Duty to inform DSGVO teams

Duty to inform when personal data is collected in accordance with Article 13 of the General Data Protection Regulation (DSGVO)

The City of Wolfsburg takes the protection of your personal data seriously and would like to inform you about what happens to your personal data when you either receive an invitation as an external person to participate in a video conference (MS Teams) as a guest or when you use MS Teams as an employee of the City.

City of Wolfsburg, The Lord Mayor, Information Technology Division, Porschestraße 47 a, 38440 Wolfsburg, Tel. 05361 28-1895, helpdesk@stadt.wolfsburg.de

The contact details of the data protection officer of the City of Wolfsburg are: City of Wolfsburg, Data Protection Officer, Data Protection Management Unit, Porschestraße 49, 38440 Wolfsburg, e-mail: datenschutz@stadt.wolfsburg.de

As an employee of the City of Wolfsburg, your personal data (surname, first name, e-mail address, OU) will be processed for the purpose of creating an account, organizing and conducting an audio/video conference using Microsoft Teams. The legal basis for this processing is the service and employment relationship.

As a guest / external person, your personal data (e-mail address) will be processed for the purpose of organizing and conducting an audio/video conference using Microsoft Teams. The legal basis for this processing may be:

• Contractual relationship that your company maintains or could enter into with the city.
• Art. 6 para. 1 lit. e) DSGVO in conjunction with. § 3 NDSG, if the city fulfills a task in the public interest with the help of you
• consent, provided you have given this in advance (in writing).

Please bear in mind that you can also join the video conference as a guest using the name "Guest".

Your personal data will be transmitted in encrypted form to a Microsoft data center located in Germany and stored there in encrypted form for the City of Wolfsburg in order to generate the invitation and enable participation in the audio/video conference.

Guest access: For guest access, your data will be stored by Microsoft for a period of 30 days. The storage period begins upon notification of your contact information.

User account: A user account is generated for employees. Here the storage begins with the generation of the user account. The storage of data can be terminated by requesting the deletion of the user account. Once deletion has been initiated, the data is deleted from Microsoft after 30 days.

According to the GDPR, you have the following rights:

• Right to information (Art.15 DSGVO)
• Right to rectification (Art.16 DSGVO)
• Right to erasure (Art.17 DSGVO)
• Restriction of processing (Art.18 DSGVO)
• Right to data portability (Art.20 DSGVO)
• Right to object to processing (Art. 21 DSGVO)

You can assert these rights against the City of Wolfsburg.
In addition, you have the right to lodge a complaint with the supervisory authority. The address is: The State Commissioner for Data Protection of Lower Saxony, home address: Prinzenstraße 5, 30159 Hannover, postal address: Postfach 221, 30002 Hannover, e-mail: poststelle@lfd.niedersachsen.de.

Note: If you intend to send information worthy of protection to the city, the postal service is recommended. Sending by e-mail is not secure.