§ 5 Microsoft Forms
(1) Type and purpose of processing:
When using Microsoft Forms, various types of data are processed. The scope of the data also depends on the information you provide when participating in a vote or survey in Forms, especially if questions are formulated "openly".
The following personal data may be subject to processing:
- •IP address
- •Username, display name, e-mail address,
- •Profile picture (optional, if stored in Microsoft 365)
- •Preferred language
- •Status (optional, if stored in Microsoft 365)
- •Date and time of opening the survey
- •Date and time of dispatch of the reply(s)
- •Survey-specific data (the scope of this data depends on the questions and answers, etc.)
If you take part in an anonymous survey, your answer will not contain any personal data.
For surveys regarding participation in company events, we use your data to register your attendance.
(2) Legal basis:
Insofar as consent is given by participating in a survey, the legal basis is Art. 6 para. 1 sentence 1 lit. a GDPR (consent of the data subject). Consent given can be revoked at any time with effect for the future. Withdrawal or non-granting of consent does not result in any disadvantages.
Insofar as personal data of employees of Heytex and Mehler Texnologies or its affiliated companies are processed, Art. 6 para. 1 lit. b) GDPR is the legal basis for data processing.
If, in connection with the use of "Microsoft Forms", personal data is not required for the establishment, execution or termination of the employment relationship, but is nevertheless an elementary component of the use of "Microsoft Forms", Art. 6 (1) f) GDPR is the legal basis for data processing. In these cases, our interest lies in effectively ensuring customer and employee satisfaction and product improvement.
If survey responses contain special categories of data within the meaning of Art. 9 GDPR, e.g. data on food allergies, which are queried for the purpose of event planning, the legal basis is Art. 9 para. 2 lit. a) or Art. 6 para. 1 sentence 1 lit. a GDPR (consent of the data subject).
(3) Recipients:
Recipients of the data are only the respective responsible survey creators and a limited number of employees. Other recipients of the data may be technical service providers who are involved in conducting the surveys, planning the event, sending out invitations or providing the IT infrastructure. "Microsoft Forms" is a service of the Microsoft Corporation. Information on data protection can be found here.
(4) Third country transfer:
Data processing outside the European Union (EU) does not generally take place, as we have restricted data storage locations to data centres in the European Union. However, we cannot rule out the possibility that data may be routed via internet servers located outside the EU. This may be the case if users are located in a third country.
However, the data is encrypted during transport via the Internet and thus protected from access by third parties. from unauthorised access by third parties.
Microsoft Corp. is based in the USA. Processing can therefore also take place outside the EU, namely in the USA. If there is a transfer to a third country, there are guarantees in the form of standard contractual clauses of the EU Commission.
(5) Storage period:
In principle, we delete personal data if there is no need for further storage. A requirement may exist in particular if the data is still required for the fulfilment of contractual services in order to check and grant or defend against warranty and guarantee claims. In the case of statutory retention obligations, deletion will only be considered after the respective obligation has expired. If your data is processed on the basis of your consent, we will delete your data after receiving a cancellation of your consent.
(6) Provision required or necessary:
Without the personal data, we are not able to carry out the consultation or survey with you.
(7) Objection:
Please read the information on your right to object in Section 4 of this Privacy Policy (above).
