, or if we process your data for the purpose of direct marketing, we will no longer process your data (see Art. 21 GDPR). If we enable you to exercise your objection by technical means, we will inform you about this in the individual data processing operations above in our data protection information.
5.3 Right of withdrawal in the case of consent given
You have the right to withdraw your consent to the collection and use of your data at any time with effect for the future. This does not affect the lawfulness of the processing carried out on the basis of the consent until revocation. You can revoke or individually configure your cookie consent in our Consent Manager (cookie banner).
5.4 Contact options regarding your rights
You can contact us at any time to exercise your rights. The best way to do this is to use the following e-mail address: info@eb-sim.de.
You are also welcome to use one of the contact options in our legal notice or contact our data protection officer directly (contact details above).
Status: 01.10.2024