Privacy Policy

Which Data Is Processed?

In order to run our website and the services associated with it, we process personal data on the basis of the following legal principles:

• consent (Art. 6 para. 1 lit. a) of the General Data Protection Regulation (GDPR))
• for fulfilling contracts (Art. 6 para. 1 lit. b) of the GDPR)
• on the basis of a balancing of interests (Art. 6 para. 1 lit. f) of the GDPR)
• for fulfilling a legal obligation (Art. 6 para. 1 lit. c) of the GDPR)

We will refer to the relevant terms in connection with the respective processing so that you can classify on which basis we process personal data.

If personal data is processed with your consent, you have the right to revoke this consent at any time prospectively.

If we process data on the basis of a balancing of interests, you as the person concerned have the right to object to the processing of personal data, taking into account the provisions of Art. 21 in the GDPR.

Access Data

When you visit our website, personal data is processed in order to display the website’s content on your end device.

In order for the pages to be displayed in your browser, the IP address of the end device you use must be processed. Additional information regarding your end device’s browser is also processed.

Under data protection law, we are also obliged to ensure the confidentiality and integrity of the personal data processed with our IT systems.

For this purpose, the following data is recorded on the basis of a balancing of interests:

• IP address
• Operating system of the computer accessing the page
• Browser version of the accessing computer
• Name of the requested file
• Date and time of the request
• Amount of data transferred
• Referring URL

The IP address will be deleted after 8 weeks at the latest from all systems used in connection with operating these web pages. We can then no longer establish a personal reference - from the remaining data. The data is also used to determine and correct errors on the web pages.

Contact Form

We provide a contact form on our website where you can request information about our products or services, or contact us in general. We have marked the data fields that are necessary for you to answer as mandatory fields. Any other data fields are voluntary.

We need this information in order to process your inquiry, to address you correctly and to send you an answer. Data processing is carried out for concrete inquiries for fulfilling a contract or entering into a contract. In the case of general enquiries, processing is based on a balancing of interests.

Inquiries received via the contact form on our website are processed electronically by us in order to answer your enquiry. In this context, other persons, departments and possible third parties may also become aware of the content on the form you have sent.

Data on the form is sent online via encrypted connections.

Cookies

Cookies are not used on the website www.videotovoice.com.

Our app “Frazier” at app.videotovoice.com uses cookies. Cookies are small text files that are stored in your end device via your browser. Cookies are necessary for certain functions on our web pages.

We use session cookies, which are automatically deleted by your browser immediately after the end of your visit. However, if you select “Remember me” during login, we also use persistent cookies, which are not automatically deleted at the end of your visit.

You can prevent cookies being used by making the appropriate settings in your browser. However, we would like to point out that there may be restrictions when using our website. No programs or other applications are installed or started on your computer by cookies.

Audio and Video Conferences

Data Processing

We use online conferencing tools to communicate with our clients. The specific tools we use are listed below. If you communicate with us by video or audio conference via the Internet, your personal data will be collected and processed by us and the provider of the respective conferencing tool.

Online conferencing tools collect all data that you provide/enter to use the tools (email address and/or your telephone number). Furthermore, the conferencing tools process the duration of the call, start and end (time) of participation in the call, number of participants and other “contextual information” related to the communication process (metadata).

Furthermore, the provider of the tool processes all technical data that is necessary for handling the online communication. In particular, this includes IP addresses, MAC addresses, device IDs, device type, operating system type and version, client version, camera type, microphone or loudspeaker and the type of connection.

If content is shared, uploaded or otherwise made available within the tool, it will also be stored on the servers of the tool providers. Such content includes, but is not limited to, cloud recordings, chat/instant messages, voicemails, uploaded photos and videos, files, whiteboards and other information shared while using the service.

Please note that we do not have full influence on the data processing procedures of the tools used. Our options are largely determined by the corporate policy of the respective provider. For further information on data processing by the conference tools, please refer to the data protection statements of the respective tools used, which we have listed below this text.

