Information on how your data is used
1. Scope of application
The following data privacy notice applies to participation in online/virtual Munich Re events. ON24 is a platform that allows Munich Re staff to hold, record, view and share online events. They can make audio/video recordings of courses, meetings, conferences, presentations, training sessions, etc. (including all questions and chat sessions) and then make them available to other Munich Re (Group) colleagues (“recordings”). It is also possible to link conference calls made via a third-party service provider to the ON24 webcast, in order to allow mutual direct communication. This means that all participants registered for the ON24 event can also listen. In addition, the conference call is then recorded as part of the ON24 online event.
ON24 can contain links to third-party websites (external links), which remain the responsibility of the respective operators. Should you notice that this platform (ON24) contains links to websites whose content violates applicable law, please let us know at firstname.lastname@example.org. We will then remove such links from the platform without delay. Munich Re assumes no responsibility for the up‑to‑dateness, accuracy, completeness or quality of the information provided.
2. Use of your data
We would hereby like to explain how your personal data will be processed when you carry out or participate in online/virtual Munich Re events on the ON24 platform, and to inform you of your rights under data protection legislation.
2.1. Who will be responsible for processing your data, and how can you reach the Data Protection Officer?
Aktiengesellschaft in Munich
Tel.: +49 89 3891-0
Fax: +49 89 39 90 56
Our Data Protection Officer can be reached at the above address – by adding the words “Data Protection Officer” – or at the following email address email@example.com.
2.2 What categories of data will we use, and for what purposes do we process personal data?
ON24 will receive the email addresses of the presenter and all participants so as to allow people to participate in the event. Only the respective participants whose details have been lodged with ON24 can take part in the webcast. ON24 sends you a link via which you can take part in the event and which you must confirm. Prior to the event, you will also be sent two confirmation and reminder emails.
As the presenter, you will decide what information – about your career, for example – you would like to provide during the online/virtual event. As a participant, you will decide what identity to use for chatting, asking questions, or otherwise communicating during the event. However, the email addresses of all participants will be visible. An audio/video recording of the event will be made, as well as of conference calls involved, where relevant. Participants’ written contributions during chat or question sessions will also be recorded. In addition, the recordings can be made available for a certain period of time to Munich Re (Group) staff for training purposes, for corporate communication purposes and for knowledge sharing, but also for other similar purposes.
2.3 What is the legal basis for our processing of your personal data?
We process your personal data in compliance with the EU General Data Protection Regulation (GDPR), the German Federal Data Protection Act (BDSG), and all other applicable laws:
a. Based on the consent you have given (Art. 6(1)(a) of the GDPR)
For the presenter, the making and publication of audio/video recordings is done on the basis of their consent. The same applies to participants’ written contributions and any audio recordings of participants. The anonymisation and further processing of your personal data by ON24 is also carried out on the basis of the consent you have given.
b. To fulfil (pre-)contractual obligations (Art. 6(1)(b) of the GDPR)
For external presenters, the making and publication of audio/video recordings can also be related to the performance of their consultancy agreement.
c) To fulfil the employment relationship [in accordance with] Section 26(1), first sentence, BDSG, in conjunction with Art. 88(1) of the GDPR
For participants, the processing of contact information, written contributions and audio recordings can also serve to fulfil the employment relationship, as well as purposes compatible with it (such as, in particular, training and further training). Collective agreements (group and works agreements) can set more detailed rules on this.
d. Based on legitimate interests (Art. 6(1)(f) of the GDPR)
If we process contact information or record participants’ text messages and make them available as described above, this can also be on account of Munich Re’s overriding legitimate interests.
The further processing of your personal data after the consent you gave has been withdrawn can also be founded on this legal basis. This presupposes that Munich Re’s legitimate interests in further processing override your interest in erasure of the data. Once recordings and written contributions of several participants have been published, it is generally no longer possible for an individual data subject to withdraw their consent.
There may also be a legitimate interest in the further processing of your personal data to defend against legal claims to which Munich Re is exposed.
