Various services can be used under the collective term “Microsoft 365”. The purpose of the respective service used depends on its functions:

• Teams (especially for video calls) is used for communication and exchange. Audio, video and text data can be processed (especially when transmitting images,sound, and text messages) as well as metadata about the online meeting (e.g. date, time, meeting ID, participants, telephone numbers, location). As a rule, we do not record our online meetings. If this does happen in exceptional cases (e.g. during a data protection training session at the request of our customer), we will explicitly inform the participants beforehand. They can then leave the video conference or switch off their own video and/or audio transmission.
• Bookings is used for the automated preparation and management of appointments. The data you send us will be processed (name, e-mail address, date, time, topic of the planned meeting). The use of Bookings is voluntary – you can also contact us at any time by other means to arrange an appointment.
• Forms is a web form that is used to collect and process data in surveys and queries (e.g. for customer surveys). fox-on will inform you in individual cases during the survey or query whether the information from Forms is transmitted to fox-on anonymously or whether the sender is identifiable. The use of forms is generally voluntary.
• Office software (e.g. Word, Excel, Outlook) is used to carry out office tasks and general administrative work in order to enable business operations.

All personal data is only processed if there is a legal basis for this under data protection law:

• If you are the contact person of a business partner of fox-on, data processing via Microsoft 365 is generally based on our legitimate interests (Art. 6 Para. 1 Letter f GDPR). These consist in the fulfilment of the contract that we have entered into or wish to enter into with the contractual partner or your client/employer. They may also consist in carrying out marketing activities to draw your and our contractual partner’s attention to our services.
• Data about fox-on’s employees are processed on the basis of our legitimate interests (Art. 6 Para. 1 Letter f GDPR) in order to ensure an effective workflow.
• Insofar as personal data is provided that is not directly required for the above-mentioned purposes or insofar as the use of Microsoft services is left to the discretion of the user, the legal basis is the consent of the data subject (Art. 6 Para. 1 Letter a GDPR).

The data processed by the respective Microsoft 365 application is that which is visible and perceptible there. In addition, metadata is also collected (in particular the date and time of the activity, IP address, details of the device or software used).

As a rule, we receive the data directly from you. In some cases, however, we may also have received your contact details from your employer or your colleagues.

Knowledge of the personal data is obtained by the operator of Microsoft 365. That is Microsoft Ireland Operations Ltd., One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland. Microsoft normally processes the data in data centres within the EU. If, in exceptional cases, data is transferred to the USA for further processing, the data transfer is based on the conclusion of EU standard contractual clauses between the Microsoft companies concerned.

In addition, fox-on ‘s IT service providers who provide or maintain our IT infrastructure may obtain knowledge of the data. We have carefully selected them and concluded a contract with them and have, of course, concluded the contracts required by data protection law.

fox-on does not pass the data on to other parties unless this is required by law or contract, or you have given your consent.

Personal data is stored for as long as it is required for the above-mentioned purposes and for as long as statutory retention periods require.

Further information on the handling of data by Microsoft can also be found in Microsoft’s privacy policy (https://www.microsoft.com/en-gb/privacy/privacystatement).

As a data subject, you have the following rights, provided that the legal requirements are met

• Right of access, Art. 15 GDPR
• Right to rectification, Art. 16 GDPR
• Right to erasure, Art. 17 GDPR
• Right to restriction of processing, Art. 18 GDPR
• Right to data portability, Art. 20 GDPR
• Right to object, Art. 21 GDPR

If the processing is based on your consent (for example, after voluntary participation in a personalised survey), you have the right to revoke this consent to the processing of the data in whole or in part at any time with effect for the future.

If the data processing is based on our legitimate interests, you have the right to object to this data processing. There must be legitimate reasons for this arising from your particular situation.

You also have the right to lodge a complaint with the data protection supervisory authority about the data processing. Of course, we would be pleased if you would contact us first.

 fox-on Datenschutz GmbH is responsible for the data processing.
Address: Pollerhofstr. 33a, 51789 Lindlar, Germany, e-mail: info@fox-on.com.

The internal data protection officer of fox-on can be contacted at the same postal address or via  e-mail: ds [at] fox-on.com

If you have any further questions about how and for what purposes we process your data, please do not hesitate to contact us.