The state capital of Mainz primarily uses Cisco Webex Meetings for audio and/or video conferences (other solutions used by the state capital of Mainz, e.g., the 3Q video platform for streaming council meetings) are not covered by this privacy notice. The conference tool complements the existing options for performing tasks in the state capital of Mainz by adding the option of holding meetings, citizen consultation hours, and introductory rounds digitally.

Online events are also an alternative and supplement to traditional face-to-face events and are increasingly in demand as digitalization progresses. Furthermore, communication platforms such as those described here are important tools in the fight against and prevention of epidemics – in the wake of the coronavirus pandemic.

Data is also collected for the purpose of registering for this conference. When registering/dialing in by telephone, the telephone number is not visible during the conference.

It is generally sufficient to follow the link contained in the invitation email and register via the web interface. However, you must provide at least your name and email address in order to participate, so that the state capital of Mainz can identify you as an authorized participant.

When using "Webex Telekom," different types of personal data are processed. The scope of data processing also depends on the information provided by users before or during participation in video or audio conferences and the settings that are made:

User information: first name, last name, phone number (optional), email address, password (hashed if an account exists), profile picture (optional)

Meeting metadata: Topic, description (optional), participant IP addresses, device/hardware information, start and end of use

For recordings (optional): MP4 file of all video, audio, and presentation recordings, M4A file of all audio recordings, text file of the online meeting chat. We will indicate in the event invitation whether a recording will be made.

When dialing in by phone: Information about the incoming and outgoing phone number, country name, start and end time. Additional connection data, such as the IP address of the device, may also be stored.

Text, audio, and video data: When using the chat, question, or survey functions, the text entries made are processed in order to display them and, if necessary, log them. To enable the display of video and the playback of audio, the data from the microphone of the end device and from any video camera of the end device is processed for the duration of the meeting. The camera or microphone can be switched off or muted at any time.

Meta and connection data is information that is necessarily generated when using Webex. Otherwise, no connection can be established with you and the end devices used.

You have control over which content data is processed via Webex. You can switch off the camera or microphone yourself at any time and thus prevent data from being processed. Use of the chat function is also voluntary. However, the chat history can be viewed until the end of the online event.

The city of Mainz has concluded a data processing agreement with Telekom GmbH in accordance with Art. 28 GDPR. Telekom uses subcontractors for this purpose, namely Cisco International Limited, United Kingdom, Feltham. For Telekom customers, the data of the controller is processed in the data center in London or Amsterdam. Cisco Systems, Inc. has its headquarters in the USA. Part of the processing of personal data collected when using WebEx therefore takes place in the USA. Telekom GmbH has agreed standard contractual clauses with Cisco Systems, Inc., which provide appropriate safeguards in accordance with Art. 46 GDPR.

As part of the provision of the Webex Telekom conference solution, the processor processes personal data in particular in the context of

• Commissioning and provision of Cisco Webex conference solutions
• Hosting of Cisco Webex conference solutions (e.g., storage of audio/video recordings, chats, or shared documents for later retrieval)
• Administration of conferences and participant data (e.g., storage of participant data, agenda, comments; management of invitations)
• Provision of operator services and support
• Provision of reports

processed.

In addition, the privacy policies of "Telekom Deutschland GmbH" and "Cisco Systems, Inc." apply. In particular, when downloading WebEx clients (Cisco Webex Meetings), the area of responsibility of the City of Mainz is left and users must accept the privacy policy of "Cisco Systems, Inc.".

As a rule, the state capital of Mainz does not collect/process more data during video conferences than it would during on-site information events for which registration is required.

The conferences take place live and in real time. As a rule, the conferences are not recorded. If a meeting leader wishes to record a web meeting, you will be asked separately for your consent. If you refuse, this may result in you not being able to participate in the web meeting. You can revoke your consent at any time by informing the meeting leader.

If necessary for the purposes of recording the results of an online meeting, we will log the chat content. However, this will not usually be the case. Private chats are not stored.

If you are registered as a user with "WebEx Telekom," reports on online meetings (meeting metadata, telephone dial-in data, questions and answers in webinars, survey function in webinars) may be stored for up to one month.

System log files in which personal or personally identifiable data is stored are stored exclusively for analysis and troubleshooting purposes and are automatically deleted or overwritten after three months at the latest.

Your data will be processed on the basis of Art. 6 (1) (e) of the General Data Protection Regulation (GDPR) in conjunction with § 3 LDSG and, where applicable, Art. 9 GDPR. Insofar as personal data of employees of the City of Mainz is processed, § 20 LDSG is the legal basis for data processing.

The Cisco Webex tool is used to enable us to perform our tasks digitally.

When using Cisco Webex Meetings, the data protection information provided by the provider Cisco applies, which we make available to you in the version we have.

Even though the storage and other processing of your data takes place largely on servers in the EU, given that Cisco Systems Inc. is based in the USA, it cannot be ruled out that personal data, such as metadata, may be processed in the USA when participating in streams and video conferences. The level of data protection in the US is lower than that guaranteed by the GDPR in the EU; in particular, US authorities have extensive access to private data.

The state capital of Mainz does not store any data directly (see above). However, we ask that you observe the data protection information and privacy policies of Cisco Webex and Telekom. Chat histories and messages are only visible for the duration of online meetings and are not stored. See above for exceptions.

No data is transferred to third countries by the state capital of Mainz. However, please note the data protection information and privacy policies of Cisco Webex and Telekom.

According to the General Data Protection Regulation, you have the following rights:

• If your personal data is processed, you have the right to obtain information about the data stored about you (Art. 15 GDPR).
• If incorrect personal data is processed, you have the right to have it corrected (Art. 16 GDPR).
• If the legal requirements are met, you can request the erasure or restriction of processing and object to the processing (Articles 17, 18, and 21 GDPR).

If you exercise your above-mentioned rights, the public authority will check whether the legal requirements for this are met.

You also have the right to lodge a complaint with the Rhineland-Palatinate State Commissioner for Data Protection:

The State Commissioner for Data Protection and Freedom of Information Rhineland-Palatinate

Hintere Bleiche 34
55116 Mainz

Phone: +49 6131 208-2449
Email: poststelledatenschutz.rlpde.