Your data is used to process your application, provide you with a place on the course, a room and a place to meditate, and if necessary to make special provisions for you.
With the information you give us, we assess if you are mentally and physically capable of participating in a course. A Vipassana course can be very demanding.
We then use your information to:
We will not do these things if you do not want us to. There are cases when we need to keep personal details because somebody could harm themselves or others by participating in a course.
We collect your name, date of birth, gender, profession, medical and/or mental health history (as provided by you), name of spouse, name of friends who are participating in the course, emergency contact, general contact information, course history, native language and other languages spoken.
For the duration of the course we also store the licence plate number of your vehicle in case we need to remove it in an emergency.
If a teacher has grounds to decide that you cannot participate in a course, we will keep this information and the reason why. The decision may be based on data provided by you, but also on events or the observations made by a teacher. Only teachers involved with the assessment have access to this information.
In CALM, all sensitive information and communication is removed 3 months after your course is completed. Only some basic information is stored, such as your name and if you completed a previous course. An assessment that you cannot participate in a course in the future, or only under certain conditions, is kept for a maximum of 10 years. This period can be prolonged after a new assessment. The physical form that you complete on arrival at the Vipassana centre/course location will be destroyed after 10 years.
If you participate in a course, Swiss Vipassana Association is responsible for storing your data in compliance with national rules and regulations. However, we delete all information that we no longer need.To know exactly how long the information is stored, and, in the case of a non-centre location, where forms are stored, please contact the relevant Data Protection Officer (DPO) or Privacy Contact Person (PCP) below.
When we process your personal information we follow a set of principles:
The CALM foundation is responsible for the international online registration system. Meditation centres that use the CALM system, like the Swiss Vipassana Association, are responsible for the further processing. Each country has a Data Protection Officer (DPO). The DPO is responsible for protecting your data. You can contact the DPO at: [email protected]
Personal information is only stored if we have a legitimate reason to hold it and if the law allows us to do so. For example: by consent, under a contract, because of any other legitimate interest such as the vital interest of a student, or because a special law requires us to. We can always inform you of the legal reason why we are holding your information.
Fellow workers/volunteers who process data for Swiss Vipassana Association sign a confidentiality agreement. Only the teachers, involved with an assessment, have access to very sensitive information (they have signed a confidentiality agreement). Your personal information is kept securely and is not in any circumstances disclosed to a third party, unless specifically authorised to receive that information.
Personal data is kept:
PC screens and terminals, used for processing data, are not visible except to authorised fellow workers/volunteers. Physical records may not be left where they can be accessed by unauthorised personnel and may not be removed from the workplace without explicit authorisation. As soon as manual records are no longer required they are removed from secure archiving.
We respect your rights. More specifically we ensure that:
If you want to find out what information we keep about you, or if you do not agree with the data we keep, and if you want to submit an objection towards processing, you can make a request by sending an email to: [email protected]
If there is a breach that may have repercussions for you, we will inform you about this, and the Data Protection Authority as soon as possible. Sometimes information accidentally ends up in the wrong place. For example, you may receive a letter intended for another student. Or your own information was forwarded to somebody that shouldn’t have access to it. Whenever personal information is shared without the proper authorisation, there could be a data breach. Suspicious e-mails or virus attacks may signify or lead to data breaches. If you suspect a data breach please report it here. You can do that as a Vipassana volunteer or as a student. Prompt reporting of suspected data breaches will help the Data Protection Officer to take immediate action to mitigate or prevent a breach. If in doubt, please contact us on: [email protected]
Whenever we share your personal information with a Vipassana-organisation outside the European Union, we apply additional safeguards. To learn more about the safeguards we applied in your specific case, please contact us.
In case you ask us to provide data, to an organisation without adequate safeguards, we will inform you about the risks. You can then decide whether or not to provide the information.
If you have any questions or would like to contact us, send us an e-mail: [email protected].