Data Privacy Statement for OpenScape Web

Scope
Data Handled by Unify Through myPortal to go
Disclosure of Your Personal Data
Accessing, Correcting and Deleting Your Information
Security
Data Location
Changes to this Data Privacy Statement
How to Contact Unify
Data Protection Officer

Scope

OpenScape Web is a unified communications app for iOS, Android and other smartphones’ operating systems. It is provided by Unify Software and Solutions GmbH & Co. KG, Mies-van-der-Rohe-Strasse 6, D-80807 Munich, Germany (“Unify”).

OpenScape Web enables you to set up or join collaboration conferences over the web, including connection to remote hosts.
While the clients joining a conference may run as standalone solution, setting up a conference requires an account for the product OpenScape Web Collaboration (“Web Collaboration Account”) which is generally provided to you by your organization (“Your Organization”).

OpenScape Web connects to a server provided by Unify (“Web Collaboration Server”). Your Organization may provide its own server for such data exchange; in this case, Unify is not involved in the data transfer.

This data privacy statement applies to the Personal Data exchanged between OpenScape Web and the Web Collaboration Server. This Data Privacy Statement does not apply to any other of Unify’s products, sites, or services.

In case the Web Collaboration Server is provided by Your Organization, Your Organization may deviate from this Data Privacy Statement. In this case, Your Organization will provide you with further information on these deviations.

Data Handled through OpenScape Web

Personal Data

When we refer to “Personal Data”, we mean any information relating to an identified or identifiable natural person . In fact, this is how the term “personal data” is defined in the EU Data Protection Directive and, based upon it, in the national implementations of the directive into local law. When you use OpenScape Web, it is inevitable that different types of Personal Data are submitted to, collected by and stored inside the Web Collaboration Server. We want you to better understand what kinds of Personal Data Unify and the Web Collaboration Server collect, store and process, and for which purposes.

Data Handled When Using OpenScape Web

OpenScape Web allows you to use Web Collaboration web conferencing services on your smartphone. You may share your desktop or just a single application with participants. Moderators can also give control to a participant, which enables that participant to write directly in the moderator’s document.

When logging on to your Web Collaboration Account the first time with OpenScape Web, the Web Collaboration Server address, license number and the login data (user name and password) is stored on your smartphone.

When using OpenScape Web, in order to use the features provided by OpenScape Web on your smartphone, OpenScape Web may

use the camera of your smartphone as a webcam, and
send chat messages to other participants as part of the chat function.

Chat messages will be stored until session ending.

Disclosure of Your Personal Data

Unify will not disclose Personal Data outside of Unify except as you direct, or as otherwise agreed. Unify will use Personal Data only to the extent necessary for the performance of Unify’s contractual duties.

Unify occasionally contracts with third parties for supply with services and products such as customer support, data management, and technical infrastructure services on behalf of Unify in form of a commissioned data processing. Unify may provide these third parties with access to Personal Data if and to the extent necessary for them to render their services or deliver their products. These third parties are required to maintain the confidentiality of the Personal Data and are prohibited from using it for any purpose other than that for which they are engaged by Unify. Unify makes the necessary contractual arrangements that are required under the EU Data Protection directive and the applicable local law (e.g. the German Federal Data Protection Act – Bundesdatenschutzgesetz, BDSG) for a legally compliant transfer, or processing, of Personal Data by these third parties.

Unify may share the contact data provided during the signup-process with third parties for purposes of fraud prevention or, where necessary, in order to process payment transactions.

Unify does not share any of your Personal Data with advertisers.

Unify will not disclose Personal Data to a third party (including law enforcement, other government entity, or civil litigant and excluding Unify’s subcontractors, see above) except as you or your organization direct Unify or unless Unify is required to do so by applicable laws. In the event a third party requires Unify to hand over your Personal Data, Unify will inform the third party to request the Personal Data directly from you or your organization. As part of that process, Unify may provide the contact information of the customer contact to the third party. If Unify should be forced by applicable laws to hand over your Personal Data to the third party, Unify will use commercially reasonable efforts to notify you in advance of a hand over, provided this is not prohibited by applicable laws.

Accessing, Correcting and Deleting Your Information

Between Unify and the Your Organization, Your Organization is the responsible entity for all users and all generated user content. The management of Personal Data of Your Organization’s users is a task that is handled by Your Organization internally, e.g. by making use of the administrative facilities provided to Your Organization. Unify will generally obtain consent from Your Organization prior to responding to requests from individual users, unless required otherwise by applicable law.

You may access, correct or delete Personal Data stored on the Main System by using the tools provided within the Main System solution (for example, editing your profile information via web based management) or through the administration console with the help of your organizations’ responsible administrator.
Changes you make to your information take immediate effect on your Web Collaboration Account.

Before approaching Unify, you should first direct privacy related inquiries to Your Organization that provides access to the systems.

Security

Unify has implemented and will maintain appropriate technical and organizational measures, internal controls, and information security routines intended to protect your information stored at Unify against accidental loss, destruction, or alteration; unauthorized disclosure or access; or unlawful destruction. Specific arrangements about the security measures Unify takes are part of the Data Processing Agreement in place between Your Organization and Unify.

Please contact Your Organization for information about technical and organizational measures in place with regard to your information stored in the Main System.

Data Location

All Personal Data are stored on the Web Collaboration Server inside the European Union. If Your Organization is running its own Web Collaboration server, the Personal Data will be stored on this server. The Personal Data may be transferred to, stored and processed in countries outside the EU, e.g. in the United States or in any other country where Unify or the Unify Affiliates or their service providers maintain facilities. Unify has made the necessary contractual arrangements that are required under the EU Data Protection directive and the local applicable laws (e.g. the German Federal Data Protection Act – Bundesdatenschutzgesetz , BDSG) for a legally compliant transfer, or processing, of Personal Data.

Please contact Your Organization for information about any transfer, storage or processing of Personal Data in countries outside the EU in the course of the operation of the Web Collaboration Server.

Changes to this Data Privacy Statement

Unify may occasionally update this Data Privacy Statement to reflect customer feedback, changes in the app or in the OSCC-E Server, and updates to applicable data privacy laws and regulations. Prior to making such changes effective, Unify will notify you and Your Organization through the customer contact in advance by posting a notice on the login page. Unify will provide a link under which you can review the updated statement. Depending on your or Your Organization’s settings, Unify may instead, or in addition, send a notification email, or post a message inside the system. These notification(s) will be made independent of, and do not intend to limit, any notification procedure agreed with Your Organization in the Agreement.

We encourage you to periodically review this privacy statement to learn how Unify is protecting your data.

How to Contact Unify

Unify welcomes your comments. If you have questions about OpenScape Web, or Unify’s privacy and security commitments, please contact Unify at https://unify.com/en/contact-us.

Data Protection Officer

You may address any concern about Unify’s use of your Personal Data to Unify’s data protection officer. You may also send any inquiries about information on Unify’s use of Personal Data, as well as requests for the blocking or deletion or correction of your Personal Data, to Unify’s data protection officer. The Unify data protection officer can be contacted via email: dpo-global@atos.net .