The controller is Seibert Group GmbH, Luisenstraße 37–39, 65185 Wiesbaden (“we”). Contact: see imprint and datenschutz@seibert.group.

(1) First conversation. In our first conversation with you, we record only the voice of our employee. Your voice is not recorded. Calls that reach a voicemail are not recorded.

(2) Written notice. After the first conversation, we send you an email. It informs you about the recording and how to object.

(3) From the second conversation. From the second conversation onwards, we also record your voice, but only if all of the following conditions are met:

• our email reached you before the call;
• you have not objected;
• our employee has confirmed at the start of the call that they are speaking with the right person, and has informed you that the call is being recorded.

The recording of your voice starts only at that moment. Anything said before it is not recorded.

(4) Otherwise. If any of these conditions is not met, we record only our employee’s voice. Our employees have agreed to the recording of their own voice.

We record calls so that we can keep accurate notes of the conversation and follow up on it reliably.

We intend to have recordings converted into text automatically (transcription), so that notes on the conversation can be prepared from them. As of the date above, transcription is not yet in use. Recordings exist as audio files only.

Only the Seibert Group sales team has access to the recordings.

In personal conversations, things are sometimes said that would otherwise only be said in a private, unrecorded conversation. Access to recordings is therefore protected by two-factor authentication.

Recordings are stored with our telephone provider Twilio in the USA, in the account of Seibert Group GmbH. We download a recording only to send you a copy on request.

We delete each recording automatically 30 days after the end of the call. After deletion, Twilio retains technical metadata about the recording, but not the audio, for up to 40 further days.

On request, we also delete a recording earlier.

We store your recording preference centrally. You can set or change it via the links in our emails or by replying to them. As soon as you have set your preference explicitly, we follow it.

Whenever we record, we do so transparently: afterwards you know which conversations were recorded and what they contained.

You can object to the recording of your voice at any time:

• via your settings in the customer portal (opt out of recording),
• by email to datenschutz@seibert.group,
• via the link in our email,
• by replying to our email, or
• by telling the person you are speaking with, including during the call.

If you object, we record only our employee’s voice. If you object during a call, we stop recording your voice.

(1) Usually only with your consent. In video calls, for example with Google Meet, Microsoft Teams, Zoom or other tools, we usually ask you whether you agree to the call being recorded. We start the recording only once you have explicitly agreed.

(2) In rare cases preset. In rare cases, a recording or transcription is already preset and runs from the start of the call.

(3) Always visible. The tool always shows clearly that the call is being recorded.

(4) Objection. You can object at any time. We then stop the recording.

(5) Storage and copies. Recordings are usually stored in the cloud of the provider of the video-conferencing service used. You can request a copy of the recording from us, by writing to datenschutz@seibert.group or by contacting the person you spoke with. We usually share the copy with you via Google Drive.

(6) Retention and access. We do not keep recordings longer than necessary. As a rule, we delete them automatically after six months at the latest. On request, we delete a recording at any time. Access to recordings is protected by two-factor authentication.

(1) Phone calls. We record our employees’ voices on the basis of their consent. We record your voice from the second conversation on based on our legitimate interest in accurate notes of the conversation and reliable follow-up (Art. 6(1)(f) GDPR). You can object to this at any time (Art. 21 GDPR), see “How to object”.

(2) Video calls. If we record after your explicit consent, the legal basis is your consent (Art. 6(1)(a) GDPR), which you can withdraw at any time. If a recording or transcription is preset and visibly indicated, we base it on our legitimate interest (Art. 6(1)(f) GDPR); you can object at any time (Art. 21 GDPR).

(3) Your rights. Further information on your rights as a data subject can be found in our privacy policy. You can reach us at datenschutz@seibert.group.