Common use of Information Regarding the Processing Clause in Contracts

Information Regarding the Processing. Office 365 serves as the communication and collaboration platform within METRO and towards external users who work on METRO projects. This provides the technical opportunity to participate in chats, audio and video conferences or joint work projects across company or country borders and to communicate and collaborate with other METRO employees and external partners across company or country borders. p) Data Categories and Purposes of the Processing If you do not have a Microsoft account for Office 365, you can create a free account with the invitation. Microsoft is responsible for the personal data that is collected or processed when creating the account and the general use of Office 365. For this purpose, the corresponding Microsoft data protection notice applies, which is made known to you when creating the account and to which we hereby refer. Some of your personal data processed by us as part of Office 365 will be taken from the account you created at Microsoft for the use Office 365. Other personal data about you will only be collected, processed and stored if you voluntarily provide it during your use. The overview below shows which Office 365 application collects and stores personal data about you. You will also find information about the purposes of the data processing: Application Data Categories Purposes Delve Personal profile with name, contact data, organisation information and additional data provided voluntarily ▪ Daily collaboration and communication in the company and with external contacts ▪ Description of the individual user profile ▪ Content search in Office 365 ▪ Generating suggestions on possible documents and colleagues that may be of interest to the user Office Graph None. Any personal data used will be visible only through the components that use Office Graph; including SharePoint, Stream, OneDrive, Outlook and Delve. ▪ Order of relationships between persons and information ▪ Individual search for content in Office 365 ▪ Generating suggestions on possible documents and colleagues that may be of interest to the individual user Office Data for editing, creating and changing documents Individual document creation and editing OneDrive ▪ Data for editing, creating and changing documents ▪ Data for release including release status, access and changes by third parties ▪ Individual document management ▪ Support for daily collaboration and communication as well as project work and communication in the company and with external contacts ▪ Change history and versioning during document editing Outlook Online ▪ Mail data ▪ Calendar data ▪ Contact data ▪ Task data ▪ Daily collaboration and communication in the company and with external contacts ▪ Sending and receiving e-mail and schedules ▪ Calendar organisation ▪ Task organisation ▪ Managing contact data Planner ▪ Planning data with individual user tasks and status ▪ Support for daily collaboration and communication as well as project work and communication in the company and with external contacts ▪ Team and project work and team/project-based communication ▪ Activity management and control Skype Meeting Broadcast ▪ Participant data including e-mail address, browser information and language ▪ User data Conducting online conferences with large number of participants Stream ▪ Video data ▪ Data for creating video and user interaction (e.g. commenting) Daily collaboration and communication in the company and with external contacts Teams ▪ Content and communication data ▪ Name and profile picture ▪ Data for interaction and content (e.g. commenting) ▪ Support for daily collaboration and communication as well as project work and communication in the company and with external contacts ▪ Team and project work and team/project-based communication For more information about the functionality of each application, see Appendix 2 of the group works council agreement on the use of Office 365 (Konzernbetriebsvereinbarung zum Einsatz von Office 365) and the group operating agreement appendices to the Group-wide use of the IT Application Collaboration in the METRO Group (Konzernbetriebsvereinbarung zum konzernweiten Einsatz der IT-Anwendung Collaboration in der METRO Group), which are available on request. q) Legal Basis for the Processing Given the fact that Office 365 is used as a central communication and collaboration platform within METRO and for external users and you, as an external user, can be reached via these communication means, the data processing is necessary for implementing the contractual basis and is carried out legally based on Art. 6 (1)(1)(b) GDPR. In any case, we have a legitimate interest in processing the data, which lies in the effective and targeted implementation of the order as well as the efficient exchange with the involved METRO employees. In this case the legal basis is Art. 6 (1)(1)(f) GDPR. We also process personal data for the purposes of system maintenance and support by our administrators. This processing is necessary to pursue our legitimate interests in system security and system maintenance and is carried out legally based on Art. 6 (1)(1)(f) GDPR.

