Policies & Procedures

Policy Statement:
The International Sivananda Vedanta Yoga Centre (“ISVYC”) is committed to creating and maintaining an environment that fosters personal and spiritual growth. Accordingly, the ISVYC has adopted the International Sivananda Vedanta Yoga Centre Misconduct Policy (“Policy”), which is designed to create a positive atmosphere for employees, volunteers, students and guests that reflects the spiritual values of the ISVYC. In furtherance of this Policy, no ISVYC employee, volunteer, student, guest or Executive Board Member (“EBM”) may be subjected to misconduct on the basis of race, religious creed, gender, sexual orientation, national origin, ancestry, age, disability or caste. This Policy will serve to:

  • prevent misconduct through education;
  • provide procedures for the prompt and thorough investigation of misconduct claims; and
  • ensure that a violation is remedied immediately, fully and fairly.

We take complaints of misconduct seriously. Violations of this Policy are unacceptable, as is retaliation against anyone because he or she has made a complaint regarding such conduct or because he or she co-operated with an investigation into allegations of misconduct. Our zero-tolerance policy for violators means that every instance of misconduct will be investigated promptly and thoroughly. Violation of this policy will involve appropriate action.

Scope:
This Policy applies to all employees, independent contractors, volunteers, presenters, students, guests and the EBM and will be administered by ISVYC’s EBM through its designated representatives. All employees, volunteers, students, guests and EBM are expected to help create and maintain an environment that is safe and sacred and free of any type of misconduct.

Procedure:

I. Definitions

  • Appeal: Either Party has the right to appeal the findings of the Investigation with the ISYVC or its designee. Basis for appeal is limited to:
    • (a) significant procedural lapses; or
    • (b) the appearance of substantive new evidence not available at the time of the original decision.
  • Complainant: A person who reports a grievance regarding the Policy.
  • Grievance: Any allegation of a violation of the Policy.
  • Investigation: The fact-finding process conducted by the Investigator that determines whether there is sufficient, timely information to determine whether there has been a Policy violation. This includes but is not limited to:
    • Explaining the Policy and investigation procedures of ISYVC to the Complainant and the Respondent;
    • Ensuring that both the Complainant and the Respondent are aware of the seriousness of any violation of the Policy;
    • Investigating the allegations and determining whether or not a violation of the Policy has occurred;
    • If the allegations are substantiated, the Investigator shall inform the EBM or its designee and recommend the appropriate remedial action to be taken.
  • Investigator: The person designated by the ISYVC responsible for accepting, reviewing and investigating Grievances. To contact the Investigator please see Section III Reporting a Grievance below.
  • Misconduct: any form of discrimination on the basis of race, religious creed, gender, sexual orientation, national origin, ancestry, age, disability, or caste including sexual misconduct as defined below.
  • Notification of Decision: The written communication from ISYVC that notifies the Parties of the findings of the Investigation. In the event of an adverse finding, the Notification will also inform the Respondent (but not the Complainant) of the disciplinary action(s) to be taken.
  • Notification of Investigation: The written Notification to the Parties informing them of the initiation of an Investigation.
  • Party: The Complainant or Respondent and collectively referred to as the “Parties.”
  • Preliminary Review: The Investigator’s initial review following receipt of a complaint to determine whether to initiate an Investigation.
  • Respondent: A person who is alleged to have violated the Policy.
  • Retaliation: An adverse action taken against a Complainant or Witness in response to their submission of a complaint and/or participation in an Investigation. Examples of adverse action include withholding a certificate of completion; firing or refusing to hire an individual; or expelling an employee/guest/student/volunteer or EBM from the ashram/centers.
  • Sexual Misconduct: Sexual misconduct is a form of discrimination and is defined as any unwelcome sexual advances or requests for sexual favors or any conduct of a sexual nature when:
    • Submission to requests or conduct is made either explicitly or implicitly a term or condition of employment, whether or not the person is a paid employee or a volunteer, or the terms and conditions of any part of a guest’s or student’s use of the ashram/centers; or when rejection of such advances or conduct is used negatively as a basis for any decision;
    • Sexually-oriented conduct, whether so intended or not, that is unwelcome and has the purpose or effect of unreasonably interfering with an individual’s work performance or enjoyment of the ashram/centers or participation in ashram programs by creating an intimidating, hostile, humiliating, or offensive work environment.
    • Non-consensual sexual touching: a broad term that refers to any deliberate non-consensual touching of a person’s body, which conduct can range from unwanted touching such as fondling, up to and including non-consensual sex; or
    • Verbal: Use of sexually suggestive or explicit statements, whether through speech or written form, that create a hostile environment.

