This statement outlines how we handle personal data in relation to virtual meetings including their transcription and/or recording. The responsible controller for any such processing of personal data is Henkel AG & Co. KGaA (“Henkel”), Henkel AG & Co. KgaA, Henkelstr. 67, 40589 Düsseldorf
Data Protection Statement for Virtual Meetings
The following information apply to both (i) employees of Henkel or another company belonging to the Henkel group of companies, and (ii) external participants.
1. Conduct of Virtual Meetings
When you attend a virtual meeting organized by Henkel, the following types of personal data are being processed:
- Spoken words, video, and audio shared during the meeting
- Names, email addresses, and other identifiers of meeting participants
- Any (personal) information shared during the meeting
The purpose of such processing is to conduct the virtual meeting each regarding the respective underlying business process/operation. The legal basis for such processing is either Art. 6 para. 1 lit. b GDPR as it is necessary for the conduct of the contractual relationship with you and Henkel (i.e. the employment contract in case you are an employee of Henkel or another company belonging to the Henkel group of companies) or Art. 6 para. 1 lit. f GDPR as it is necessary for our legitimate interest in facilitating remote communication and virtual meetings for the purpose of discussing business or company relevant topics between our employees of the Henkel group of companies as well as external parties.
Audit logs of such virtual meetings are being stored for 180 days and are then automatically deleted. If applicable, attendance reports are stored for one year.
2. Transcription & Recordings of Virtual Meetings
When you attend a virtual meeting organized by Henkel any such meeting may be transcribed and/or recorded. Transcription refers to the process of converting spoken words during a meeting into written text by identifying the respective meeting participants. Transcripts may be available after the conclusion of the meeting. In case of recordings, the entire video and audio feed of the participants within the meeting is being captured and stored.
Both transcription and recording must per meeting be activated by the respective meeting organizer. All participants within such meeting will receive a notification indicating that the meeting is either transcribed and/or recorded. Each participant must then acknowledge being transcribed and/or recorded. Otherwise, the respective video and audio feed are deactivated and cannot be activated until such acknowledgement. It, however, remains possible to participate in the meeting via chat (which is also part of the transcript and/or recording).
We use transcriptions to generate summaries and meeting minutes (each regarding the respective underlying business process/operation) to enable a better comprehensibility and recap of meetings and thus enhance the transfer of information and knowledge throughout the group. To this end, we may also record virtual meetings, if necessary, e.g. in case content going beyond the mere content of what is being said shall be captured and subsequently conveyed.
The legal basis for such processing is either Art. 6 para. 1 lit. b GDPR as it is necessary for the conduct of the contractual relationship with you and Henkel (i.e. the employment contract in case you are an employee of Henkel or another company belonging to the Henkel group of companies) or Art. 6 para. 1 lit. f GDPR as it is necessary for our legitimate interest in facilitating remote communication and virtual meetings for the purpose of discussing business or company relevant topics between our employees of the Henkel group of companies as well as external parties.
Audit log files of such virtual meetings are being stored for 180 days and are then automatically deleted. If applicable, attendance reports incl. acknowledgement regarding transcription and/or recording are stored for one year. Transcripts and recordings are being automatically deleted after 180 unless they are required for another purpose by way of exception (as indicated in the Henkel Data Protection Statement referenced below).
3. Additional Information
For more information on how Henkel is processing your personal data, including information on your data subjects’ rights and how to exercise them, please visit the Henkel Data Protection Statement.