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This is the policy of the Shri Ram Chandra Mission of India and its national and regional Shri Ram Chandra Mission sister organisations throughout the world (hereafter collectively referred to as SRCM) concerning the personal information that they collect, store and process of their members (abhyasis) and other persons.
Restrictions on use of the content
No content from this site may be copied, framed, reproduced, republished, uploaded, posted, transmitted, or distributed in any way, except that you may temporarily download one copy of the content on any single computer or print one or more copies of the content for your personal, non-commercial use only, provided you keep intact all copyright, trademark and other proprietary notices.
Collection and processing
Persons that apply for membership of SRCM provide personal information. This information is stored in a database of members worldwide and processed in relation to membership administration, issuing of membership cards, and in relation to the services that SRCM provides to its members, such as participation at satsang, seminars and other events, and sales of and subscriptions to books, magazines and other articles. This personal information is stored and when needed processed as long as the person remains a member of SRCM.
Up to 2012, the database of members worldwide was located in India for members residing in India, and located in a data centres in India and the United States for members not residing in India. (Prospective) members filled out paper forms; this information was entered at national or regional level in spread sheets, and sent via email to USA which may be forwarded to India (in case of prospective members not residing in India), where it was entered into the database. For members residing in India, the information on the paper forms was directly entered into the database by coordinators. This system was phased out during 2012.
In 2012, a new data management system was introduced, located in the USA, with the name AIMS (Abhyasi Information Management System). AIMS was installed in servers owned and rented at data centres located in India and the USA.
For most countries, an online interface (web form) enables persons to apply for registration as member of SRCM and for a membership card directly with AIMS in the USA. Certain specific information is forwarded to a vendor located in India where the Membership Card is produced. For some countries, paper forms continue to be used, before the data is entered into AIMS. SRCM issues membership cards, which are manufactured in India.
For India, paper forms may still be used; the information on the paper forms will be entered into the database by coordinators. SRCM also utilises the web form for Indian members who are able to submit their details online.
In addition, SRCM occasionally processes personal data related to non-members (e.g., family or friends of members that participate in events or hold subscriptions to magazines or book series). This data may be submitted by the persons themselves or by others, e.g., a member of SRCM submitting registration information for a seminar for his family, or giving a magazine subscription as a present to a family member.
In addition, SRCM may process data related to former members, e.g., when they maintain subscriptions to SRCM magazines or other publications after their membership has expired. Certain specific information will be forwarded to a vendor located in India where the publication subscriptions, audio, video, photographs and other print media are produced and distributed under licence from SRCM.
For the purposes of registration for events or subscriptions to journals or books, general and specific communication on mission activities, upcoming events, for volunteer services and to follow-up for participation in mission activities the relevant personal information in the membership database may be accessed or copied to facilitate these processes. In addition, SRCM shall process data related to Preceptor Lists. This information is shared with the President and other responsible functionaries of the Mission.
Updating and correction
SRCM strives to update any outdated information and correct any inaccurate information. When the personal information of members of SRCM has changed, e.g., in case of change of address, or when their data needs correction, members are requested to submit an on-line notification form, available at https://apps.sahajmarg.org/idcard/updateCardRequest?action=update
Personal data stored and processed in relation to a particular event or to subscriptions will be deleted when no longer needed in relation to the organisation of the event or the subscription. This will happen at the latest 2 years after the end of the event or 2 years after the termination of the subscription, unless there is a requirement for longer retention under applicable law.
Local SRCM centres may ask participants in satsang and other events to sign a register of participants (‘golden book’). These registers are kept as a record of attendance and are destroyed at the latest 10 years after they are full or no longer used.
When a person terminates his/her membership of SRCM, his/her personal information is deleted, in as far as not still required for specific purposes, e.g., in conjunction with recent participation in events, ongoing subscriptions, or processing of donations. Upon request of such a person, his/her personal data will be deleted forthwith if it is not otherwise required to be retained by applicable law.
In order to request deletion of personal information from the membership database, you send request to the email address given in the notification form mentioned above. If you would like confirmation that your personal information has been deleted from the membership database, please contact the Data Protection Officer for your region.
Transfer of personal information to third parties
SRCM does not make personal information available to third parties for commercial purposes.
SRCM may make relevant personal information available to third parties in the following cases: (i) in relation to services that have been explicitly requested, e.g., to a hotel where persons who participate in an event are staying, or to a courier service for delivery of journals, books, or identity cards; (ii) to public authorities when we have a belief in good faith that disclosure of such information is necessary to satisfy an applicable law, regulation, legal process or enforceable governmental request, e.g., to local government or police authorities who require a list of participants of a particular event; (iii) to address fraud or security issues, or protect against harm the rights, property or safety of SRCM, its members or the general public as required or permitted by applicable law.
For any transfer of personal data to third parties that does not happen in relation to these cases, SRCM will seek prior consent.
Transfer of personal data to SRCM organisations in different countries
SRCM complies with the US-EU Safe Harbor Principles and the US-Swiss Safe Harbor Principles as set forth by the Department of Commerce of the USA regarding the collection, use, and retention of personal information from European Union member countries and Switzerland.
Internet use: cookies, logs and user communications
When you access SRCM websites via a browser, application or other client our servers may record certain information. These server logs may include information such as your web request, your interaction with a service, browser type, browser language, the date and time of your request and one or more cookies that may identify your browser. These server logs are deleted at the latest after 2 years.
When you send email or other communications to SRCM, we may retain those communications in order to process your inquiries, respond to your requests and improve our services. We may use your email address to communicate with you about our services.
Security and enforcement
We take appropriate security measures to protect against unauthorised access to or unauthorised alteration, disclosure or destruction of data. These include password protection, appropriate encryption of sensitive data, and internal reviews of our data collection, storage and processing practices and security measures.
We restrict access to personal information to organisers that are members of SRCM. Controlled access will be assured through OpenERP open source software, which has been customised for SRCM use. SRCM organisers will only be able to view the data in AIMS pertaining to members in the geographical area for which they bear responsibility, and will not have access to data pertaining to other areas. A few coordinators with responsibilities for SRCM globally (e.g., the President of SRCM) or for the functioning of AIMS (system administrators) will have access to the entire database.
All persons of SRCM having access to all or part of AIMS will sign a declaration saying that they will treat the data to which they have access confidentially, and will not collect, process or use the personal data without authorisation.
Data Protection Officers