Sexual misconduct encompasses a wide range of conduct, some examples of specifically prohibited conduct include but are not limited to:

    • Unwanted sexual advances whether or not they involve physical touching;
      Sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sex life, comments on an individual’s body, or comments about an individual’s sexual activity, deficiencies, or prowess;
    • Sexual or discriminatory displays or publications anywhere on ashram/centers grounds by employees, guests or volunteers, such as sexually suggestive objects, pictures, or cartoons;
    • Unwelcome leering, whistling, brushing against the body, sexual gestures, and suggestive or insulting comments;
    • Unwelcome inquiries into one’s sexual experiences;
    • Unwelcome discussion of one’s sexual activities;
    • Stalking; and
    • Comments or conjecture about a person’s sexual orientation or gender identity.
  • Witness: A person whom the Complainant or Respondent identifies as having first-hand or other relevant information about the alleged violation that would assist in determining whether the grievance may be substantiated.

II. Application of this Policy

The ISYVC has created an environment in which employees, volunteers, students and guests may feel safe and comfortable reporting a Grievance. All supervisors who become aware of any such misconduct within their departments whether or not there has been an oral, written or formal complaint, are required to report it to the Investigator immediately. Supervisors who knowingly allow or tolerate misconduct, sexual or otherwise are in violation of this Policy and are subject to discipline. Any individual within the scope of this Policy who violates this Policy is subject to appropriate action. Any question regarding the Policy or about a specific situation should be brought to the Investigator.

III. Reporting a Grievance

Any employee, volunteer, student, or guest who believes they have been subjected to misconduct, may file a Grievance with the Investigator at [email protected] or with a senior staff member, counselor, or swami at the location where the alleged violation of this policy occurred. Reports must be initiated by the individual who has personally experienced sexual misconduct as defined in this policy.  If the individual is a minor at the time of the report the individual’s parent or legal guardian, should one have been appointed, can report the misconduct on the ward’s behalf.

Since many employees, volunteers, students and guests stay at the ashrams and the centers for a brief length of time, to assist in any investigation, we encourage those who believe they have been subjected to misconduct to file their grievance as soon as possible after the alleged violation but not later than two years after the alleged violation of this policy occurred unless ISYVC determines that an extension is warranted.

To report an allegation of a violation of the Policy, the Complainant must provide the following information to the Investigator:

  • Your full name;
  • Your email and phone number, including any international extensions;
  • Full name of the person who you allege violated the Policy;
  • A full and clear description of the conduct alleged to have violated the Policy;
  • The date and location of the alleged misconduct;
  • Names and contact information of Witnesses; and
  • Any tangible evidence available to support the allegations

The Investigator may request additional information from you during the course of review or Investigation of any Grievance.

To ensure a fair process to all those involved, we will not investigate anonymous reports.

Publicizing information about an alleged violation of the Policy without following the reporting procedures, or filing a reckless or frivolous complaint will be considered misconduct and the person will be subject to disciplinary or corrective action.

IV. Preliminary Review

The Investigator will review the Grievances to determine whether or not: 1) the Policy applies to the subject of the complaint; 2) the Grievance is timely; and 3) the alleged conduct is covered by the Policy. If the complaint does not include all the information required by Section III, the Investigator shall inform the Complainant, who will then be given the opportunity to provide the required information. If no response to this request is received within ten (10) days, the matter will be closed.

V. Initiating an Investigation

After Preliminary Review of a Grievance, the Investigator shall determine whether or not there is sufficient information to proceed with an Investigation. The ISYVC may also initiate an Investigation on its own behalf if, for example, a supervisor informs the Investigator of a possible violation of the Policy or if an indictment has been issued or charges filed with the relevant law enforcement agency.

Once an Investigation is commenced, ISYVC will provide the Parties with written (email) Notification of Investigation. In the event that either Party does not have an email address on file with ISYVC, the Investigator will call or speak directly to that Party to notify him or her of the investigation.

VI. Appointment/Status Suspension

ISYVC reserves the right to suspend or remove any employee, volunteer, guest or student pending an investigation.

VII. Confidentiality

We appreciate that participating in an Investigation – whether as a Complainant, Respondent, or Witness – can be difficult. Although ISYVC strives to balance the desire for confidentiality with the need to conduct a thorough and fair Investigation, anonymity cannot be maintained; therefore, the Parties’ names will be disclosed to each other during the Investigation. We understand that a witness may be uncomfortable giving information and will also desire confidentiality. Accordingly, to the extent possible, we will attempt to maintain the content of a witnesses’ statement confidential.

VIII. The Investigation

Once the Complainant and Respondent are contacted by the Investigator each Party will have an equal opportunity to be heard, to submit information, and to identify Witnesses who may have relevant information. The Investigator will notify and seek to interview the Complainant, the Respondent, and identified Witnesses and will gather other evidence and information relevant to the determination as to whether a Policy violation has occurred. Witnesses must have information deemed relevant to the Investigation, as determined by the Investigator.

