Privacy Policy

Topics:

• What data do we collect?
• How do we collect your data?
• How will we use your data?
• How do we store your data?
• Marketing
• What are your data protection rights?
• What are cookies?
• How do we use cookies?
• What types of cookies do we use?
• How to manage your cookies
• Privacy policies of other websites
• Changes to our privacy policy
• How to contact us
• How to contact the appropriate authorities

What data do we collect?

SESAM collects the following data:

• Personal identification information(Name, title, email address, mobile number, postal address, nationality)
• Professional information (Job title, institution type, profession, specialty, qualifications)
• Membership data (Membership category, country of residence, preferred language, affiliated associations)
• Engagement preferences (Mentorship interests, communication preferences)
• Event participation data (Registration details, dietary requirements, special needs)
• Payment information (Billing details, membership dues, transaction records)
• Website usage data (IP address, browser information, login details)

For student memberships, we additionally collect:

• Student status confirmation
• Student number and educational institution
• Institution-issued email address
• Expected graduation year

What data do we collect?

You directly provide SESAM with most of the data we collect. We collect data when you:

• Register for SESAM membershiponline or renew your membership
• Apply for student membership and provide verification documents
• Register for events including our Annual Meeting and educational programmes
• Participate in surveys or provide feedback via email or website forms
• Use our website via your browser’s cookies and interaction tracking
• Contact us directly for membership, governance, or general enquiries

SESAM may also receive your data indirectly from:

• Professional Conference Organisers (MCI, event registration platforms)
• Partner organisations when you participate in joint events or programmes
• Institutional members who nominate you as one of their three designated members

How will we use your data?

SESAM processes your data for the following purposes and legal bases:

Membership Management (Legal Basis: Contract) 

• Process your membership application and renewals
• Maintain accurate member records and provide membership services
• Issue membership certificates and benefits
• Process membership dues and maintain financial records
• Facilitate institutional membership nominations (up to 3 individuals)

Event Organisation (Legal Basis: Contract & Legitimate Interest) 

• Register you for SESAM Annual Meetings and educational events
• Coordinate logistics including catering, accommodation, and special requirements
• Provide event materials, certificates, and follow-up resources
• Share attendee information with event venues and service providers as necessary

Governance & Communications (Legal Basis: Legitimate Interest) 

• Send official SESAM communications, policy updates, and governance information
• Share Executive Committee decisions and Annual General Meeting materials
• Distribute member-only content including webinars and educational resources
• Facilitate Board elections and voting processes

Professional Development (Legal Basis: Consent) 

• Connect members through our mentorship programme (only if you consent)
• Share opportunities for grants, scholarships, and professional development
• Facilitate networking through member directories (with your permission)

Research & Quality Improvement (Legal Basis: Legitimate Interest) 

• Analyse membership trends to improve our services
• Conduct surveys to enhance member experience
• Evaluate event effectiveness and educational programme impact

Data Sharing

SESAM will share your data with trusted partners and service providers:

Essential Service Providers: 

• MCI Group(membership platform, event management)
• Payment processors (secure transaction processing)
• Email service providers (member communications)
• Website hosting services (secure data storage)

Event Partners: 

• Conference venues(registration and catering requirements)
• Educational partners (joint programme delivery)
• Professional organisations (collaborative events and initiatives)

Legal Requirements: 

• Conference venues(registration and catering requirements)
• Educational partners (joint programme delivery)
• Professional organisations (collaborative events and initiatives)

When required by law, we may share data with:
• German tax authorities (VAT and financial reporting)
• Legal authorities (if required by court order or legal obligation)

We will never sell your personal data or share it for commercial marketing purposes without your explicit consent.

How do we store your data?

SESAM securely stores your data within the European Union using appropriate technical and organisational security measures including encryption, access controls, and regular security assessments, in accordance with General Data Protection Regulation (GDPR) EU 2016/679.

Data Retention Periods: 

• Active membership data: Retained while membership is current plus 3 years after expiry
• • Financial records: Retained for 6 years after payment (German legal requirement)
• Event participation data: Retained for 3 years after event completion
• General enquiries: Retained for 18 months from date of contact
• Governance records: Retained indefinitely for historical and legal purposes

Once retention periods expire, we will securely delete or anonymise your personal data.

Marketing

SESAM would like to send you information about:

• Upcoming events, conferences, and educational opportunities
• Professional development programmes and grant opportunities
• Partner organisation events and collaborative initiatives
• SESAM governance updates and policy announcements

Your marketing preferences are always under your control:

• You can opt out of marketing communications at any time
• You can update your preferences in your member account
• Marketing consent does not affect essential membership communications

If you no longer wish to receive marketing communications, you can unsubscribe using the link in any email or contact us directly.

What are your data protection rights?

SESAM wants to make sure you are fully aware of all your data protection rights.

In line with the European Core Individual Data Protection Rights (Articles 12-22 GDPR), every member is entitled to the following:

The right to be informed – SESAM will keep you informed on how your personal data is collected and used.

The right to access – You have the right to request SESAM provide copies of your personal data. We may charge a small administrative fee for this service.

The right to rectification – You have the right to request that SESAM correct any information you believe is inaccurate or incomplete, including updating your professional details or membership category.

The right to erasure – You have the right to request that SESAM erase your personal data, under certain conditions (note: some data must be retained for legal compliance).

The right to restrict processing – You have the right to request that SESAM restrict the processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that SESAM transfer your membership data to another organisation, or directly to you, under certain conditions.

The right to object – You have the right to object to SESAM’s processing of your personal data, under certain conditions.

The right to withdraw consent – For processing based on consent (such as marketing or mentorship matching), you can withdraw consent at any time.

If you make a request, we will respond as soon as possible within one month. To exercise any of these rights, please contact us at: Email: sesam@sesamsociety.org

What are cookies? 

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. When you visit SESAM websites, we may collect information automatically through cookies and similar technology.

How do we use cookies? 

SESAM uses cookies to:

• Keep you signed in to your member account
• Remember your preferences and settings
• Understand how you use our website to improve functionality
• Provide secure access to member-only content

What types of cookies do we use? 

• Functionality cookies– SESAM uses these cookies to recognise you on our website and remember your previously selected preferences, language settings, and member login status.
• Performance cookies– SESAM uses these cookies to collect information about your visit to our website and how you interact with our content, helping us improve website functionality and member experience.

How to manage your cookies 

You can set your browser to refuse cookies, and our website will explain how to remove cookies from your browser. However, some of our website features may not function properly without cookies, particularly member login and personalised content.

Privacy policies of other websites ? 

The SESAM website contains links to other websites including partner organisations and educational institutions. Our privacy policy applies only to our website, so if you click a link to another website, you should read their privacy policy.

Changes to our privacy policy

SESAM keeps its privacy policy under regular review and places any updates on this webpage. This privacy policy was last updated on 02/02/2026.

How to contact us 

If you have any questions about SESAM’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please contact us:

Email: sesam@sesamsociety.org

How to contact the appropriate authorities 

Should you wish to report a complaint or if you feel that SESAM has not addressed your concern satisfactorily, you may contact the German Data Protection Authority:

Die Bundesbeauftragte für den Datenschutz und die Informationsfreiheit
Email: poststelle@bfdi.bund.de
Address: Graurheindorfer Str. 153, 53117 Bonn, Germany
Phone: +49 (0)228 997799-0