Information Regarding the Processing. Office 365 serves as the communication and collaboration platform within METRO and towards external users who work on METRO projectsMETRO. This provides the technical opportunity to participate in chats, audio and video conferences or joint work projects across company or country borders and to communicate and collaborate with other METRO employees and external partners across company or country borders. pf) Data Categories and Purposes of the Processing If you do not have a Microsoft account for Office 365, you can create a free account with the invitation. Microsoft is responsible for the personal data that is collected or processed when creating the account and the general use of Office 365. For this purpose, the corresponding Microsoft data protection notice applies, which is made known to you when creating the account and to which we hereby refer. Some of your personal data processed by us as part of Office 365 will be taken transmitted from the account you created at Microsoft a previous METRO system (address book of user contact management/Active Directory) for the your use of Office 365. Other personal data about you will only be collected, processed and stored if you voluntarily provide it during your use. The overview below shows which Office 365 application collects and stores personal data about you. You will also find information about the purposes of the data processing: Application Data Categories Purposes Delve Personal profile with name, contact data, organisation information and additional data provided voluntarily ▪ Daily collaboration and communication in the company and with external contacts ▪ Description of the individual user profile ▪ Content search in Office 365 ▪ Generating suggestions on possible documents and colleagues that may be of interest to the user Office Graph None. Any personal data used will be visible only through the components that use Office Graph; including SharePoint, Stream, OneDrive, Outlook and Delve. ▪ Order of relationships between persons and information ▪ Individual search for content in Office 365 ▪ Generating suggestions on possible documents and colleagues that may be of interest to the individual user Office Data for editing, creating and changing documents Individual document creation and editing OneDrive ▪ Data for editing, creating and changing documents ▪ Data for release including release status, access and changes by third parties ▪ Individual document management ▪ Support for daily collaboration and communication as well as project work and communication in the company and with external contacts ▪ Change history and versioning during document editing Outlook Online ▪ Mail data ▪ Calendar data ▪ Contact data ▪ Task data ▪ Daily collaboration and communication in the company and with external contacts ▪ Sending and receiving e-mail and schedules ▪ Calendar organisation ▪ Task organisation ▪ Managing contact data Planner ▪ Planning data with individual user tasks and status ▪ Support for daily collaboration and communication as well as project work and communication in the company and with external contacts ▪ Team and project work and team/project-based communication ▪ Activity management and control Skype Meeting Broadcast ▪ Participant data including e-mail address, browser information and language SharePoint Online ▪ User contact data Conducting online conferences with large number of name, contact data, organisation ▪ Contact ▪ Processing data for data, list elements and workflows ▪ Work space data ▪ Reporting data ▪ Providing tools for managing documents, project activities, schedules and project participants or workgroups (project rooms) ▪ Creating and applying workflows for information, editing and approving process content Stream ▪ Video data ▪ Data for creating video and user interaction (e.g. commenting) Daily collaboration and communication in the company and with external contacts Teams ▪ Content and communication data ▪ Name and profile picture ▪ Data for interaction and content (e.g. commenting) ▪ Support for daily collaboration and communication as well as project work and communication in the company and with external contacts ▪ Team and project work and team/project-based communication For more information about the functionality of each application, see Appendix 2 of the group works council agreement on the use of Office 365 (Konzernbetriebsvereinbarung zum Einsatz von Office 365) and the group operating works council agreement appendices to the Group-wide use of the IT Application Collaboration in the METRO Group (Konzernbetriebsvereinbarung zum konzernweiten Einsatz der IT-Anwendung Collaboration in der METRO Group), which are available on request. qg) Legal Basis for the Processing Given the fact that Office 365 is used as a central communication and collaboration platform within METRO and for external users and you, as an external useremployee, can should be reached reachable via these communication means, the data processing is necessary for implementing the contractual basis employment relationship and is carried out legally based on Art. 6 88 (1)(1)(b1S)(1) GDPR. In any case, we have a legitimate interest GDPR in processing the data, which lies in the effective and targeted implementation of the order as well as the efficient exchange association with the involved METRO employees. In this case the applicable national legal basis is (in Germany: Section 26 (1)(1) BDSG) or Art. 6 (1)(1)(f1)(1)(b) GDPR. We also process personal data for the purposes of system maintenance and support by our administrators. This processing is necessary to pursue our legitimate interests in system security and system maintenance and is carried out legally based on Art. 6 (1)(1)(f) GDPR.