IX. Findings

The Investigator will consider the totality of information gathered in the Investigation to determine, by a preponderance of the evidence (more likely than not) whether or not the Respondent violated the Policy. In reaching a Finding, the Investigator will consider things such as:

  • Party participation;
  • Details provided;
  • Timeliness of the report;
  • Corroborating or conflicting information;
  • Plausibility of information provided;
  • Relevancy of information; and
  • Omission of information.

X. Notification of Decision

At the conclusion of the Investigation, the ISYVC or its designee will notify the Parties as to whether or not there is sufficient information to establish a violation of the Policy (“Notification of Findings”).

XI. Appropriate Remedial Action

If we determine that a Respondent has violated the Policy, we will take such action as is appropriate under the circumstances. Such action may range from the mandatory minimum action of a written reprimand to, in the case of serious or repeat violations, termination of employment, or in the case of volunteers, students or guests, being asked to leave.

XII. Appeal

Both Parties have the right to request an Appeal of the results of the Investigation. The right to Appeal is limited to 1) significant procedural lapses; or 2) the appearance of substantive new evidence not available at the time of the original decision. Appeals shall not be based upon, or granted to, dissatisfaction with a Finding or discipline. Note: deliberate omission of information by the Appealing Party in the original Investigation is not grounds for Appeal.

Each Party has thirty (30) days following the receipt of the Notification of Finding to request an Appeal. Requests for Appeal, with reasons, should be emailed to the EBM’s Appeals designee. If this is not possible, the Party requesting an Appeal must speak directly with the Investigator who will forward the Appeal to the EBM’s Appeals designee.

The EBM Appeals designee will grant Appeals only in cases where the procedural problems or new evidence are considered substantive enough to potentially affect the outcome. If the Appeal is granted the Director of Standards will (i) affirm the findings, or (ii) alter the findings only where there is clear error based on the stated Appeal grounds. The determination of the ISYVC is final and will be issued within thirty (30) days to the Party requesting the Appeal. If the finding is altered, both parties will be notified of the final outcome.

XIII. Amendments

International Sivananda Yoga Vedanta Centre reserves the right to amend the Misconduct/Sexual Misconduct Policy and Procedures at any time by posting the revised version on its website. The most current version of the policy will apply upon receipt of a Grievance.

Cell phones: To ensure a full Ashram experience we ask that all cell phones are set to silent and/or are turned off. Making or awaiting phone calls or text messages while attending a yoga program can be distracting. You can follow the Ashram bell to guide you through the day.

Check-in/Check-out: The check-in time is from 3:00 pm. The checkout time is at 11:00 am. Check-in/out at reception in the Main Lodge. When checking out please clean your room of litter as best as possible then bring your used bed sheets and towel to the reception.

Conservation and recycling: Please conserve water while bathing and washing. Report any leaking taps and toilets to reception. Save electricity by switching off lights and electrical items when not in use. Be aware of how much paper products are used. Used batteries can be left at reception. Kindly use the recycling bins found in the common areas. Any used items of clothing can be donated at reception.

Dress Code: Please cover your shoulders, upper arms, midriff and legs at all times, including during asana classes & especially temple visits.
Fire Hazards: The burning of candles, incense, mosquito coils, etc. in your room, dormitory or tent is strictly prohibited.

Food: We serve a vegetarian diet, nourishing and balanced with proteins, carbohydrates, fruits and plenty of local vegetables. Snacks are available at our Health Hut during high season. There is no consumption of meat, fish, eggs, garlic and onions. The consumption of alcohol, tobacco and drugs is prohibited.

Hygiene: We encourage you to leave the premises, rooms and bathrooms as clean as when you arrived. For hygienic reasons, please leave your ashram pillows, blankets and sheets in your room.

Karma Yoga: The Ashram is run by volunteer staff members. Selfless service, karma yoga or seva is an essential part of the Ashram experience. Maintaining a positive spiritual atmosphere requires participation from all the guests and staff. We ask all students to participate for 1 hour each day contributing to the upkeep of the Ashram. A small task can make a big difference. Kindly meet the karma yoga coordinator at reception at 10:45AM, after morning meal, to arrange your assignment.

Laundry: Coin-operated laundry facilities are located in the building behind the Orange House (Vishnu Kutir) opposite the staff car parking lot. Quarters and dollar coins are required ($1.50). Approximately 30 minutes is required for a wash and 60 minutes for a dry.

Lights out: Kindly respect the silent time after evening satsang (group meditation) on your way to your room. Please turn all lights out and observe silence by 10:30 pm to ensure everyone a peaceful rest.

