Privacy Policy Microsoft Teams

We, the HV Capital Manager GmbH, use the video conferencing tool "Microsoft Teams" of Microsoft Corporation (hereinafter "Microsoft") for internal meetings and conferences as well as for communication with our customers, service providers and other external parties. This context involves a data processing. The following data protection information serves as an explanation pursuant to section 12 cont. of the General Data Protection Regulation (GDPR) about the type, scope and purpose of processing your data.

Responsible for data processing

HV Capital Manager GmbH

Kaiserstrasse 14b

80801 Munich

Phone: +49 89 2060 7751


Note: If you access the Microsoft Teams website to download the software, the provider Microsoft Corporation is responsible for the data processing.
In case you do not want to or cannot use the Microsoft Teams app, Microsoft Teams can also be used in your browser. In this case, the service is also provided on the Microsoft Corporation website.

Data protection officer

HV Capital Manager GmbH

Magalie Karr

Phone: +49 89 2060 7751


Categories and sources of personal data

When using Microsoft Teams, different types of personal data are processed. The subject and scope of the processing depends on the data you provide to participate in an online meeting:

  • User information: Name/ nickname/ identifier, email address, profile picture (optional), language. Only the name provided by you will be displayed to the other participants. Your e-mail address is not visible.

  • Meeting metadata: Meeting ID, date, time, telephone numbers and location if applicable.

  • Audio-, Video- and text data: Before and during the online meeting, you can switch the video camera and microphone on or off at any time using the Teams applications. You can also use the chat function during the online meeting. To this extent, your audio, video and text data will be processed during the online meeting.

Purpose and legal basis of data processing

The legal basis for processing the employee data consists mainly of Section 26 of the German Federal Data Protection Act (BDSG). According to it, processing is primarily permissible if it is necessary for performing the employment relationship. As a matter of principle, we only use the data for the pur- pose of carrying out video conferences.

Insofar as the online meetings are carried out as part of contractual relationships, the legal basis for the data processing is section 6 para. 1 p. 1 lit. b) GDPR. If the use of Microsoft Teams is not related to contractual relationships, we process personal data based on our legitimate interest to effectively conduct the online meetings according to section 6 para. 1 p. 1 lit. f) GDPR. If we are subject to legal storage obligations, we also process your data for this purpose based on section 6 para. 1 p. 1 lit. c) GDPR.

Scope of processing and storage period

When using Microsoft Teams, the content shared in the chat is logged and stored. Image and sound files are neither recorded nor stored by us.

As a general rule, we process your personal data for as long as is necessary to achieve the purpose.
We delete personal data as soon as there is no need for further storage. A requirement may exist in particular if the data is still needed to fulfil contractual services, to check and grant or reject warranty and guarantee claims, if applicable. In the case of legal storage obligations, deletion is only considered after the respective storage obligation has expired.

As soon as you delete personal data as a user or administrator, the copies of the data are deleted at Microsoft after 30 days, unless legal storage obligations are in place.

Data transfer

The personal data processed in connection with Microsoft Teams will generally not be disclosed to third parties unless it is intended for disclosure.

Please note that content from online meetings, as with face-to-face meetings, is intended precisely to communicate information with customers, prospective customers or third parties and is therefore intended for disclosure.

Microsoft Corporation, as the provider of Microsoft Teams, will necessarily gain knowledge of the above-mentioned data to the extent intended in the context of our order processing relationship with Microsoft Corporation.

Data transfer to third countries outside the EU

By using Microsoft Teams, personal data is transferred to Microsoft Corporation in the USA (One Microsoft Way, Redmond, WA 98052-6399, USA). In return, Microsoft provides standard contractual clauses that include specific guarantees regarding the transfer of personal data.

Further information on data protection at Microsoft is available at

Automated decision-making/profiling

An exclusive automated processing of your personal data which consists of analysing and evaluating personal aspects (profiling) is not carried out.

Your rights as a person in question

With regard to your personal data, you have the following rights as a person in question:

  • The right to information, section 15 GDPR

  • The right to rectification or erasure, section 16 and 17 GDPR

  • The right to restriction of processing, section 18 GDPR

  • The right to object, section. 21 (1) GDPR

  • The right to withdraw expressed consent, section 7 (3) GDPR

  • The right to data portability in a commonly used format, Art. 20 GDPR.

  • You also have the right to submit a complaint about our processing of your personal data to a

data protection supervisory authority, in particular in the Member State of your usual resi- dence, your place of work or the place of the alleged infringement, in accordance with section 77 of the GDPR. The competent authority for us is:

Bayerisches Landesamt für Datenschutzaufsicht

Promenade 18

91522 Ansbach