Purpose and Legal Basis

Conferencing tools are used to communicate with prospective or existing contractual partners or to offer certain services to our clients (Art. 6 para. 1 p. 1 lit. b) in the GDPR). Furthermore, use of conferencing tools simplifies and speeds up communication with us or our company (legitimate interest as per Art. 6 para. 1 lit. in the GDPR). Insofar as consent has been requested, the tools in question are used on the basis of this consent; consent can be revoked at any time with future effect.

Duration of Storage The data collected directly by us via the conferencing tools is deleted from our systems as soon as you request us to delete it, revoke your consent to store it or the purpose for storing the data no longer applies. Stored cookies remain on your device until you delete them. Mandatory legal retention periods remain unaffected.

We have no influence on the storage period of your data, which is stored by the operators of the conferencing tools for their own purposes. For details, please contact the operators of the conferencing tools directly.

Zoom

We use the tool “Zoom” to conduct telephone conferences, online meetings, video conferences, and/or webinars (hereinafter: “Online Meetings”). “Zoom” is a service provided by Zoom Video Communications, Inc., which is based in the USA.

We have concluded a data processing agreement with the provider of Zoom and fully implement the strict requirements of the German data protection authorities regarding the use of Zoom.

The controller responsible for data processing directly related to the conduct of “Online Meetings” is Video To Voice GmbH.

Note: If you access the website of “Zoom”, the provider of “Zoom” is responsible for data processing. However, accessing the website is only necessary for using “Zoom” if you need to download the software for using “Zoom”.

You can also use “Zoom” by directly entering the respective meeting ID and, if necessary, other access data for the meeting in the “Zoom” app.

If you do not want or cannot use the “Zoom” app, the basic functions can also be used via a browser version, which you can also find on the “Zoom” website.

Which data is processed?

Various types of data are processed when using “Zoom”. The scope of the data also depends on the information you provide about data before or when participating in an “Online Meeting”.

The following personal data are subject to processing:

• User information: First name, last name, telephone (optional), email address, password (if “Single Sign-On” is not used), profile picture (optional), department (optional)
• Meeting metadata: Topic, description (optional), participant IP addresses, device/hardware information
• For recordings (optional): MP4 file of all video, audio, and presentation recordings, M4A file of all audio recordings, text file of the online meeting chat.
• For dial-in by telephone: Information about incoming and outgoing call number, country name, start and end time. If necessary, further connection data such as the IP address of the device may be stored.
• Text, audio, and video data: You may have the option to use the chat, Q&A, or polling functions in an “Online Meeting”. In this respect, the text entries you make are processed in order to display them in the “Online Meeting” and, if necessary, to log them. To enable the display of video and the playback of audio, data from your device’s microphone and any video camera on the device are processed accordingly for the duration of the meeting. You can switch off or mute the camera or microphone yourself at any time via the “Zoom” applications.

To participate in an “Online Meeting” or enter the “Meeting Room”, you must at least provide information about your name.

Scope of Processing

We use “Zoom” to conduct “Online Meetings”. If we intend to record “Online Meetings”, we will inform you transparently in advance and - if necessary - ask for your consent. The fact of recording will also be displayed to you in the “Zoom” app.

If it is necessary for the purposes of logging the results of an Online Meeting, we will log the chat contents. However, this will generally not be the case.

In the case of webinars, we may also process the questions asked by webinar participants for the purposes of recording and follow-up of webinars.

If you are registered as a user with “Zoom”, reports on “Online Meetings” (meeting metadata, telephone dial-in data, questions and answers in webinars, polling function in webinars) may be stored with “Zoom” for up to 12 months.

Automated decision-making within the meaning of Art. 22 GDPR is not used.

Legal Basis for Data Processing

Insofar as personal data of employees of Video To Voice GmbH are processed, Section 26 BDSG is the legal basis for data processing. Should, in connection with the use of “Zoom”, personal data not be required for the establishment, performance, or termination of the employment relationship, but nevertheless be an elementary component of using “Zoom”, then Art. 6(1)(f) GDPR is the legal basis for data processing. Our interest in these cases lies in the effective conduct of “Online Meetings”.