Massages: We offer Osteopathic treatments and Shiatsu massages year round. Appointments for these massages can be made at reception. Ayurveda consultations with our doctor are available at the Ayurveda Clinic during Ayurveda programs.
Note: the doors are locked at the start of the meditation sessions and opened once chanting begins.

Personal Belongings: A safety deposit facility is available for your valuables and cell phone. Ask reception. The Ashram cannot accept responsibility for anyone’s personal belongings. Consider labelling your yoga mat, bags, shoes and other items left in common areas.

Phone calls: A payphone can be found downstairs in the Lodge.

Photography: To ensure people’s privacy during their stay, photography or video recording is not permitted during satsang, pujas, or asana classes. See Ashram Director with any questions.

Physical Harassment: The Sivananda Yoga Vedanta Centers of Canada disapprove of and condemn any form of harassment directed at guests, staff or visitors. Specifically, no harassment, proposals or innuendos with a sexual connotation will be tolerated during any program or activity organized by the Sivananda Yoga Vedanta Centers of Canada. Guests participating in such programs are accordingly made aware of this policy and invited to apply it in their personal behavior whilst on our premises. Any guest who thinks she (he) may be the victim of unsolicited advances or any other form of sexual harassment is asked to notify a senior Swami or Director immediately in order for corrective action to be undertaken without delay. Complaints made to a senior Swami or Director will be treated confidentially and the alleged violator or any third party will not be advised of the complainant’s identity without the latter’s consent. See our Misconduct policy.

Punctuality: For everyone’s benefit, kindly be on time for classes, events and satsangs (We even suggest you can be a little early to settle down). Leaving your room at the 10-minute bell will help you arrive on time. Punctuality ensures peace for all.

Post: You can leave any outgoing mail at reception. If you are expecting any mail, check with reception.

Relationships: Kindly restrain expressions of affection in public, such as kissing and hugging.

Remember: “Every Action Matters” when consciously living in yoga.

Sauna and Swimming Pool: A wood-fired dry sauna is available year round. An outdoor pool is open during the summer when the lifeguard is on duty. Kindly wear discrete swimming clothes in the sauna and pool. Bring an extra towel to sit on.

Schedule: It is expected that all students attend all satsangs, lectures and asana classes. To help with the upkeep of the Ashram we ask all students participate in 1 hour of Karma yoga each day.

Shoes: Please remove your shoes and place them on the shoe racks when entering any of the buildings.

Silence: To maintain the tranquil setting of an Ashram we aim to observe personal silence before the morning and evening satsangs (group meditations) and especially at mealtimes. Maintaining silence conserves energy and instills a peaceful environment. To maintain the energy received during evening satsang try observing silence for the remainder of the night.

Spiritual Respect: Kindly maintain a respectful attitude when near an altar, satsang hall or temple. When sitting, sit cross-legged, or in a chair. Kindly refrain from pointing the feet towards any altar, deities or teachers during satsang and lectures. Kindly do your best to remain in the satsang hall for the entire satsang.

Staff: Staff members are willing and able to answer any of your questions. Feel free to go to them and ask your questions. They will most often be wearing yellow and white. Suggestions, Comments & Special Requests: If you have any suggestions, comments or special requests, feel free to write them down with your name and drop them into the suggestions box at reception. Feel free to mention any immediate concerns you may have to any staff member.

Temples: The many Ashram temples, large and small, are available for visiting and silent meditation during your free time. You are welcome to visit the Krishna Temple, the Master’s Statues near the dorms and the Sivananda Temple on the pond for silent contemplation or meditation. Up on the top of the hill is the Subramanya-Ayyappa and Mariamman Temple and inside these temples are located shrines dedicated to various deities. Kindly enter the temple of your choice in silence. Visit each temple with grace and awareness. You are welcome to prostrate in front of each murti, then sit to feel the resonance of the temple. There are donation boxes inside the Subramanya-Ayyappa and Krishna temple. Feel free to donate to help the maintenance of these temples. Kindly do not bring food or drink into any temple area.

Water: The tap water is city water. We also offer pure artesian well water for drinking. Bring your own water bottles and refill them at the pump located in the middle of the Ashram, near the first step of the Peace Trail. In order to prevent the spreading of bacteria please do not let your drinking bottle touch the tap.
Women and men’s dorms: kindly respect the gender privacy of these dorms. Couples are advised to observe celibacy as part of the spiritual discipline.

The International Sivananda Yoga Vedanta Centers Canada, comprising of the Ashram Yoga Camp (Quebec), Montreal Center (Quebec), Toronto Center (Ontario) and Ottawa Center (Ontario), Canada, hereafter referred as ‘Sivananda Canada’ are together committed to providing traditional knowledge, information and teachings on classical hatha yoga practices and philosophy. 

