Privacy information for online events via MEDICE Health Family's „Zoom“​

Dear participants,

When you participate in one of our online events, MEDICE Arzneimittel Pütter GmbH & Co. KG and its affiliated companies within the MEDICE Health Family involved in organising the event (e.g. MEDICE UK for participants from England), as well as Zoom Communications Inc. collect and process your personal data.

Affiliated companies are all companies in which MEDICE Arzneimittel Pütter GmbH & Co. KG holds a 50% or greater stake, including but not limited to Medigital GmbH, MEDICE UK, MEDICE Ibérica, Sustainable4u GmbH and Schaper & Brümmer GmbH & Co. KG.

We use the "Zoom" tool from Zoom Video Communications Inc. to conduct our online events. Zoom Video Communications, Inc. is based in the USA.

Please note: When you visit the Zoom website, Zoom is responsible for data processing. However, visiting the website is only necessary for using Zoom in order to download the software required to use Zoom.

You can also use Zoom if you enter the respective meeting ID and, if necessary, other access data for the meeting directly in the Zoom app.

If you do not want to or cannot use the Zoom app, the basic functions can also be used via a browser version, which you can also find on the Zoom website.

The following personal data will be collected from you:

  • Contact details (first and last name, email address, city, country/region, postcode)

  • Meeting metadata (topic, description (optional), participant IP addresses, device/hardware information, participation, duration of participation)

  • Video, audio and presentation recordings, text file of the webinar chat (including names of participants who ask questions in the chat)

  • When dialling in by telephone (information on incoming and outgoing phone numbers, country name, start and end time. Additional connection data, such as the IP address of the device, may be stored if necessary).

  • Text, audio and video data: You may have the option of using the chat, question or survey functions in an "online meeting". In this respect, the text entries you make will be processed in order to display them in the "online meeting" and, if necessary, to log them.

During the online events, the microphone and video camera of your device will be switched off or muted to prevent unauthorised recordings of you.

In order to participate in an online event or enter the "meeting room", you must provide at least your name.

The legal basis for the processing of your personal data is your informed, voluntary consent in accordance with Art. 6 (1) (a) GDPR, as well as our legitimate interest in the effective implementation of the online event in accordance with Art. 6 (1) (f) GDPR.

Responsible body for data protection in accordance with the GDPR:

MEDICE Arzneimittel Pütter GmbH & Co. KG
Kuhloweg 37, 58638 Iserlohn
Telephone: +49 (0)2371 937 0

The personal data collected will be processed for the following purposes:

  • Conducting and recording the webinar

  • Sending the certificate of participation and, if applicable, the event recording to registered participants

  • Optional: for subsequent contact for information and marketing purposes

The data collected during webinar registration and participation is collected on the servers of the service provider Zoom Video Communications Inc. in the USA and stored for 6 months after the webinar has been held. Only MEDICE Health Family employees involved in the implementation of the online event have access to this data. At the end of this storage period, the data is automatically deleted from the servers of Zoom Video Communications Inc.

If necessary, the video recording of the online event will be collected on the servers of the service provider Zoom Video Communications Inc. in the USA and stored for 6 months after the online event has taken place. Access to this data is restricted to MEDICE Arzneimittel Pütter GmbH & Co KG employees involved in running the online event and, for participants from England, MEDICE UK, as well as registered participants in the online event. Once this storage period has expired, the data is automatically deleted from the servers of Zoom Video Communications Inc.

If you are registered as a user with Zoom, reports on online meetings (meeting metadata, telephone dial-in data, questions and answers in webinars, survey function in webinars) may be stored by Zoom for up to 12 months.

Further information on Zoom's privacy policy can be found at: https://www.zoom.com/en/trust/privacy/

After the webinar, the data collected from you will be downloaded from the servers of Zoom Video Communications Inc. and further processed and stored on the access-protected servers of MEDICE Arzneimittel Pütter GmbH & Co. KG for the purposes of certificate transmission, follow-up to the online event and, if applicable, transmission of the link to the webinar recording.

Access to this data is restricted to authorised employees of MEDICE Arzneimittel Pütter GmbH & Co. KG involved in the execution of the webinar and, in the case of participants from England, authorised employees of MEDICE UK.

