Purposes and Legal Bases of Processing

We process personal data for the following purposes:

• Conducting workshops, events, and training programmes
• Handling registrations, applications, and general communication
• Mediation within the Ambulance programme
• Invoicing and administration
• Issuing certificates
• Public relations activities (e.g. website, social media)

The legal bases for processing are Art. 6(1)(a) GDPR (consent), Art. 6(1)(b) GDPR (performance of a contract or pre-contractual measures), and Art. 6(1)(f) GDPR (legitimate interest).

Workshops and Events

Data: Name, email address, telephone number, voluntary information
Purpose: Registration and organisation
Retention period: Maximum of 12 months

Applications & Training Programmes

Data: Contact details, CV, letter of motivation, professional background
Retention periods:

• Rejected applications: 6 months
• Participants: duration of the training programme plus up to 5 years (documentation)
• Final papers / examination records: up to 5 years
• Certificate data: 10 years

Counseling Referral Service

For enquiries submitted to the InKontakt Counseling Referral service, we process only contact data (name, email address, telephone number) and organisational information required to facilitate the referral.
We do not provide therapy or counselling ourselves and do not collect any health-related data.
After a referral has been made, the selected professional is solely responsible for data processing under applicable data protection law.
For details regarding data processing within the Referral Service, please refer to the separate InKontakt Counseling Referral Privacy Policy.

Newsletter

For sending our newsletter, we process the email address you provide.
The newsletter is distributed via CleverReach GmbH & Co. KG, Schafjückenweg 2, 26180 Rastede, Germany.
A data processing agreement pursuant to Art. 28 GDPR has been concluded with CleverReach.
No data is transferred to third countries.
To optimise our newsletter offering, CleverReach statistically evaluates whether a newsletter has been opened and which links were clicked.
Legal basis: Your consent pursuant to Art. 6(1)(a) GDPR.
You may withdraw your consent at any time with effect for the future, either via the unsubscribe link in the newsletter or by contacting us via email.
Providing your email address is voluntary; however, without it we are unable to send you the newsletter.
Retention period: Until withdrawal of your consent.

Email Communication

We use an email account hosted by All-Inkl.com (Germany).
A data processing agreement pursuant to Art. 28 GDPR has been concluded with the provider.
Access is restricted to management and administrative staff only.
Retention periods:

• Business- or tax-relevant emails: up to 10 years
• Purely organisational emails: deleted once the matter has been completed

 Invoicing & Administration

Data: Name, address, service data
Retention period: 10 years in accordance with statutory requirements
Data is stored locally and in paper archives.

Photos & Public Relations

Photographs are taken only with consent:

• Individuals / small groups: written consent
• Group photos / atmosphere images: verbal consent

Consent may be withdrawn at any time.
Use: website and social media (e.g. Instagram, Facebook, LinkedIn, YouTube).
Information on our social media profiles: We maintain publicly accessible profiles on Instagram, Facebook, LinkedIn, and YouTube.
When visiting these pages, the respective platform operators process personal data under their own responsibility.
For Instagram and Facebook, joint controllership exists with Meta Platforms Ireland Ltd. within the scope of “Page Insights” in accordance with Art. 26 GDPR.
Information on data processing by the platforms can be found in their respective privacy policies:

• Meta (Instagram/Facebook): https://www.facebook.com/privacy
• LinkedIn: https://www.linkedin.com/legal/privacy-policy
• YouTube / Google: https://policies.google.com/privacy

Occasional Room Use

In the case of occasional rentals to external persons, we collect contact details and payment information.
Retention period: Up to 12 months, provided no statutory retention obligations apply.

Freelance Professionals & Lecturers

Data: Contact details, bank details, professional background
Retention period: For the duration of the collaboration plus statutory retention periods
Data is stored locally (digital and paper).

Website & Server Log Files

When visiting our website, technically necessary data is processed automatically (IP address, timestamp, browser information).
Purpose: Security and functionality of the website
Retention period: Short-term (a few days to weeks)
No analytics or marketing tools are used.
Hosting: Our website is hosted by All-Inkl.com (Germany).
A data processing agreement pursuant to Art. 28 GDPR has been concluded with the provider.