Information is collected about individuals who sign up to our mailing list, who visit our website (www.sivananda.org), who participate in our events and/or apply for scholarships and volunteering at Sivananda Canada.

We are committed to protecting your privacy, and information will not be disclosed to third parties without your prior consent. Please note that there are certain aspects of this privacy policy that only apply when we are required to comply with specific laws (e.g., the European data protection law, the General Data Protection Regulation)

 

When do we collect personal information about you? 

We may obtain your personal information from a number of sources including: 

  1. When you give it to us directly. For example, if you provide us with your email address to sign up to receive our news updates or sign up to attend one of our events, programs or courses.
  2. When we obtain it indirectly. Your personal information may be shared with us by third parties such as recruitment agencies when we are recruiting staff and vetting agencies when we gather information on scholarship or other applicants. 
  3. When it is publicly available. Your personal information may be available to us from external publicly available sources. This includes information available on government and/or institutional websites (such as bios). 
  4. When you visit our website. Our website uses tracking technologies to improve your experience of our website—this can involve collecting personal information. 

What personal information do we use? 

We may collect, store, and otherwise process the following kinds of personal information: 

  • your full name and contact details, including email address, postal address, and telephone number; 
  • profile information and username if you register on our website; 
  • information you provide in connection with your application for courses,  staff, scholarship or volunteering which may include date of birth, biographical information, education and work experience, information about family members, employment information, citizenship and immigration/residency information, passport, dietary information and information about your participation in a specific program; 
  • information you provide when you are considered for a board / advisory council / complaints committee role which may include education and work experience, information about family members, employment or specialization information, potential conflicts of interest, and expenses.
  • information you provide when you are considered as a contractor / vendor which may include education and work experience, employment information, images of your signature on contracts, and information about the services you may provide to Sivananda Canada; 
  • information about your use of our information and communications, social media systems; 
  • financial information including bank details, payment card details which we keep only for a three months period. After this period in case refunds are to be processes, we will seek the information once again. 
  • your communication preferences; 
  • information about your professional status and role; and 
  • information you provide to us through Forums (see below). 

What information do we collect automatically online? 

We will also collect certain information automatically every time you interact with our website. We do this through server log files and pixel tags. While the information obtained may not be personal information under the laws of the country you are based in, we recognize that there are certain laws (e.g., EU law) where this information is likely to be personal information.
For instance, we identify and log the Internet Protocol (IP) address of the device you use to access our website automatically in our server log files whenever you visit our website, along with the time of your visit and pages you visit. The intention of such a practice is to calculate website usage levels and to help us diagnose problems with the website’s servers. 

Also, we use third party vendors like Survey Monkey, Retreat Guru, Mail Chimp, Instagram, Facebook etc, for various online services, and they collect data from registrations towards input and analytics. These data are regularly used by them and presented to us in the form of analytics. While we peruse the data numbers presented to us, and demographics and analysis therein, the personal databank rests with the vendors and we do not use these.

Example: Signing up to our newsletter is free. To provide you with this service, Sivananda Canada works with Mailchimp, a well-known third-party marketing automation platform that is guided by its own privacy policy. The sign-up form requests some personal information, including your name, profession, country and email address. This data sits on the Mailchimp rather than Sivananda Canada servers, and is password protected for security. You can select your preferences or unsubscribe at any time.

Online classes and workshops: We may be using several platforms for conducting online classes, meeting and workshops. Zoom is one such platform, which we take as an example here to detail out the data processing by Zoom and us. Sivananda Canada is responsible for holding some data for these online meetings and workshops. However, Zoom is the data processor, as Sivananda Canada will be using the provisions and applications that Zoom allows a subscriber to use.

Sivananda Canada subscribes to the services of Zoom and sets up classes and meetings. Any participant will be able to access the classes/workshops by downloading the app or accessing the website or by accessing the meeting links that we share with the registrants or participants of the classes/workshops. 

The user data that are processed while using Zoom app to access our courses / classes and workshops are the following, however this list is not exhaustive, as the app and its uses gets updated often by the service provider. Various kinds of data are processed while using Zoom. The extent of the data processed depends on the data provided by the participant while registration, participation or services requested for/during an online meeting. Following is the list of data being processed as of the time of publication of this policy:

User details: First name, last name, telephone, email address, password.

For recordings: All video and audio files and presentation recordings, text file of online chat.

When dialing in by phone: Information on incoming and outgoing phone number, country name, start and end time. If necessary, further connection data such as IP address of the device can be saved.

Text, audio and video chat: The participant may be able to use the chat, question or survey functions in an “online meeting”. In order to enable the display of video and the playback of audio, the data from microphones and cameras of the participant’s  terminal devices will be recorded and processed for the duration of the meeting and shared with the participants whoever has asked for the recordings and also will be stored with us a recording for the time that we need to keep the class/meeting recordings.

