Version 29.01.2026

1. Subject of this privacy policy

In the following, we will inform you whether and what personal data we process from you during the use of Microsoft Teams. During the data processing we comply with the legal provisions of the General Data Protection Regulation (GDPR) and the country-specific data protection regulations applicable to us.

2. Responsible body

The controller for data processing within the meaning of the GDPR is:

Würzburger Institut für Verkehrswissenschaften (WIVW GmbH)

Robert-Bosch-Straße 4

97209 Veitshöchheim

Phone: +49-931-78009-0

Fax: +49-931-78009-150

Email: info@wivw.de

Legally represented by: Alexandra Neukum (Managing director)

3. Data protection officer

If you have any questions or suggestions regarding data protection at WIVW GmbH, you can contact our data protection officer at any time:

Dr. Marcus Schmitz

Würzburger Institut für Verkehrswissenschaften (WIVW GmbH)

Robert-Bosch-Straße 4

97209 Veitshöchheim

Email: datenschutz@wivw.de

4. Purposes of data processing

We use Microsoft Teams to communicate and collaborate with external partners, customers, service providers, and other stakeholders. Data processing takes place for the following purposes:

• Conducting online meetings, discussions, and video conferences
• Providing chat functions for communication
• Secondarily for exchanging files and documents

5. Type of processed data

When external individuals use Microsoft Teams, the following personal data is processed:

• User data: Name, email address, profile picture (if applicable)
• Communication data: Content of chat messages, shared files, audio and video recordings (if enabled)
• Technical data: IP address, Device information, connection data (e.g., date and time of use)

6. Legal basis

In the context of contractual relationships or pre-contractual matters, the legal basis for data processing is Art. 6 para. 1 lit. b) GDPR. Insofar as the processing is an essential component of using Microsoft Teams or no contractual relationship exists, the legal basis for data processing is Art. 6 para. 1 lit. f) GDPR. In both cases, our interest lies in the effective implementation of online meetings.

7. Transfer to third countries

Your data is generally processed by Microsoft on servers located within Germany. However, particularly in the case of support requests, it cannot be ruled out that your data may be transferred to a third country (outside the EEA). For this case, Microsoft has committed to complying with the EU Standard Contractual Clauses to ensure an adequate level of data protection.

8. Storage duration

Personal data will only be stored for as long as is necessary to fulfil the above-mentioned purposes or as required by law. Once the purposes have been achieved, the data will be deleted or anonymized, unless there are legal retention obligations.

9. Your rights

Under the GDPR, you are granted the following rights in connection with your data. To exercise your rights, you can contact our data protection officer or another employee at any time.

• Information: You have the right to receive information and confirmation from us at any time free of charge about the personal data stored about you.
• Rectification: If we process incorrect data about you, you have the right to request the correction of this data.
• Erasure: You have the right to request the deletion of your personal data, provided that no statutory retention periods prevent this.
• Restriction of processing: You have the right to demand that we restrict the processing of your data.
• Data portability: You have the right to receive the data concerning you that you have provided to us in a structured, commonly used and machine-readable format
• Right to object: You have the right to object to the processing of your data.
• Withdraw your consent: You have the right to withdraw your consent to the processing of your data at any time.
• Lodge a complaint: If we cannot help you satisfactorily and you are of the opinion that we are not processing your data in accordance with data protection regulations, you have the right to lodge a complaint with Bayerisches Landesamt für Datenschutzaufsicht.

10. Changes to the data protection information

We will revise this privacy policy whenever changes are made to our website or for other reasons that make this necessary. You will always find the most current version here on this website.