Otherwise, the legal basis for data processing when conducting “Online Meetings” is Art. 6(1)(b) GDPR, insofar as the meetings are conducted within the framework of contractual relationships.

Should no contractual relationship exist, the legal basis is Art. 6(1)(f) GDPR. Here, too, our interest lies in the effective conduct of “Online Meetings”.

Recipients / Data Transfer

Personal data processed in connection with participation in “Online Meetings” are generally not transferred to third parties, unless they are specifically intended for transfer. Please note that content from “Online Meetings”, as is the case with personal meetings, often serves precisely to communicate information with customers, prospective clients, or third parties and is therefore intended for transfer.

Further recipients: The provider of “Zoom” necessarily gains knowledge of the aforementioned data, insofar as this is provided for in our data processing agreement with “Zoom”.

Data Processing Outside the European Union

“Zoom” is a service provided by a provider from the USA. Processing of personal data therefore also takes place in a third country. We have concluded a data processing agreement with the provider of “Zoom” that complies with the requirements of Art. 28 GDPR. An adequate level of data protection is guaranteed, on the one hand, by the conclusion of the so-called EU Standard Contractual Clauses. As supplementary protective measures, we have also configured our Zoom setup such that only data centers in the EU, the EEA, or secure third countries such as Canada or Japan are used for conducting “Online Meetings”.

Social Media Accounts

We maintain an online presence on social media networks and platforms in order to be able to communicate with our clients, interested parties and users active there and to inform them about our services. When accessing social media networks and platforms, the terms and conditions as well as the data processing guidelines of their respective operators apply.

Unless otherwise stated in our privacy policy, we process the data of users if they communicate with us on the social networks and platforms, e.g. write comments on our posts or send us messages.

Purposes of Processing Personal Data

We process the aforementioned data to operate our website and fulfil contractual obligations for our clients or for the protection of our legitimate interests.

In the case of enquiries from you that are outside an active client relationship, we process the data for the purposes of sales and advertising. You can object to the use of your personal data for advertising purposes at any time.

Voluntary Data

If you provide us with data voluntarily, e.g. in forms, and this data is not required for fulfilling our contractual obligations, we process this data on the justified assumption that the processing and use of this data is in your interest.

Receiving / Passing On Data

Data that you provide will not be passed on to third parties. In particular, your data will not be passed on to third parties for their advertising purposes.

However, we may use service providers to operate this website or for further products or services from us. In this case, it may be the case that a service provider obtains knowledge of personal data. We select our service providers carefully – especially with regard to data protection and data security – and take all measures required by data protection law for permissible data processing.

Data Protection Officer

We are not legally obliged to appoint a data protection officer.

Your Rights as A Data Subject

You have the right of access to personal data concerning you. You can contact us for information at any time.

If a request for information is not made in writing, we ask for your understanding that we may require you to provide evidence proving that you are the person you claim to be.Furthermore, you have the right to correct, delete or restrict the processing of data, in as far as you are legally entitled to do so. Finally, you have the right to object to data processing within the scope of the statutory provisions. The same applies to data transferability rights.

Deleting Data

As a matter of principle, we delete personal data when there is no need to continue storing it. In particular, it may be necessary to keep data if it is still needed to fulfil contractual services, to check and grant or ward off warranty and, if applicable, guarantee claims. In the case of statutory storage obligations, deleting data will only be considered after the respective storage obligation has expired.

Right of Appeal to A Supervisory Authority

You have the right to complain about the personal data processed by us to a data protection supervisory authority.

Changes to the Privacy Notice

We reserve the right to adjust the privacy notice so that it always complies with current legal requirements or to implement changes to our services in the privacy notice. The new privacy notice will then apply to your visit to our website.

Last Updated: June 2025