We use Zoom now to conduct online meetings, classes and workshops. We will be using other similar and advanced platforms and apps in the future. We reserve the right with ourselves to record all our online meetings and to log the chat content for all interactions hosted by us, as this helps us in creating content for further meetings or advanced courses. The fact that we are recording will be displayed on the participants’ device in the app. In the case of webinars, we may also process the questions and requests asked/posed by the participants. 

Sivananda Canada reserves the right to record all online meetings hosted/co-hosted by us and shall not pass on such rights to any participant or third party. However, we shall share only the audio recordings with participants, co-hosts or stakeholders upon requests. Sivananda Canada shall not be responsible for any participant recording the proceeds of the meeting/ workshops in any format with an external device or method as this in no way can be controlled by us.

For Sivananda Canada, the Canadian provincial Data Protection Act is the legal basis for data processing. In connection with the use of Zoom, we will stay interested in the effective implementation of online meetings. Any data of the participants collected during the online meetings, will feed into our regular database and the participant will be contacted for similar courses/workshops and with requests to subscribe to any of our voluntary services including newsletters. And the participant has the right to unsubscribe any such services.

The personal data processed in connection with participation in “online meetings” is generally not passed on to third parties, unless it is specifically intended to and agreed upon by all parties to be done so. However, the content of the “online meetings” will be archived with us and may be passed on to third party vendors for creation of educational content specifically, or promotion of our classes/courses/workshops, if and as and when such needs arise. The service provider viz. Zoom necessarily obtains the above mentioned data or knowledge of the above mentioned data, in so far as this is provided for in the context of the data processing agreement with Zoom. 

Signing up to our mailing list 

Subscribing to our mailing list means you can automatically receive our free email alerts, which feature the latest news and information about Sivananda Canada including calls for participation in our various programs, courses, workshops, staffing etc.  Sivananda Canada may also send occasionally send out a survey to understand the needs of its constituency. 

What kind of personal information is considered more sensitive? 

Certain countries have laws that recognize particular types of personal information as more sensitive and therefore requiring greater protection. Sivananda Canada does not collect such personal information about health, religion, ethnicity, sexual life, and political opinions. All our data collection is protected by ethics and moral codes that we practice and expects to be practiced on us.

For participants at our events, staffing and workshops, Sivananda Canada may collect passport details and/or credit card details for registration fees (kept only for three months time, for any transaction on the card later than this period, you will be prompted to share information yet again)  and travel. This information is stored securely and only accessible by the relevant staff in Finance or Travel. 

How we use your personal information 

Sivananda Canada will use your personal information: 

  • to fulfil your requests to submit an application or register on the website 
  • to allow us to review, evaluate and administer scholarships, and other Sivananda Canada programs.
  • to allow us to administer grants/ charitable donations in kind or cash under our outreach programs.
  • to enable us to monitor progress and completion of these programs 
  • to enable us to monitor and manage conflicts of interest 
  • to contact you if you are involved in a program, we are managing 
  • to contact you to make recommendations, proposals, or share opportunities you may potentially be interested in 
  • to make administrative and marketing communications 
  • to enable you to use our online services (e.g., our forums, message boards, social media sites, blogs) 
  • to administer any financial transaction between us 
  • to register you for an event and any administration associated with the event 
  • to inform you of events or publications we think you may potentially be interested in for converging purposes so that we can make this work more meaningful and far reaching. 
  • to satisfy legal obligations and reporting requirements which are binding on us by way of we are receiving government/ corporate or individual / third party grant towards such a program.
  • for the prevention of fraud or misuse of service 
  • for the establishment of, defense against, or enforcement of legal claims. 

Lawful grounds 

Under certain laws, we are required to rely on one or more lawful grounds to collect and use the personal information that we have outlined above. We consider the grounds listed below to be relevant: 

  1. Legal obligation. Where the processing of your personal information is necessary for us to comply with a legal obligation to which we are subject (e.g. because we have to provide information to tax authorities or any other statutory compliances in the country or a foreign country). 
  2. Contractual relationship. Where it is necessary for us to use your personal information in order to perform a contract to which you are a party where we might collect and store your personal information, address, banking coordinates, taxation details. (or to take steps at your request prior to entering a contract). 
  3. Legitimate interests. We rely on this basis where applicable law allows us to collect and use personal information for our legitimate interests and the use of your personal information is fair, balanced, and does not unduly impact your rights. For instance, it is in our legitimate interest to use personal information in association with planning of, delivery of, and monitoring of our programmatic work and grant making to individuals, non-profits.

It is also in our legitimate interest to use personal information in association with planning of, receipt of and monitoring of our programmatic work and grant receiving from individuals, non-profits, government agencies or corporates. 

