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Terms of use Microsoft 365 for employees

Responsible body

Maschinenfabrik Reinhausen GmbH
Falkensteinstr. 8, 93059 Regensburg
Germany

Phone: +49 (0)941 4090-0
E-Mail: info@reinhausen.com

Data protection officer

Christian Volkmer (Projekt 29 GmbH & Co. KG)
Ostengasse 14, 93047 Regensburg
Germany

Phone: +49 (0)941 2986 930
E-Mail: anfragen@projekt29.de

Information Requirements

Information requirements in accordance with Art. 13 GDPR

Microsoft 365 is a cloud service provided by Microsoft for employees of Reinhausen Group GmbH and via which various IT services (e.g. teams, email mailbox) are available. When using it, both organizationally and technically, and when introducing new M365 products, the company agreement on the introduction of ICT systems must be taken into account: Group Works Agreements

The following general conditions apply to use:

  • The services offered are provided on servers that are not located in data centers of the Reinhausen Group and to which the Reinhausen Group has no physical access. Microsoft alone is responsible for the services offered there.
  • Authentication for Microsoft 365 takes place outside the company network in the entire Reinhausen Group by means of a 2-factor check with the Microsoft Authenticator.
  • The protection requirements of the data stored in Microsoft365 must be checked with regard to the data category, protection requirements and suitability and, if necessary, coordinated with the Reinhausen Group data protection officer. The following organizational data protection statement must be observed: Privacy policy for MS Teams
  • Applicable contractual agreements, legal provisions or Reinhausen Group internal guidelines for the use of data must be complied with and, if necessary, coordinated with the Data Protection Officer. Examples include agreements with third parties on confidentiality or legal requirements from the Basic Data Protection Regulation (DSVGO), which may exclude storage with a cloud service or only permit it under certain conditions. In particular, the following applies:
  • Personal particularly sensitive data pursuant to Art. 9 (1) DSGVO may be stored neither unencrypted nor encrypted in the cloud. This includes data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, as well as the processing of genetic data, biometric data for the unique identification of a natural person, health data, or data concerning the sex life or sexual orientation of a natural person.
  • The applicable license and usage conditions of Microsoft must be complied with: Microsoft license terms and Terms of Use
  • The private use of M365 is governed by the Group Works Agreement on the Private Use of ICT Systems.
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