Rights of Data Subjects

You have the right at any time to:

• request access to your stored data
• request rectification
• request erasure
• request restriction of processing
• object to processing
• withdraw any consent given

You also have the right to lodge a complaint with a supervisory authority.
Competent authority in Berlin:
Berlin Commissioner for Data Protection and Freedom of Information
Alt-Moabit 59–61
10555 Berlin, Germany

SSL Encryption

Our website uses SSL/TLS encryption (HTTPS) to protect data during transmission.

Changes

We update this privacy policy when technical or legal adjustments become necessary.

Purpose of Processing

Personal data is processed exclusively for the purpose of facilitating the referral process within the InKontakt Counseling Referral Service, in particular for:

• selecting suitable professionals (therapists/counsellors) in accordance with your priority list
• forwarding your request to the selected professionals
• providing feedback on appointment status
• forwarding your request to further prioritised professionals, if necessary

The InKontakt Counseling Referral Service does not provide counselling or psychotherapy itself.
Its role is limited to facilitating contact between you and independent professionals.

Categories of Personal Data Processed

Via the PDF registration form, we collect the following personal data:

• First name
• Last name
• Email address
• Telephone number
• Confirmation of legal age
• Your priority list (preferred professionals)
• Selection of service category (e.g. counselling or psychotherapy under the German Heilpraktikergesetz)

No health data within the meaning of Art. 9 GDPR is collected.
Requests from minors are not processed.

Source of Data

The data originates exclusively from you.

Disclosure of Data

After receiving your email, your information is accessed only by authorised members of the InKontakt Counseling Referral Service team.
For the purpose of facilitating the referral, your request may be forwarded — where necessary — to one or more professionals from your stated preference list.
This is done by email and includes the full content of your submitted PDF form.
Your data will not be shared with any other recipients.

Transfer of Responsibility

Once a professional contacts you directly, that professional assumes responsibility for:

• appointment scheduling
• preparation and provision of counselling or therapy
• documentation
• compliance with their own data protection obligations

From this point onwards, the InKontakt Counseling Referral Service has no access to, and no responsibility for, any further data processing carried out by the selected professional.

 Hosting and Email Service Provider

(Data Processing on Behalf)
Your request is received and processed via the servers of our hosting and email service provider:
ALL-INKL.COM – Neue Medien Münnich
Owner: René Münnich
Hauptstraße 68
02742 Friedersdorf, Germany
A data processing agreement pursuant to Art. 28 GDPR has been concluded with ALL-INKL.
Data processing takes place exclusively on servers located within Germany and/or the European Union.
No data is transferred to third countries.

Security of Processing

We implement technical and organisational measures in accordance with Art. 32 GDPR, including:

• transport encryption (TLS) for receiving and sending emails
• restricted access to the email inbox of the InKontakt Counseling Referral Service
• secure server infrastructure provided by ALL-INKL
• regular manual deletion of outdated requests
• processing only the data necessary for the purpose (“data minimisation”)

Legal Bases

Your data is processed on the basis of:

• Art. 6(1)(a) GDPR – Consent
  Consent is given by submitting the completed PDF form.
• Art. 6(1)(b) GDPR – Pre-contractual measures,
  insofar as your request already relates to the initiation of a counselling or treatment relationship with a professional.

You may withdraw your consent at any time with effect for the future.

Obligation to Provide Data

Providing the data is not legally required.
However, without the necessary information, we cannot facilitate a referral.

Retention Period

Your data is stored only for the duration of the referral process and will be deleted no later than 14 days after completion of the referral process.
The referral process ends when:

• a suitable professional has been found and contact has been established,
• you inform us that mediation is no longer desired, or
• your priority list has been fully exhausted.

Deletion is carried out manually from:

• the email inbox, and
• internal request lists.

Your Rights

You have the following rights:

• right of access (Art. 15 GDPR)
• right to rectification (Art. 16 GDPR)
• right to erasure (Art. 17 GDPR)
• right to restriction of processing (Art. 18 GDPR)
• right to data portability (Art. 20 GDPR)
• right to withdraw consent (Art. 7 GDPR)
• right to lodge a complaint with a supervisory authority

The right to object pursuant to Art. 21 GDPR is not applicable, as no processing is carried out on the basis of Art. 6(1)(f) GDPR.

Right to Lodge a Complaint

You may at any time lodge a complaint with a competent data protection supervisory authority.
For Berlin, the competent authority is:
Berlin Commissioner for Data Protection and Freedom of Information
Alt-Moabit 59–61
10555 Berlin, Germany
www.datenschutz-berlin.de
You may also contact the supervisory authority of your place of residence.