  1. Consent. We may obtain your consent to use your personal information in certain circumstances (e.g., to send you email marketing). We will ensure that when we obtain your consent, you are free both to give it and to decline to give it. Additionally, you may always withdraw your consent at any time without any further detriment to you. 

Use of our online services (e.g., forums, social media, blogs) 

We may make available certain interactive services through our website such as message boards, blogs, social media and wikis (Forums and networks). You will be able to post information and materials to Forums. 

Any information (including personal information) that you post in a Forum becomes public information and may be available to other visitors to our website and to the general public. In addition, your name may be available in association with any posting you make. Additionally, information regarding your Forum activities is also available for other users to view. 

Please exercise caution and discretion when posting information (including personal information) in a Forum. In particular, please do not post personal information about other individuals unless you are confident that they would not object to their personal information being used in this way. If you post any personal information relating to other people, you represent that you have the authority to do so and to permit us to use the information in accordance with this privacy policy. SIVANANDA CANADA IS NOT RESPONSIBLE FOR THE USE BY OTHERS OF THE PERSONAL INFORMATION THAT YOU DISCLOSE IN FORUMS. 

Do we share your personal information? 

Personal information collected by Sivananda Canada (through the website or otherwise) will not be shared with third parties for marketing purposes or surveys. However, we may ask third- party processors to assist us or we may disclose your personal information to selected third-party processors (such as MailChimp, Retreat Guru etc which is a third-party marketing automation / administration  platform to assist with managing email addresses / occupancy and sending emails to our subscribers). When you sign up to receive email updates from us and provide us with your email address, you will receive an automated email originating from these third parties confirming your subscription and providing you with a link to unsubscribe from the list. 

We may also engage third parties including companies and individuals/ free lancers to assist us with website hosting, data analysis, transaction processing, grant making, event management, communication, branding, and other administrative services. 

Securing your personal information 

Sivananda Canada takes reasonable technical and organizational precautions to prevent the loss, misuse, or alteration of your personal information. Information we collect from our applicants/ students is stored securely by us on our servers in Canada/ USA/, where Sivananda Canada is headquartered and pans. We restrict access to those who have a need to know and we train staff in handling the information securely. Data provided by subscribers to our mailing list or conference participants for registration purposes is stored by Mailchimp , Retreat Guru etc. and e-touches on their servers. 

Unfortunately, there is no such thing as perfect security in the online environment. As a result, we cannot and do not guarantee the security of any information you transmit to us through or in connection with the website. 

If you believe that your interaction with us is no longer secure (e.g., you consider that the security of any account you might have with us has been compromised) please immediately notify us by contacting us at [email protected]

How long do we keep your personal information? 

We will keep your personal information for as long as necessary: 

  • to comply with any statutory or regulatory requirements we are subject to under applicable laws of the countries in which we operate.
  • to fulfil the purposes for which the personal information was collected, or 
  • to defend our or a third party’s legal rights.

If you have any questions, about the retention periods for holding your personal information, please contact us. 

Your rights and preferences 

Please note that we will honor your requests to exercise your rights to the extent possible and required under applicable law. 

You have the right to: 

  • ask us for confirmation of what personal information we hold about you, and to request a copy of that information; if we are satisfied that you have a legal entitlement to see this personal information, and we are able to confirm your identity, we will provide you with this personal information; 
  • withdraw your consent at any time if we have relied on consent as the lawful ground to use your personal information; 
  • request that we delete the personal information we hold about you, as far as we are legally required to do so, and we are not legally required to hold it. (eg. It forms a part of our revenue and taxation compilation)
  • ask that we correct any personal information that we hold about you which you believe to be inaccurate; 
  • object to the processing of your personal information where we (i) process on the basis of the legitimate interests’ ground; (ii) use the personal information for direct marketing; or (iii) use the personal information for statistical purposes;
  • ask for the provision of your personal information in a machine-readable format to either yourself or a third party, provided that the personal information in question has been provided to us by you, and is being processed by us (i) in reliance on your consent; or (ii) because it is necessary for the performance of a contract to which you are party; and in either instance, we are processing it using automated means; and 
  • ask for processing of your personal information to be restricted if there is disagreement about its accuracy or legitimate use. 

We will try to comply with your request(s) as soon as reasonably practicable. Please note that if you opt out of receiving marketing-related emails, text messages, or paper communications from us, we may still send you important administrative messages, from which you cannot opt-out. 

Other websites 

The website may contain links to third-party websites. These linked websites are not under Sivananda Canada’s control and we are not responsible for the privacy practices or the contents of any such linked website, or any link contained in any linked website. We provide such links only as a convenience, and the inclusion of a link on the website does not imply endorsement of the linked website by Sivananda Canada. If you provide any personal information through any such third-party website, your interaction will occur on such third-party’s website (not on our website) and the personal information you provide will be collected by, and controlled by, the privacy policy of that third party. We recommend that you familiarize yourself with the privacy policies and practices of any such third parties. PLEASE NOTE THAT THIS PRIVACY POLICY DOES NOT ADDRESS THE PRIVACY OR INFORMATION PRACTICES OF ANY THIRD PARTIES. 

