Data protection notice for Zoom X powered by Telekom (video meetings, recording, transcription, AI analysis)

To conduct online meetings, video conferences, and webinars, we use Zoom X powered by Telekom, a service provided by Telekom Deutschland GmbH, Landgrabenweg 149, 53227 Bonn. Zoom Video Communications, Inc., San José, USA, is a subcontractor of Telekom.

Data processed

Display name, email address (if applicable), and Zoom user ID (for logged-in users), audio and video data (if camera/microphone is enabled), chat and text messages, meeting metadata (duration, number of participants, IP address, device information).

Legal basis

For employees of the Leibniz Headquarters: Art. 88(1) GDPR in conjunction with § 26 BDSG. For external participants: Art. 6(1)(f) GDPR (legitimate interest in conducting meetings).

Recording and Transcription

In certain meetings, audio, video, and conversation content are recorded and automatically transcribed. Participants are explicitly informed of this in advance in the meeting invitation and at the start of the meeting. Recordings and transcripts are deleted no later than 30 days after the meeting.

AI Analysis (Zoom AI Companion)

In selected meetings, the Zoom AI Companion is used to automatically generate meeting summaries and action items. Participants are notified in advance when this feature is activated. AI processing takes place on servers in Germany or the European Union (AWS, Germany configuration in accordance with the Data Processing Agreement (DPA)). Zoom does not use meeting content to train AI models. AI summaries are deleted no later than 90 days after the meeting.

Data Processing Agreement

A Data Processing Agreement (DPA) has been entered into with Telekom Deutschland GmbH in accordance with Article 28 of the GDPR, which also covers AI processing by Zoom as a subprocessor.

Data processing outside the EU

Processing takes place primarily on servers in Germany. In exceptional cases—particularly for Tier 3 support—data may be processed by Zoom at locations within the EU as well as in third countries (including the U.S.). EU Standard Contractual Clauses (SCCs) have been agreed upon for this purpose.