If you have not consented to the further use of your data collected in the context of event registration and participation for subsequent contact for information and marketing purposes, your personal data will be deleted manually by MEDICE Arzneimittel Pütter GmbH & Co. KG and, in the case of participants from England, MEDICE UK after transmission of the certificate of participation and, if applicable, the link to the event recording.

If you have also consented to the use of your data for subsequent contact for information and marketing purposes, your contact details will be manually deleted by MEDICE Arzneimittel Pütter GmbH & Co. KG and its affiliated companies involved in the MEDICE Health Family once the purpose has been fulfilled, at the latest upon revocation of your consent.

Personal data may be transferred to the following third parties:

  • Competent authorities, in the event of an audit

  • with separate consent: local cooperation partners of MEDICE Arzneimittel Pütter GmbH

  • registered webinar participants (if you asked questions via the chat function during the webinar)

  • MEDICE UK, as part of the follow-up to the webinar for participants from England

  • processors subject to the instructions of MEDICE Arzneimittel Pütter GmbH & Co. KG (Zoom Video Communications Inc.)

  • Corresponding contractual agreements pursuant to Art. 26 GDPR exist between MEDICE and its subsidiaries.

The IT service provider used by MEDICE, Zoom Video Communications Inc., is a US company. MEDICE only uses US companies that are certified under the EU-US Data Privacy Framework, meaning that the adequacy decision of the EU Commission pursuant to Art. 45 GDPR applies (i.e. an adequate level of data protection exists) and that data processing takes place exclusively on servers within the EU. In order to protect your data, agreements on order processing based on the European Commission's standard contractual clauses have also been concluded with the service providers.

MEDICE Arzneimittel Pütter GmbH & Co. KG assures that it will only pass on your data to entities that can demonstrate an appropriate data protection concept in accordance with the applicable regulations and laws and with which, if necessary, appropriate contractual agreements pursuant to Art. 26 or Art. 28 GDPR exist.

When processing your personal data, our goal is to guarantee your data protection rights at all times.

You can exercise the following rights in relation to your personal data:

  • You can request information about the processing of your data.

  • You can request the correction of your personal data if it is incorrect or incomplete.

  • You may request the restriction of the processing of your personal data. (1) For the duration of the verification of the accuracy of the data. (2) If the processing is unlawful and you refuse to have it deleted. (3) If the data is no longer required by the controller for the purposes of processing, but you need it to assert, exercise or defend legal claims. (4) In the event of an objection to data processing, as long as the corresponding balancing of interests has not been clarified.

  • You may request that the data collected about you be transferred to you or to a body designated by you.

  • If there are grounds for complaint, you may lodge a complaint with the competent data protection authority.

  • You may request the deletion of the data collected about you.

  • You may object to the processing of your personal data at any time for reasons arising from your particular situation, without giving reasons. If the processing is based on Art. 6 (1) (e) or (f) GDPR.

  • You may revoke your consent to data processing at any time without giving reasons.

  • You will not suffer any disadvantages as a result of revocation/objection. The revocation/objection shall take effect for the future; previous data transfers remain lawful. From then on, your data will only be processed to a limited extent by MEDICE Arzneimittel Pütter GmbH & Co. KG and its affiliated companies of the MEDICE Health Family involved in the organisation of the event if this is required by the relevant legal provisions under Article 6(1)(c) and our legitimate interest under Article 6(1)(f) GDPR.

You can contact the MEDICE Health Family data protection team at:

Contact MEDICE data protection team:
MEDICE Arzneimittel Pütter GmbH & Co. KG
Data protection
Kuhloweg 37 58638 Iserlohn
Telephone: +49 (0)2371 937 0
Email address: datenschutz@medice.de

If you have any questions about how your personal data is handled or would like to exercise your rights as a data subject, you can also contact our local partners directly: Partners

Consent text template in Zoom:

As part of your participation, we collect and process your personal data. All information on data protection and your rights as a data subject can be found here: (insert link to data protection information)

☐* I consent to the processing of my personal data by MEDICE Arzneimittel Pütter GmbH, the companies involved in organising the event, its affiliated companies of the MEDICE Health Family, and Zoom Communications Inc. for the purposes described in the data protection information.

☐ I also consent to MEDICE passing on my personal data collected during my registration to the local partner in my country for marketing and local support purposes.

  • Fields marked with an asterisk are mandatory and must be completed/ticked.