Updating this privacy policy 

Sivananda Canada may update this privacy policy by posting a new version on our website. If we update this privacy policy in a way that significantly changes how we use your personal information, we will bring these changes to your attention. Otherwise, we would recommend that you periodically review this privacy policy to be aware of any other revisions. 

How to contact us 

If you have any questions about this privacy notice or our treatment of your personal information, please contact us via email: [email protected]. We prefer only emails for this function and no phone calls or snail mails may be used/deployed for this purpose. 

Version 1.1/June 2020

  1. Standard Cancellation and Refund Policy (regular room stays): There will be a $50 fee for cancellations made before the arrival date. Cancellations made on the arrival day or after will be charged 1 night accommodation plus an additional $50 CAD. No show, no refund. For tent stays only the $50 CAD fee will apply.
  2. Cancellation and Refund Policy for July & August programs: There will be a $150 CAD fee for cancellations made before the arrival date. Cancellations made on the arrival day or after will be charged 1 night accommodation plus an additional $150. No show, no refund. For tent stays a $50 CAD fee will apply.
  3. Cancellation and Refund Policy for TTC, ATTC and Sadhana Intensive.
    • If you wish to cancel your registration before the start of the course, the original payment will be refunded less:$150 CAD administrative fee
    • If you contact us before the course begins in order to transfer to another teacher training course, a $150 CAD administration fee will be charged. Some restrictions may apply, and this change can only be done once.
    • Once the course starts:
      • If you do not show up and do not contact us before the course begins no refund will be issued.
      • If you decide to leave we will refund your original payment less an administrative fee of $150 CAD and minus the course days already attended.

I, _________________________________, acknowledge that I have enrolled in a SYVC Yoga Vacation, courses and programs at one of the Sivananda Yoga Vedanta Centers of SYVC. I realize that my stay during the SYVC Yoga Vacation, courses and programs is in recognition of a personal retreat or informal training, and not a statement of certification».

Release and limitation of Liability
In registering for and participating in an SYVC Yoga Vacation, courses and programs, I hereby express my understanding, acknowledgement and agreement as follows:
(i) I will be involved in physical activity and, as with any physical activity, there is a risk of injury;
(ii) While SYVC staff, facilitators and instructors have advised that they make every reasonable effort to minimize exposure to known risks, I have been advised that none of the SYVC staff, facilitators, instructors or volunteers are licensed medical care providers and they have no expertise in determining the effect of any specific activity on a medical condition;
(iii) SYVC recommends that, before participating in any SYVC Yoga Vacation, courses and programs, I consult with my physician to ensure that my physical condition permits safe participation in a SYVC Yoga Vacation, courses and programs
(iv) By participating in a SYVC Yoga Vacation, courses and programs, I am certifying that my level of physical condition as determined by myself and/or my physician will allow me to safely participate in this program;
(v) I am participating voluntarily and do so at my own risk;
(vi) I hereby fully release the SYVC and its officers, directors, agents, staff, employees, facilitators, instructors, volunteers and sponsoring agencies from all claims or lawsuits for any injuries, death, property damage or theft, losses, or any other liability of any kind, arising directly or indirectly out of my participation in an SYVC Yoga Vacation, courses and programs;
(vii) I understand and agree that, although SYVC endeavors to impart the importance of integrity and ethics in the activities they offer, SYVC is not responsible for the actions of those who also partake in this Yoga Vacation, courses and programs;
(viii) I acknowledge and agree that this Release Form, Limitation of Liability and Consent to use Personal Information is governed by and construed in accordance with the laws of the Province de Quebec and the federal laws of Canada applicable therein, without regard to the principles of conflict of law. This Release Form, Limitation of Liability and Consent to use Personal Information has been drafted in English at my request/ce formulaire de décharge, limitation de responsabilité et consentement à l’utilisation de renseignements personnels a été rédigé en anglais à ma demande.
(ix) I irrevocably consent to the exclusive jurisdiction and venue of the Courts of the Judicial District of Montreal, Quebec, Canada, for all disputes arising out of or related to the SYVC Yoga Vacation, courses and programs
(x) I recognize that this Release Form, Limitation of Liability and Consent to use Personal Information is a legal contract and that, by reading it carefully, I have complete knowledge of its contents.

I have read and understood this Release Form, Limitation of Liability and Consent to use Personal Information, I have signed it of my own free will and I am over the age of majority.
Signature Date: