Information on how your data is used

Münchener Rückversicherungs-Gesellschaft Aktiengesellschaft in München (hereinafter: “Munich Re”) knows that it is important to you to be able to maintain your privacy while participating in online/virtual events held by ON24 on behalf of Munich Re. It is in our mutual interest that we take our responsibility to guarantee the privacy of your data very seriously, in compliance with the applicable provisions of data protection law. We use state-of-the-art technology to communicate with you while keeping your data secure.

1. Scope of application

The following data protection notice applies to the participation in online/virtual Munich Re events. ON24 is a platform that allows Munich Re staff to hold, record, watch and disseminate online events. You can make audio/video recordings of courses, meetings, presentations, training sessions, etc. (including all questions and chat transcripts), and then make the recordings available to Munich Re (Group) colleagues. 

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 a link to a site whose content violates applicable law, please let us know at contact@munichre.com. We will then remove such links from our website without delay. Munich Re assumes no responsibility as to the topicality, correctness, 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?

Münchener Rückversicherungs-Gesellschaft
Aktiengesellschaft in Munich
Königinstrasse 107
80802 München
Germany

Tel.: +49 89 3891-0
Fax: +49 89 39 90 56
Email: contact@munichre.com

You can contact the Data Protection Officer by writing to the above-mentioned postal address; please include “Data Protection Officer” in the address. Alternatively, you can send an email to datenschutz@munichre.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.

As the presenter, you will select the pieces of information – about your career, for example – that you would like to provide during the online/virtual event. As a participant, you will pick an identity to use for chatting, asking questions, or otherwise communicating during the event. An audio/video recording of the event will be made. There will likewise be a written record of the things that participants write during chat or question sessions. In addition, the recordings can be made available for a certain period of time to Munich Re (Group) staff for training purposes, for purposes of corporate communications, for the exchange of knowledge and for further similar purposes.

ON24 automatically collects data about usage and activity on the platform. This will also apply for your activities in such social networks that are accessible via the ON24 platform. Because of your consent ON24 is authorised to anonymise your personal data and use them for its own purposes (e.g. to improve the services and for marketing purposes). You can find more information in the ON24 Platform Privacy Policy (https://portal.on24.com/w3c/privacy.html). 

The ON24 also uses cookies. For more information please contact the ON24 Cookie Policy (Cookie Policy).

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 (Article 6[1]{a} of the GDPR)

For presenters, audio/video recordings will be made and shared in accordance with the consent you have given (Article 6[1]{a} of the GDPR). The same applies to all written contributions from participants. Similarly, the consent you have given will serve as a basis for ON24 to anonymise and subsequently process your personal data.

b. To fulfil (pre-)contractual duties (Article 6[1]{b} of the GDPR)

For external presenters, making and sharing audio/video recordings can also occur within the scope of you fulfilling your consultancy agreement.

We will process your personal data (primarily your business contact information) mainly to contact you and to communicate with you and/or your company, in our contact management system.

c. Based on legitimate interests (Article 6[1]{f} of the GDPR)

If we process contact information or we keep written records of texts written by participants – and we make them available as described above – doing so can also be on account of Munich Re’s overriding legitimate interests.

2.4 Who receives your data?

ON24 operates the event platform. In addition, ON24 provides technical support to Munich Re; in this context, ON24 can examine plain data, where applicable. It can be necessary for ON24 to use additional service providers for the administration and maintenance of IT systems, for example.

Within Munich Re, only those staff and departments who are responsible for the respective process will receive personal data in order to meet the above-mentioned requirements. 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 execution of online/virtual events.

Authorised staff in our worldwide reinsurance organisation also have access to content on the ON24 event platform.

Service providers that we use to send you the requested information (such as brochures by mail, issuing electronic newsletters) will receive the necessary personal data.

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). ON24, whose registered office is in the USA, and 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. SSL encryption 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 window.

For your own security, please always use the contact forms provided for a specific online/virtual event. If you send us or ON24 unencrypted data in a normal, unprotected email, it is possible that unauthorised parties may gain knowledge of or modify your data during transmission via the internet.

2.6 How long will your data be stored?

We will delete the audio/video recordings and participants’ texts within four months. The data will be stored at ON24 for an additional 90 days, and then deleted or anonymised. We will store your declaration of consent for a maximum of one year.

2.7 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 event access. Without this data, Munich Re cannot carry out the services you request. For presenters, their existing contractual relationship may obligate them to provide personal data, particularly contact information and, for example, information on their career.

2.8 What privacy rights can you claim as a data subject?

You may request information from the address indicated above about the personal data we have stored under your name. In addition, under certain circumstances, you can demand corrections to or the erasure of your data. 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.

In addition to your right to object, you have a right to information, a right to rectify or erase data under certain conditions, as well as a right to restrict data processing. Upon request, we will make the data that you provided available in a structured, accessible and machine-readable format. Please contact the aforementioned address to exercise these rights.

Right to object
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 consequences. Doing so, however, may conflict with other contractual obligations.

2.9 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 authority responsible for us is:

Data Protection Authority of Bavaria for the Private Sector (Bayerisches Landesamt für Datenschutzaufsicht)
Promenade 27
91522 Ansbach
Germany

https://www.lda.bayern.de/de/kontakt.html

poststelle@lda.bayern.de

3. Use 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 integrated icons. The person in charge of the event will decide if, when and how social network features will be used. 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. The other participants may view your input in the social network.

You will consequently exit the ON24 platform for online/virtual events of Munich Re (Group) and its sphere of influence. The ON24 platform does record which external networks you activate. The next time you visit the ON24 platform, the social media plug-ins return to the default inactive mode, ensuring that no data is automatically communicated to social media upon such return visit.

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 protection notice with regard to the scope and purpose of the data collected, its use and processing, as well as your respective rights and options in protecting your privacy.

4. Email handling

The email address you provide will be used by the ON24 platform for online/virtual events of Munich Re (Group) in order to reply to you with the information you request. Any confidential information will be encrypted. The email address will be saved exclusively for corresponding with you, and not disclosed to third parties. You will never receive an unsolicited email from us or ON24. For this reason, if you ever receive an unsolicited email that purports to be from us or ON24, it is fraudulent and should be deleted. Before you send Munich Re an unencrypted email, please remember that its content is not protected against unauthorised access or manipulation.

5. Amendments to this data protection notice

The continual improvement of our website and the use of new technology make it necessary to amend our data protection notice from time to time. When visiting our website, please read the current version of our data protection notice (current status: August 2020).

You can access the previous version of our data protection notice here.

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