Data Protection Information
European Society of Integrative Medicine (ESIM e.V.)
1. Purpose of this Information
The European Society of Integrative Medicine (ESIM e.V.) takes the protection of personal data very seriously. This Data Protection Information describes how ESIM e.V. processes personal data, for what purposes, on which legal basis, and which rights data subjects hold under the General Data Protection Regulation (GDPR) and applicable German data protection law (BDSG).
This policy applies to all processing activities carried out by ESIM e.V., including its website, membership administration, and event management.
2. Data Controller
The entity responsible for data processing under Art. 4(7) GDPR is:
European Society of Integrative Medicine (ESIM e.V.)
Rahel-Hirsch-Weg 2
10117 Berlin, Germany
Email: esim@charite.de
Phone: +49 30 450 516 705
ESIM e.V. is represented by its Executive Board pursuant to § 26 BGB:
- Dr. Georg Seifert — President, ESIM e.V.
- Anna-Katharina Koch — Treasurer, ESIM e.V.
Registered at: Amtsgericht Charlottenburg, VR 30697 B
3. Legal Responsibility
Legal responsibility for compliance with data protection law lies with the Executive Board of ESIM e.V. in accordance with § 26 BGB and the GDPR. The Executive Board:
- Determines the purposes and means of data processing
- Remains fully responsible even where operational tasks are delegated to processors or service providers
Responsible for editorial content (§ 55 Abs. 2 RStV): Dr. Hannia Bridg, Rahel-Hirsch-Weg 2, 10117 Berlin, Germany.
4. Data Protection Officer
ESIM e.V. does not currently meet the threshold requiring the mandatory appointment of a Data Protection Officer under Art. 37 GDPR and § 38 BDSG. Should this change, a DPO will be designated and their contact details published promptly.
For all data protection enquiries, please contact: esim@charite.de
5. Categories of Personal Data
ESIM e.V. processes only personal data that is necessary for its statutory and operational purposes, in particular:
- Name and academic title
- Institutional affiliation and professional role
- Contact details (postal address, email address, country)
- Membership status and payment-related information
- Technical access data (see Section 6)
No excessive, irrelevant, or special-category data is collected unless explicitly required and consented to.
6. Website Use and Technical Data
6.1 Data Collected Automatically
When visiting the ESIM website, the following technical data is collected automatically by the server:
- Browser type and version
- Operating system
- Referrer URL
- Accessed pages and timestamps
- IP address (anonymised where possible)
- Internet service provider
6.2 Purpose and Legal Basis
This data is processed for the following purposes:
- Ensuring technical security and system stability
- Optimising website functionality
- Investigating security incidents
Legal basis: Art. 6(1)(f) GDPR (legitimate interest). No profiling or personal evaluation takes place.
6.3 Storage Duration
Log file data is deleted after a maximum of 30 days, unless retention is required for the investigation of specific security incidents, in which case data is retained only for the duration strictly necessary.
6.4 Requirement to Provide Data
The provision of this technical data is neither legally nor contractually required. However, it is technically necessary for website operation. Without it, full access to the website may not be possible.
7. Third-Party Services and Embedded Content
The ESIM website uses the following third-party services, which may process personal data of website visitors. By continuing to use this website, you acknowledge the processing described below.
7.1 Google Maps
The website embeds Google Maps to display location information. When you access pages containing Google Maps, Google Ireland Limited (Gordon House, Barrow Street, Dublin 4, Ireland) may collect and process your IP address and browsing behaviour.
Legal basis: Art. 6(1)(f) GDPR (legitimate interest in providing accurate location information).
Google’s Privacy Policy:
https://policies.google.com/privacy
7.2 LinkedIn
The website contains embedded LinkedIn content or social sharing features provided by LinkedIn Ireland Unlimited Company (Wilton Place, Dublin 2, Ireland). LinkedIn may collect data when you interact with embedded content.
Legal basis: Art. 6(1)(f) GDPR. We recommend reviewing LinkedIn’s privacy policy before interacting with embedded content.
LinkedIn’s Privacy Policy:
https://www.linkedin.com/legal/privacy-policy
7.3 Instagram
The website may embed Instagram content provided by Meta Platforms Ireland Limited (4 Grand Canal Square, Dublin 2, Ireland). Meta may collect data when you interact with embedded content.
Legal basis: Art. 6(1)(f) GDPR.
Meta’s Privacy Policy:
https://privacycenter.instagram.com/policy
7.4 Data Transfers to Third Countries
Some of the above services may transfer data to servers outside the European Economic Area (EEA), including to the United States. Such transfers are subject to appropriate safeguards (e.g. Standard Contractual Clauses) as required under Chapter V GDPR.
