for Roamsys Webinars
1. Controller and Data Protection Officer
The controller within the meaning of the General Data Protection Regulation (GDPR) is:
ROAMSYS S.A.
13, Fausermillen
6689 Mertert
Luxembourg
Email: info@roamsys.com
Website: https://roamsys.com
Data Protection Officer:
DURY Compliance & Consulting GmbH
Obertorstraße 1
66111 Saarbrücken
Germany
Email: dsb@datenschutz-compliance.de
2. Purpose of Processing
We process personal data in connection with organizing and conducting webinars via Microsoft Teams.
Participants are required to register for the webinar. The information provided during registration is used for the purpose of:
- Verifying eligibility and manually reviewing registrations
- Filtering and approving participants prior to granting access
- Enabling participation in the webinar
- Managing attendance
The webinar is primarily addressed to existing customers using our tools. It is promoted via social media, flyers, events, and email signatures.
Beyond registration review, participation management, and conducting the webinar, personal data will not be used for further purposes unless a separate legal basis applies.
If the webinar is recorded, the recording serves documentation and informational purposes.
3. Categories of Personal Data Processed
In connection with webinar registration and participation, we may process:
- First and last name
- Email address
- Company / organization
- Registration details
- IP address
- Usage data (join time, duration, interaction data)
- Audio, video, and chat contributions
- Content shared via screen sharing
4. Legal Basis for Processing
Processing is based on the following legal grounds:
- Art. 6(1)(b) GDPR – processing necessary for the performance of a contract or pre-contractual measures, insofar as the webinar is provided to customers using our services
- Art. 6(1)(f) GDPR – legitimate interest in conducting webinars efficiently, verifying participants, and promoting our services
Moderators are recorded as part of their professional role. No consent is required.
Participants are not recorded, therefore no consent is required.
Where processing is based on consent, consent may be withdrawn at any time with effect for the future.
5. Use of Microsoft Teams
We use Microsoft Teams, a service provided by:
Microsoft Corporation
One Microsoft Way
Redmond, WA 98052-6399
USA
Microsoft processes personal data on our behalf as a data processor pursuant to Art. 28 GDPR.
Further information is available at:
https://privacy.microsoft.com
6. International Data Transfers
Personal data may be transferred to Microsoft servers in third countries, including the United States. Microsoft implements appropriate safeguards, including Standard Contractual Clauses approved by the European Commission, to ensure an adequate level of data protection.
7. Recording of Webinars
If a webinar is recorded:
- Only organizers, co-organizers and presenters are recorded.
- Webinars are conducted by moderators or presenters, who may include both internal Roamsys employees and external contributors, as appropriate.
- Participants are not recorded (no audio/video).
- Interaction via chat and Q&A only.
- Chat and Q&A are not part of published recordings.
- Participants will be informed prior to the start of the recording
- Audio, video, and chat contributions may be included in the recording
- Recordings are used solely for documentation and informational purposes
- Recordings may also be used for internal training purposes
- Recordings or excerpts may additionally be used as training materials or user guidance documentation for customers or users of our services
Active participation via audio or video is voluntary.
8. Technical Setup
Organizers/presenters can see participant names and manage interaction.Participants can view the presentation and use chat and Q&A functions, while their camera and microphone are disabled by default. Participants can only see the total number of attendees, while participant names are not visible to other participants and are displayed only as “Attendees” or “Participants”.
9. Data Retention
Personal data processed in connection with webinars is stored within our Microsoft 365 environment (SharePoint). Access to recordings is restricted to authorized Roamsys employees.
Webinar-related data is retained in accordance with our internal retention policies and applicable statutory requirements.
No fixed deletion period; recordings may be stored long-term for training purposes.
If no specific deletion request is made, webinar-related data will remain within our Microsoft 365 tenant until manually deleted or until applicable retention policies apply.
10. Recipients of Data
Personal data may be shared with:
- Internal employees responsible for organizing and conducting the webinar
- IT service providers
- Microsoft as data processor
No further disclosure to third parties takes place unless legally required.
11. Your Rights
You have the right to:
- Access (Art. 15 GDPR)
- Rectification (Art. 16 GDPR)
- Erasure (Art. 17 GDPR)
- Restriction of processing (Art. 18 GDPR)
- Data portability (Art. 20 GDPR)
- Object to processing (Art. 21 GDPR)
- Withdraw consent at any time
You also have the right to lodge a complaint with the competent supervisory authority:
Commission Nationale pour la Protection des Données (CNPD)
Luxembourg
https://cnpd.public.lu
12. Data Security
We implement appropriate technical and organizational measures to protect personal data against loss, misuse, unauthorized access, alteration, or disclosure.