2.4 Who receives your data?
ON24 operates the event platform. ON24 also provides Munich Re with technical support and may see real ID data in this connection. It may be necessary for ON24 to use additional service providers for the administration and maintenance of IT systems, for example.
Within Munich Re, only the staff and departments responsible for the respective process will receive the data concerned, and to the extent that it is required for the above-mentioned purposes. The data may also be disclosed to service providers for the purposes set out above. External service providers may provide support in connection with, for instance, the management of online/virtual events. This may be another communications service provider (like Chorus Call, for example).
Authorised staff in our worldwide reinsurance organisation also have access to content on the ON24 event platform.
2.5. Will we send your data to third countries?
If personal data needs to be transferred to service providers or Group companies outside the European Economic Area (EEA), this will be done only if the European Commission has confirmed that the respective country’s level of data protection is sufficient, or if data protection is otherwise sufficiently guaranteed (for example through standard EU contractual clauses). With ON24, whose registered office is in the USA, we have signed both a data processing agreement pursuant to Article 28 of the GDPR and standard EU contractual clauses in order to ensure an appropriate level of data protection.
2.6 What measures do we have in place to protect your data?
We and ON24 have state-of-the-art technological and organisational security measures to protect data against accidental or intentional manipulation, loss, destruction, and access by unauthorised parties. We use Secure Socket Layer (SSL) encryption to protect any information you enter in dialogue forms on the ON24 platform. This SSL link protects your data against unauthorised third-party access during transfer. You can recognise an encrypted connection by the change in your browser address line from “http://” to “https://”, and the padlock symbol appearing in your browser bar.
2.7 How long will your data be stored?
We will delete the audio/video recordings and participants’ text messages within four months. The data will be stored at ON24 for a further 90 days, and then deleted or anonymised (user data). We will store your declaration of consent for a maximum of one year.
2.8 Are you required to provide us with your data?
You are not required to provide personal data when using the online platform. We will, however, need your email address so that we or ON24 can grant you access to the event. Without this data, Munich Re cannot provide the services you request. For presenters, their existing contractual relationship may require them to provide personal data, particularly contact information and, for example, information on their career. Participants too may be required to provide contact information, for example, under their contract of employment.
2.9 What data protection rights can you claim as a data subject?
At the address indicated above, you may request information on the personal data we have stored under your name. In addition, under certain conditions you may request that your data be corrected or deleted. Furthermore, you may have a right to restriction of the processing of your data, and a right to receive the data you have provided in a structured, commonly used and machine-readable format.
Please contact the aforementioned address to exercise these rights.
Right to object / Right to withdraw consent
If we process your data for the purposes of protecting legitimate interests, you may object to this processing on grounds relating to your particular situation. We will then stop the processing, unless we have compelling legitimate interests to do so which override your grounds. Even after giving your consent, you are entitled to revoke it for the future without detriment. We will then stop the processing, unless we have compelling legitimate interests to do so which override your grounds.
2.10 Whom can you contact if you have a complaint?
If you have a complaint, you may contact the aforementioned Data Protection Officer, or the state data protection authority. The public authority responsible for Munich Re is:
Data Protection Authority of Bavaria for the Private Sector (Bayerisches Landesamt für Datenschutzaufsicht)
3. Integration of social networks
On the ON24 platform for online/virtual events of Munich Re (Group), social network features or social plug-ins can be integrated as small icons. The event organiser decides on this and on the integration details. The icons become active and create a connection only if you deliberately click an icon, thus indicating your consent to communicating with such providers. By entering your personal login data to these networks, you create a connection to your identity. Communication in the social network can be visible to other event participants.
You will consequently exit the ON24 platform for online/virtual events of Munich Re (Group) and its sphere of influence. The ON24 platform saves which external networks you activate.
When you interact with the social plug-ins – for example, by entering a comment – a corresponding notification is sent to the social network and saved in accordance with the respective network’s policy. Please consult the respective social network’s data privacy notice with regard to the scope and purpose of the data collected, its use and processing, as well as your respective rights and settings options for protecting your privacy.
4. Amendments to this data privacy notice
You can access the previous version of our data privacy notice here.