8. Communication and Contact
When you contact ESIM e.V. by email or via a contact form, the personal data you provide will be processed solely to handle your request and to maintain a record of correspondence.
If you contact ESIM e.V. by email or via a contact form, the personal data you provide
will be processed solely to handle your request.
8.1 Legal Basis
- 6(1)(a) GDPR — where consent has been given
- 6(1)(b) GDPR — for pre-contractual or contractual measures
- 6(1)(f) GDPR — legitimate interest in responding to enquiries
8.2 Storage Duration
Personal data is deleted once the communication is concluded and no statutory retention obligation applies. Where legal retention obligations exist (e.g. under the German Commercial Code or Tax Code), data is retained for the legally required period.
9. Membership and Event Participation
Personal data provided in connection with membership applications, renewals, or participation in ESIM activities, working groups, or events is processed exclusively for association-related purposes, including:
- Membership administration and communication
- Financial management and invoicing
- Organisation of scientific events and conferences (including ECIM Congress)
- Fulfilment of statutory obligations under German association law
Legal basis: Art. 6(1)(b) GDPR (contractual obligation), Art. 6(1)(c) GDPR (legal obligation), and Art. 6(1)(f) GDPR (legitimate interest).
Membership data is stored internally within the infrastructure of the Charité – Universitätsmedizin Berlin, subject to applicable confidentiality agreements. Data is not transferred to third parties for commercial purposes.
10. Cookies and Consent Management
The ESIM website uses cookies to ensure functionality and usability. A Consent Management Platform (CMP) is active on the website, allowing users to manage their cookie preferences.
10.1 Types of Cookies Used
- Strictly necessary cookies — required for basic website functionality; no consent required
- Functional cookies — for accessibility and preference storage (e.g. language settings)
- Analytics/statistics cookies — only with prior user consent
- Third-party cookies — from embedded services (Google Maps, LinkedIn, Instagram) only upon consent or interaction
10.2 Managing Cookies
Users may withdraw or modify their cookie preferences at any time via the cookie settings panel on the website. Disabling certain cookies may restrict website functionality.
Cookies may also be disabled or managed via browser settings. Please consult your browser’s help documentation for instructions.
11. Data Sharing and Processors
11.1 Principle of Data Minimisation
Personal data is processed exclusively for the statutory and operational purposes of ESIM e.V. and is not sold, rented, or transferred to third parties for commercial or marketing purposes.
11.2 Data Processors (Art. 28 GDPR)
Personal data may be shared only with carefully selected service providers acting as data processors pursuant to Art. 28 GDPR, bound by contractual obligations ensuring equivalent data protection standards. Current processors include:
- Charité – Universitätsmedizin Berlin (internal data storage and IT infrastructure)
- Conference and event management partners (e.g. ECIM), subject to applicable confidentiality agreements
11.3 Legal Disclosure
Disclosure to public authorities or courts may occur where required by applicable law or an enforceable judicial or administrative order. In such cases, ESIM e.V. will inform the data subject to the extent legally permissible.
12. Rights of the Data Subject
Under the GDPR, you have the following rights with respect to your personal data:
- Right to withdraw consent at any time — Art. 7(3) GDPR
- Right of access to your personal data — Art. 15 GDPR
- Right to rectification of inaccurate data — Art. 16 GDPR
- Right to erasure (‘right to be forgotten’) — Art. 17 GDPR
- Right to restriction of processing — Art. 18 GDPR
- Right to data portability — Art. 20 GDPR
- Right to object to processing based on legitimate interest — Art. 21 GDPR
- Right to lodge a complaint with a supervisory authority — Art. 77 GDPR
To exercise any of the above rights, please contact us at: esim@charite.de
We will respond to your request within 30 days in accordance with Art. 12 GDPR.
13. Supervisory Authority
You have the right to lodge a complaint with the competent data protection supervisory authority at any time. For ESIM e.V., the responsible authority is:
Berliner Beauftragte für Datenschutz und Informationsfreiheit
Friedrichstr. 219, 10969 Berlin, Germany
Phone: +49 30 13889-0
Email: mailbox@datenschutz-berlin.de
14. Amendments to this Policy
This Data Protection Information may be amended periodically to reflect changes in legal requirements, technical developments, or operational practices. The current version is always available on our website.
Material changes will be communicated to members and, where appropriate, communicated via the website.
Effective date: 01 April 2026