Privacy Policy

This policy statement relates to The Community of Interbeing UK, which is a registered charity (Charity No 109668) and UK registered company (UK Company No 4623280).
We at The Community of Interbeing UK are committed to protect any personal information you provide us in booking retreats and other events. Whenever you provide such information, we are legally obliged to use your information in compliance with all European and UK laws concerning the protection of personal information, including the UK Data Protection Act 1998. For the purposes of complying with these data protection laws, The Community of Interbeing UK is registered with the Information Commissioner’s Office.

Your personal information
When you contact us we create a record in your name. We add information to this record such as that we collect during the registration and booking process for our events/retreats.

All personal data will be held in a manner, which should protect the privacy of this data and will not be used for marketing purposes or used for any purpose not stated in this Privacy Policy without your permission. We will however send personally identifiable information about you to other organisations, companies or people when we:

- Have your written consent to share the information;
- Respond to court orders or other legal processes;
- Are required by law to provide information to others or we (in good faith) believe that we are required to do so by any order of the Courts or other competent body or agency.

Accuracy of Personal Information
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please write to us at the following address: The Community of Interbeing UK Company Secretary, 25 Reading Road, Ipswich, Suffolk, IP4 4NP. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

Access to your personal information
The Community of Interbeing UK is using the services of a third party service provider to provide the online booking facility for the 2012 “Cultivating Happiness” Retreat and the Educators Retreat. This means that your personal data is not only being processed by the Community of Interbeing UK but it is also being stored and processed on computer systems that are managed by a third party service provider. The physical location of these systems is outside of UK and European jurisdictions, which means that non-European rules apply to the protection of your data.
The Community of Interbeing UK has negotiated a contract with the third party service provider RegOnline to supply a level of protection for your personal information. The manner and means in which this data is processed and protected is under the control of this third party service provider. However it is important to note that, as with any system of risk control, there will always be a residual risk remaining after protection is applied. This is because no system of protection is perfect and so there is no guarantee that personal data will remain safe and not become compromised. The degree of risk can vary at any particular point in time as it depends on the operational, technical and managerial conditions at that time and the quality and resilience of the protection provided. In addition, there is always a residual risk irrespective of what quality of protection is in place.
The Community of Interbeing UK has made an effort to agree contractually a degree of commercial protection with the third party supplier but ultimately it is the users of The Community of Interbeing UK 2012 “Cultivating Happiness” retreat and Educators Retreat Booking System that need to make the choice whether or not to accept and take responsibility for the fact that there may still be a risk of their data being compromised irrespective of what protection is provided.

In the language of the UK Data Protection Act 1998 the Community of Interbeing UK is obliged to allocate the following roles: Data Controller and Data Processors (see www.ico.gov.uk):
- The Data Controller (determines the purposes for which and the manner in which any personal data are, or are to be, processed) for your personal data is the registered charity and UK registered company – Community of Interbeing UK;
- The Data Processors (means any person (other than an employee of the data controller) who processes the data on behalf of the data controller) are three senior members of the Community of Interbeing UK responsible for administering the database for the 2012 “Cultivating Happiness” retreat the Educators Retreat and the London Talk at the Royal Festival Hall. .

How we use personal information
Your personal information is used for the following purposes:

Enquiries: If you contact the enquiries or bookings team about an event, we will use your personal details solely in order to respond to your request for information.

Event bookings: For all bookings, personal details will be stored on the RegOnLine database servers (see the paragraph ‘links to third party services’ below). In both cases, these details will be used solely for the purposes of administering the event. These database systems are only accessible to the Community of Interbeing event coordination team and to any service providers to enable them to provide the appropriate event services.

Keeping in touch with you: If you book for an event or subscribe to the email list on the website, we will keep your email address solely in order to send you information about future Community of Interbeing news and events. To unsubscribe, follow the unsubscribe link that appears at the end of each email message.

Credit and debit card transactions
We use the third party booking and payment services of RegOnLine for the 2012 “Cultivating Happiness” Retreat and the Educators’ Retreat and South Bank Centre for the London Talk at the Royal Festival Hall. In both cases secure eCommerce applications are deployed to enable you to pay by credit or debit card online for each event. The Community of Interbeing UK does not store and has no access to your personal card details.

Cookies
Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. When you enter www.mindfulnessretreats.org.uk, a cookie is stored by your browser on your computer’s hard drive. Cookies cannot read your hard disk or make any information collected by use of a cookie available to any third party. A cookie can only be read by the organisation that installs it. These cookies do not store any personal details relating to you. You can set your browser not to accept cookies and the following websites tells you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result.

For further information about cookies visit www.allaboutcookies.org.

Security
Community of Interbeing UK takes security very seriously. Community of Interbeing UK members who handle personal information are made aware of our privacy and security procedures, which they must follow when handling personal information.
Please note that Internet browsers, services and e-mail are never 100% secure. Although we will take reasonable steps to ensure that your personal data is kept reasonably secure when stored in our Community of Interbeing UK computers we cannot guarantee that information that is transmitted electronically across the Internet is not accessed by unauthorised third parties or that third party computer systems connected to the Internet are secure from unauthorised access or compromise (see the paragraph ‘links to third party sites’ below). Please accept therefore that there is a risk that data transmitted electronically to and from the web sites may be intercepted before reaching the site or accessed from our data storage by third parties not authorised by us and may be exploited unlawfully by such unauthorised third parties.

Links to third-party sites
In addition to the personal information that the Community of Interbeing UK collects in order to process your registration, booking and payment for the events connected with Thay’s 2012 “Cooling the Flames” UK visit, this website contains links to two other websites, RegOnLine and South Bank Centre. This privacy policy only applies to www.mindfulnessretreats.org.uk, so when you link to our suppliers’ websites via our web site you should read their own privacy policies. While we will take all reasonable precautions to make sure that we have good security practices, we are not responsible for the privacy practices of those organisations whose websites may be linked to our service.

For Thay’s 2012 “Cultivating Happiness” Retreat and the Educators’ Retreat, we use RegOnline, an Active Network company – see the Active Privacy policy.
For the London Talk at the Royal Festival Hall, we use Southbank Centre – see their Privacy policy.

Changes to our privacy policy
We keep our privacy policy under regular review and we will place any updates on this webpage. This privacy policy was last updated on 26th December 2011.

Enquires about our privacy policy
Comments and enquiries about this policy statement should be addressed to Community of Interbeing UK Company Secretary, 25 Reading Road, Ipswich, Suffolk, IP4 4NP