Zoom at the Viadrina

The campus licence offers the same functionalities as individual Zoom licences. You can use Zoom via the client, the web browser and within Moodle.

Video conferences with up to 1,000 participants are possible. However, as there is only limited capacity for conferences with more than 300 participants, please contact the IKMZ at it-support@europa-uni.de

in such cases

Enter the access data for your Viadrina account using the Sign In button. Zoom will send a link to your EUV mailbox to verify your email address and update your account.

Important: The login takes place exclusively within the Viadrina systems; your access data will not be passed on to Zoom.

If you already have an existing individual licence for Zoom:

• Please first check in your account settings under Profile whether your Viadrina email address is entered as the login email address.

• If necessary, change your login email using the Edit button - the link to the campus licence is only possible if your account is registered via your Viadrina email address.

Problems with the migration of Basic accounts: The migration of Basic accounts to the campus licence often does not work smoothly. If you have difficulties, you can

(1) delete your Zoom Basic account and create a new account within the campus licence via Zoom of the EUV or

(2) contact the IKMZ at it-support@europa-uni.de

Using Zoom in teaching: To use Zoom in teaching, you need a Viadrina Zoom account. Students only need the app on their device and the meeting link to join. A separate account is only required if you want to create meetings and send invitations.

Integration of Zoom into Moodle: There are two ways to integrate Zoom into Moodle:

1. "External tool" activity: Select Zoom as a preconfigured tool
.
2. Activity "Link/URL": Insert the Zoom meeting link.

Schedule a meeting: Meetings can be scheduled in the browser, via the Zoom desktop client or the mobile app. You can send invitations via participation URL or by creating an activity in Moodle. As a moderator (host), you can create Zoom sessions and have control over the options for the scheduled sessions.

Meeting functions: You have various setting options for both planning and conducting meetings in Zoom. In addition, you can create recordings locally or in the cloud and then share them with the participants.

Lock meeting/security options: A Zoom session that has already started can be locked by the moderator (host). New participants will then not be able to join, even if they have a meeting ID and password.

Menu bar (bottom) > Security > Lock meeting

Survey function: You can prepare surveys before the Zoom session and conduct them in an ongoing Zoom session. You can also create the surveys during the meeting. Start your planned meeting and click on Polls in the menu bar. In the poll function, you can prepare polls with single or multiple choice questions. Important! Please activate the Meeting poll option in the profile settings in your Zoom account.

• Log in > Settings > In Meeting (Basics) > Meeting survey

a) Prepare survey: Once activated, click on Meetings and create a new Zoom session. You can also edit a Zoom session you created earlier. Once the meeting is saved, scroll down. The Poll option will appear at the bottom. Click on Add. Enter the title and the first question. To make the survey anonymous, activate the Anonymous option. If you want to add more questions, click on Add a question. You can delete or edit the created surveys.

b) Start survey and show results: Click on Surveys in the menu bar.
c) After completing the survey, you can show the results or restart the survey.

If you have created several surveys, select the survey you want to conduct. You can spontaneously add new questions during the ongoing Zoom session, create new surveys and edit them. To do this, please click on Edit.

Breakout rooms: You can use the Breakout rooms function to split a Zoom session into small, separate sessions. First activate the breakout rooms in your account under

• Settings > In Meeting (Advanced) > Breakout room.

In the Zoom session, click on Create session. The rooms are created but not started automatically. Select the desired options:

• Assign participants automatically, allow to return to the main session at any time, end rooms after a certain time, send notification when time expires and countdown after the rooms have ended.

Manage breakout rooms: Move/swap participants, delete or add rooms, open or close all rooms, send message to all rooms.
As a host, you can automatically or manually assign participants and switch between sessions.

Rights as co-host: If students are to give a presentation, you must make them co-hosts during the Zoom session. There are two options:

• Option 1: Hover over the participant's video, click on More (3 dots) and select Appoint as co-host.

• Option 2: Menu bar (bottom) > Participant > More > Appoint as co-host

Additional information can also be found on the official Zoom website.

You can use the publication of the Verein für Demokratische Kultur in Berlin (VDK) e.V. and the Mobile Beratung gegen Rechtsextremismus Berlin (MBR) on the topic "Auch digital sichere Räume schaffen: Online-Veranstaltungen und -Seminare schützen (PDF)" to familiarise yourself with how to deal with right-wing extremist, racist and anti-Semitic disruptions and threats.

Use Zoom optimally for your online learning groups and sessions! As a Viadrina student, you can simply log in with your access data via the Viadrina domain. There you can create sessions and manage them effectively. Zoom gives you the flexibility to interact with your fellow students in real time, share content and learn together.

In contrast to Zoom's individual licences, the campus licence offers the advantage that the processing of meeting data - i.e. image and sound transmission as well as chat messages - can be restricted to servers that are subject to the GDPR. This setting was made for the Viadrina campus licence.

Anonymised metadata of all participants in a video conference as well as the personal data of Zoom user accounts (surname, first name, email address) will, however, continue to be transmitted to servers that are not subject to the provisions of the GDPR. The creation of a user account is therefore voluntary.
This means that students still have the right to object to the organisation of courses via Zoom (Art. 21 GDPR).
The Viadrina's data protection information for the use of Zoom can be found below:

Data protection information for online meetings, telephone conferences and webinars via "ZOOM" of the European University Viadrina Frankfurt (Oder) Foundation and the European University Viadrina Frankfurt (Oder)

The provision of an intuitively usable and reliable platform for video conferencing is necessary to maintain teaching and the public education mission even under the conditions of the coronavirus pandemic. For this purpose, Viadrina provides its members with the video tool "ZOOM". We are able to customise the configurations to a large extent and, in our view, switch off problematic functions directly or configure them in such a way that they meet our requirements. As a result, the events held with our edu licences are in a better position than when using the free version of ZOOM.
In particular, the data from video conferences (i.e. sound, images and chat messages in particular) are processed exclusively on servers that are subject to the regulations of the GDPR. Only the following data is processed on servers that are not subject to the GDPR: If you have a ZOOM user account, your account data and the metadata of the video conferences in which you participate); if you do not have an account, this applies to anonymised metadata about your participation in video conferences. Creating a ZOOM user account is voluntary.
We would like to inform you below about the processing of personal data in connection with the use of "ZOOM"

 

I. Purpose of the processing

ZOOM is used in administration, teaching and research to conduct virtual meetings, interactive online courses and online seminars (online meetings). The intended fulfilment of legal tasks in teaching, research and administration through the use of ZOOM requires data processing. This includes the use of the licensed products and services, provision of updates, ensuring information security and technical and customer-related support.
No performance or behavioural monitoring takes place based on your use of ZOOM. The use of ZOOM to compile personal statistics is not permitted.I. The controller for data processing within the meaning of the GDPR is the

European University Viadrina Foundation Frankfurt (Oder)
Große Scharrnstraße 59
15230 Frankfurt (Oder), or for the area of teaching and research the

European University Viadrina Frankfurt (Oder)
Große Scharrnstraße 59
15230 Frankfurt (Oder),

in each case legally represented by the President, Prof Dr Julia von Blumenthal.


II. Data Protection Officer:
Mr Nico Lamprecht c/o European University Viadrina Frankfurt (Oder)
Große Scharrnstraße 59
15230 Frankfurt (Oder)
datenschutz@europa-uni.de

III. data processor
ZOOM Video Communications, Inc, 55 Almaden Boulevard, 6th Floor, San Jose, CA 95113, is a data processor within the meaning of Art. 28 GDPR.
Note: This does not apply if you access the "ZOOM" website; in this case, ZOOM is the data controller. Due to the settings we have made, data from an online conference will only be processed on GDPR-compliant computers within the EU. Meeting metadata and, if you create a user account, your user data will also be processed on servers in the USA. III What data is processed?

The scope of the data processed when using ZOOM depends on the role of the user. You only need a user account if you plan and conduct ZOOM video conferences and act as a host or moderator. The creation of a user account for the use of ZOOM is voluntary.
Subject to the requirement to verify your participation, you as a participant can decide for yourself whether you participate in the chat or whether you share your microphone or camera.
Video and audio data contain your image and your voice as personal data within the meaning of Art. 4 No. 1 GDPR, as the data relates to you as an identified or identifiable natural person. In addition, the content of your contributions may allow conclusions to be drawn about your person. IP address and device/hardware information may also allow conclusions to be drawn about your person and must therefore be treated as personal data. The text within the chat function is stored in a separate file and is not part of the video in the event of a recording.
In the case of employees who act as system administrators or similar vis-à-vis ZOOM, the business e-mail address as well as billing and procurement data are processed in addition to the name.
Further information on data processing when using Zoom can be found on the Zoom pages and in the Zoom Trust Centre. Please note that this is an external website that is operated by Zoom Video Communications, Inc. under its own responsibility and that personal data is processed when you visit it.

1. storage
The data specified above will be processed for as long as is necessary to conduct the online meetings and related services. This does not apply if a longer storage or retention period is required by law or is necessary for the enforcement of rights within the statutory limitation periods.
If an online meeting is recorded, you will be informed of this by the organiser in advance and/or via a technical signal. You can deactivate your camera and microphone yourself and leave the meeting at any time. The recording saves the audio and video stream data and optionally the messages in the chat, question or survey function and remains saved beyond the duration of the meeting. The data stored on the cloud server of the ZOOM provider is automatically deleted after 30 days at the latest. If online meetings are not recorded, the provider does not store the meeting content after the end of the meeting according to its own information.
If you are logged in with a ZOOM account, reports on "online meetings" (meeting metadata, telephone dialling data, questions and answers in webinars, survey function in webinars) can be stored at ZOOM for up to one month.

2. Data processing outside the EU / EEA
The university's ZOOM account has been upgraded to an EU cluster and configured so that meeting data is processed exclusively in data centres in Germany and within the EU / EEA (Netherlands and Sweden).
Currently, it is not yet possible to configure ZOOM so that all data specified above under III. is processed exclusively in data centres within the EU / EEA. The meeting metadata listed here will continue to be processed in data centres in the USA; if you create a user account, this also applies to the user data. The transfer of meeting metadata to the USA is based on the standard contractual clauses (SCC) concluded by the EU Commission (Art. 46 para. 2 lit. c) GDPR).

3. recipients
Internal recipients are those employees of the university who need the data for their work in the course of fulfilling their duties. Further recipients exist in the event that we are legally obliged to pass on data.
External recipients of the data that you disclose during the online meeting are also the other participants in the online meeting.
As a processor, ZOOM Video Communications, Inc. processes your data to the extent described above within the framework of the order processing relationship. A list of other recipients to whom the personal data has been or will be disclosed, including recipients in third countries or international organisations, can be found on the Zoom pages.


4. Encryption
In addition to transport encryption, ZOOM now also offers the option of end-to-end encryption (E2EE) of the connection. This option should be utilised in particular for meetings with sensitive or sensitive content, such as personnel matters, or BBB should be used. Further information on E2EE can also be found on the Zoom pages.

5. Data processing in the cloud
ZOOM is committed to processing personal data in compliance with data protection regulations. In addition, we have done everything possible to ensure that data processing is secure, transparent and economical in accordance with legal requirements. Nevertheless, it should be noted that when using external cloud services, we generally have no direct influence on the security of data processing and are therefore dependent on ZOOM's compliance. For this reason, you should not disclose unnecessarily large amounts of confidential data and, if possible, use the university's own BigBlueButton service (bbb.europa-uni.de). V. Your rights as a data subject

With regard to the personal data concerning you, you have the following rights:
Right to withdraw your consent with effect for the future (Art. 7 para. 3 GDPR)
Right to confirmation as to whether data concerning you is being processed and to information about the processed data, to further information about the data processing and to copies of the data (Art. 15 GDPR)
Right to rectification or completion of inaccurate or incomplete data (Art. 16 GDPR)
Right to erasure of data concerning you without undue delay (Art. 17 GDPR)
Right to restriction of processing (Art. 18 GDPR)
Right to receive the data in a structured, commonly used and machine-readable format, provided that the processing is based on consent pursuant to Art. 6 (1) subpara. 1 lit. a or Art. 9 (2) lit. a) or on a contract pursuant to Art. 6 para. 1 subpara. 1 lit. b) and no exception applies (Art. 20 GDPR)
You also have the right to lodge a complaint with a supervisory authority about the processing of personal data concerning you (Art. 77 GDPR). The supervisory authority within the meaning of Art. 51 para. 1 GDPR for the data controllers here is in accordance with Section 18 para. 1 LDSG: The Brandenburg State Commissioner for Data Protection and for the Right of Access to Files, Stahnsdorfer Damm 77, 14532 Kleinmachnow

Right to object pursuant to Art. 21 GDPR
You have the right to object to the future processing of data concerning you, provided that the data is processed in accordance with Art. 6 para. 1 subpara. 1 lit. e) or f) GDPR.

 

VI Legal bases of the data processing

The European University Viadrina Foundation and the European University Viadrina use ZOOM in the areas of study and teaching, science and research as well as in the context of administration and press and public relations work. The relevant legal basis for data processing depends on the respective area of application. The university processes the personal data of students, employees, other members and relatives and, if applicable, external parties for participation in courses, online examinations, discussions and other online meetings.
The processing of this data is necessary for the fulfilment of tasks in the public interest and for the fulfilment of a legal obligation of the university. The legal basis is Article 6(1)(1)(c), (e), (3) GDPR in conjunction with the tasks assigned to the university by the State Higher Education Act (LHG), in particular Sections 4, 21, 26, 35 and 61 BbgHG, as well as other legal provisions.
In the context of press and public relations work, the University may also exceptionally invoke its legitimate interest in data processing in accordance with Art. 6 para. 1 sentence 1 lit. f) GDPR, unless the interests or fundamental rights and freedoms of the data subject, which require the protection of personal data, prevail.
The University processes personal data of applicants and employees (members and relatives) insofar as this is necessary for the establishment, implementation, termination or handling of the respective service or employment relationship or for the implementation of internal planning, organisational, personnel, social or budgetary and cost accounting measures, in particular for the purposes of personnel planning and deployment, or is provided for in a legal provision, a collective agreement or a service or works agreement (collective agreement). The legal basis results from Art. 6 para. 1 subpara. 1 lit. b), e), para. 3, Art. 88 GDPR in conjunction with Art. 14 para. 9 BbgVO. § Section 14 (9) BbgHG, Section 26 of the State Data Protection Act (LDSG) and Sections 94 et seq. Brandenburg State Civil Service Act (LBG). The legal basis for the processing of personal data that you optionally disclose is your consent in accordance with Art. 6 para. 1 subpara. 1 lit. a), 7 GDPR. VII Amendment of this data protection notice

We will revise this data protection notice in the event of changes to data processing or other occasions that make this necessary. The current version can always be found on this website.
As at: April 2021