Which information is collected and for what purpose?
Visits to website
Every visit to our website is stored on a protocol file to ensure data security. To this end, the following data is stored for a maximum of 24 hours:
- names of files accessed
- date and time of access
- volume of data transferred
- notice whether data was successfully accessed
- IP address of the user or provider
- Internet address of website visited directly before (referrer)
- information about the programme retrieving the data (user agent)
The Zukunft – Umwelt – Gesellschaft (ZUG) gGmbH is not able to directly link IP addresses to users and rules it out.
IP addresses are only analysed in cases of attacks against our website, breaches of public order or other cases of illegal actions in connection with the website. An analysis of the IP address to reveal the identity of the user can only be conducted with the help of the user's provider and only in connection with investigations by the police or public prosecutors.
This data is not used for statistical purposes. We do not pass on this data to third parties for commercial or non-commercial use.
Filling out forms with personal data
Some information offers on our website provide the option of filling out forms with personal data.
Users are free to decide whether they wish to submit this data. Only the data needed to deliver the requested service is asked of users. Data is treated as confidential and is only used for the purpose for which it was requested.
If the storage of personal data is required to provide a certain service, the data is only stored for the time period necessary to handle the request or to fulfil the offer or task of the Zukunft – Umwelt – Gesellschaft (ZUG) gGmbH for which the data was requested.
Once users unsubscribe to such a service or it is terminated, personal data is irretrievably deleted after a maximum of 6 weeks.
Links to websites of other providers and social media
Our website contains links to websites of other providers and social media. We would like to expressly point out that these websites process personal data in accordance with their own privacy policies. The Zukunft – Umwelt – Gesellschaft (ZUG) gGmbH has no influence on the compliance of other providers with data protection regulations.
Photos for press and public relations work
In connection with our press and public relations work, during events and meetings photos will be taken in which you may be identifiable. You may object to such photos being taken and/or published. Please use the contact details above for such objections.
Online Meetings, Telephone Calls, and Webinars
For conducting telephone calls and conference calls (collectively referred to as "Telephone Calls"), online meetings, video conferences, and/or webinars (collectively referred to as "Online Meetings"), we use the conferencing and collaboration solutions Zoom and Webex. Zoom is a service provided by Zoom Video Communications, Inc., and Webex is a service provided by Cisco Systems, Inc., both of which are based in the USA. Additionally, we use Slido as part of Webex to conduct surveys during Online Meetings on both platforms. Slido is a service provided by sli.do s. r. o., based in Slovakia and part of the Cisco Systems, Inc. group.
Types of Data
When conducting Telephone Calls, the following data is processed:
- Communication Content: Audio, voicemail
- Recordings (optional): MP4 files of voicemail audio recordings
- Call History with Participant Information: Details of incoming and outgoing phone numbers, country codes, call date and time, call duration
- Location Data: Approximate location of the call participants (nearest location)
- Metadata, Telemetry Data: Session Information (e.g., call result, call type, waiting time), participant IP addresses, device/hardware information
For Online Meetings, various types of data are processed. The scope of data depends on the information you provide before or during the Online Meeting. To participate in an Online Meeting or enter the "meeting room," you must at least provide your name. Personal Data Subject to Processing:
- User Information: First name, last name, phone number (optional), email address, password (if Single Sign-On is not used), profile picture (optional), department (optional), login credentials
- Meeting Metadata, Telemetry Data: Subject, description (optional), participant IP addresses, device/hardware information
- Recordings (optional): MP4 file of all video, audio, and presentation recordings, M4A file of all audio recordings, text file of the Online Meeting chat
- Text, Audio, and Video Data: You may have the option to use chat, questions, or survey functions during an Online Meeting. Text inputs made by you are processed to display them in the Online Meeting and potentially log them. To enable video display and audio playback, data from your device's microphone and any camera is processed during the meeting. You can turn off or mute the camera or microphone at any time via the Zoom or Webex applications.
- Survey Results: Results gathered through surveys via Slido.
- Q&A Results: Answers to questions gathered through Slido.
Scope of Processing
We use Zoom and Webex to conduct Telephone Calls and Online Meetings. If we intend to record Online Meetings, we will transparently inform you in advance and, if necessary, request your consent. The fact of the recording will also be indicated in the respective applications. Telephone Calls are not recorded.
If it is necessary to log the results of an Online Meeting, we will log chat contents. However, this is generally not the case. We will also transparently inform you in advance if this occurs.
In the case of webinars, we may process questions posed by webinar participants for the purposes of recording and follow-up.
We also use Slido with Webex and Zoom to make our meetings more interactive by incorporating surveys and Q&As. These surveys and Q&As can be conducted in real time.
Automated decision-making pursuant to Article 22 GDPR is not employed.
For more information on how personal data is handled, please refer to the privacy policies of the data processors:
Legal Basis
To the extent that personal data of employees of Zukunft – Umwelt – Gesellschaft (ZUG) gGmbH is processed, Article 6(1)(b) GDPR in conjunction with § 26(1) BDSG serves as the legal basis for data processing. Should personal data not be necessary for the establishment, performance, or termination of the employment relationship, but nonetheless be an essential part of using Zoom, Webex, or Slido, Article 6(1)(f) GDPR is the legal basis for data processing. In these cases, our interest lies in the effective conduct of Telephone Calls and Online Meetings and improving direct interaction with participants.
Otherwise, the legal basis for data processing in the context of Telephone Calls and Online Meetings is Article 6(1)(b) GDPR, where these are conducted in the context of contractual relationships.
If no contractual relationship exists, the legal basis is Article 6(1)(f) GDPR. Again, our interest is in the effective conduct of Telephone Calls and Online Meetings.
If you have consented to video and audio recording of Online Meetings, the legality of this processing is based on your consent pursuant to Article 6(1)(a) GDPR.
Disclosure to Third Parties
Personal data processed in connection with participation in Telephone Calls and Online Meetings is generally not disclosed to third parties unless it is intended for such disclosure. Please note that content from Telephone Calls and Online Meetings, like in in-person meetings, often serves to communicate information with clients, prospects, or third parties and is thus intended for disclosure.
The providers Zoom Video Communications, Inc. and Cisco Systems, Inc., as well as sli.do s. r. o., necessarily have access to the aforementioned data as provided in our data processing agreements.
In the context of support services (Zoom Phone), our service provider WTG communications GmbH, with whom we have also concluded a data processing agreement, may have access to personal data.
Data Processing Outside the European Union
Zoom and Webex are services provided by providers based in the USA. Therefore, personal data is also processed in a third country.
Zoom Video Communications, Inc. and Cisco Systems, Inc. are certified under the Data Privacy Framework, so an adequacy decision under Article 45 GDPR is in place for transfers to third countries. Additionally, data processing agreements including standard contractual clauses have been concluded with both companies, providing an adequate guarantee pursuant to Article 46(1) and (2)(c) GDPR. As additional protective measures, we have configured our setup to use only data centers within the EU/EEA.
Slido s. r. o. is part of the Cisco Systems, Inc. group. Therefore, it cannot be excluded that personal data may be transferred to the USA when using Slido. The same applies to data transfers to the USA as stated above for Cisco Systems, Inc.
Data Deletion
Audio and video content, if not recorded, is not (locally) stored. We generally delete personal data when there is no longer a need for its retention. A need may exist if the data is required to fulfill contractual obligations, to check and assert or defend warranty and potentially guarantee claims. In the case of statutory retention obligations, deletion is considered only after the expiration of the respective retention period.