Privacy Policy 

Last updated: May 12, 2026

Sarana Institute (“we,” “us,” “our”) is committed to protecting the privacy of the individuals and communities we serve. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you interact with us online and offline, including through our website, programs, retreats, and events.

By using our website or sharing your information with us, you agree to the terms of this Privacy Policy.

1. Who we are and how to contact us 

Sarana Institute is a registered Canadian non-profit charity located in Ontario, Canada.

If you have questions about this Privacy Policy or how we handle personal information, you can contact us at:

Sarana Institute
797481 East Back Line
Holland Centre, ON
N0H 1R0
Canada

Or by email: info@saranainstitute.org

We will do our best to respond to privacy-related questions or requests in a timely way.

2. What this policy covers 

This Privacy Policy applies to personal information we collect when you:

  • Visit or use our website.

  • Subscribe to our newsletter or email updates.

  • Register for our programs, retreats, workshops, or events.

  • Make a donation to Sarana Institute.

  • Communicate with us by email, phone, or other channels.

This policy does not apply to third-party websites or services that may be linked from our site. We encourage you to review the privacy policies of those providers separately.

3. Information we collect 

The information we collect depends on how you interact with us.

3.1 Information you provide to us 

You may choose to provide information such as:

  • Contact details: name, email address, phone number, mailing address.

  • Registration details: information submitted when you sign up for programs, retreats, workshops, or online offerings.

  • Donation information: donation amounts, donation history, and related contact details.

  • Communication preferences: your choices about which updates and newsletters you wish to receive.

  • Other information you choose to share: for example, in registration forms, feedback surveys, or direct communications with us.

In some contexts, you may also choose to share sensitive information, such as:

  • Health or accessibility needs.

  • Dietary restrictions or allergies.

  • Personal reflections related to your participation in mindfulness and compassion-based programs.

We ask you to share only what feels appropriate and necessary to support your participation.

3.2 Information we collect automatically 

When you visit our website, certain technical information may be collected automatically, such as:

  • IP address.

  • Browser type and version.

  • Device type and operating system.

  • Pages viewed and links clicked.

  • Referring website or source.

We typically receive this information through our website platform and analytics tools. We use it to understand how people use our site and to improve our offerings.

3.3 Cookies and similar technologies 

Our website may use cookies or similar technologies to:

  • Remember your preferences.

  • Help our site function properly.

  • Understand website traffic and usage patterns.

You can usually set your browser to refuse cookies or alert you when cookies are being sent. If you disable cookies, some parts of the site may not function as intended, but you will still be able to access core information.

4. How we use personal information 

We use the personal information we collect for purposes such as:

  • Providing programs and services:

    • Registering you for programs, retreats, workshops, and events.

    • Communicating schedules, updates, and logistical details.

  • Supporting participation and safety:

    • Accommodating accessibility needs, dietary requirements, or other support needs you share with us.

  • Communications and updates:

    • Sending newsletters, program announcements, and organizational updates you have opted in to receive.

    • Responding to your questions, requests, or feedback.

  • Administration and operations:

    • Processing donations and issuing receipts in accordance with Canadian tax regulations.

    • Maintaining internal records for accounting, reporting, and governance.

  • Evaluation and improvement:

    • Reviewing participation and feedback to improve our programs and services.

    • Understanding how our offerings are being used and where they can be refined.

  • Legal and security purposes:

    • Meeting legal, regulatory, and tax obligations.

    • Protecting the rights, property, and safety of participants, staff, volunteers, and the organization.

We only use personal information for the purposes described in this policy, or for purposes that are reasonably compatible with those original purposes.

5. Legal basis and consent 

We rely on one or more of the following legal bases to collect and use personal information:

  • Your consent, where you have chosen to provide information or opt in to communications.

  • The need to fulfill a contract or registration (for example, to deliver a program you sign up for).

  • Our legitimate interests in operating a charitable organization and offering programs and services.

  • Legal obligations, such as financial reporting and compliance with Canadian law.

You can withdraw your consent to optional uses, such as marketing emails, at any time by following the unsubscribe instructions in our messages or by contacting us.

6. How we share personal information 

We do not sell, rent, or trade your personal information.

We may share personal information in limited ways, including:

  • Service providers: With trusted third-party providers who support our operations, such as website hosting, email newsletter services, event registration, video conferencing, analytics, and payment processing. These providers are allowed to use your information only to provide services to us and must protect it appropriately.

  • Program delivery: With faculty, facilitators, or retreat hosts when they need limited information to help deliver a program safely and effectively, for example to understand accessibility or dietary needs.

  • Legal and safety: When required by law, legal process, or regulation, or if we believe disclosure is necessary to protect our rights, safety, or the safety of others.

If we ever consider sharing information in ways not described here, we will either update this policy or seek your consent, as appropriate.

7. International transfers 

Some of the service providers we use may store or process personal information in countries outside Canada, including the United States. Privacy laws in those countries may differ from Canadian law.

Where this is the case, we aim to work with reputable providers that use appropriate safeguards to protect your information, while recognizing that information in another country may be subject to the laws of that country.

8. How long we keep information 

We keep personal information only as long as it is reasonably needed for the purposes described in this policy, or as required by law.

In general:

  • Program and event records are kept as long as they are needed to support participants, improve offerings, and maintain organizational records.

  • Donation and financial records are kept for as long as required under applicable tax and charity regulations.

  • Newsletter and communications information is kept until you unsubscribe or we no longer need it for the original purpose.

When information is no longer needed, we take reasonable steps to securely delete, anonymize, or archive it.

9. How we protect information 

We use reasonable administrative, technical, and physical safeguards to protect personal information against loss, theft, misuse, and unauthorized access, disclosure, alteration, or destruction.

These safeguards include limiting access to personal information to staff, contractors, and volunteers who need it for their roles, and relying on reputable third-party service providers that implement their own security measures.

No system is perfectly secure, and we cannot guarantee absolute security, but we are committed to ongoing attention and care in this area.

10. Your rights and choices 

Depending on applicable law, you may have rights regarding your personal information, including:

  • Access: The right to request access to the personal information we hold about you.

  • Correction: The right to request corrections if you believe your information is inaccurate or incomplete.

  • Withdrawal of consent: The right to withdraw consent for certain uses, such as marketing communications.

  • Deletion or restriction: In some cases, the right to ask us to delete or restrict the use of your information, subject to legal and contractual limits.

You can also:

  • Unsubscribe from our newsletters or email lists at any time by using the unsubscribe link in our messages or contacting us.

  • Ask questions about how we handle your information or raise a concern using the contact details above.

We may need to verify your identity before responding to certain requests, and we may not be able to fulfill a request where doing so would conflict with our legal obligations, but we will explain our reasoning if that is the case.

If you are not satisfied with how we handle a concern, you may have the right to contact the Office of the Privacy Commissioner of Canada or your local privacy regulator for further guidance.

11. Children and youth 

Our programs are primarily designed for adults and young adults. We do not knowingly collect personal information from children under the age of 16 without appropriate consent from a parent or guardian.

If you believe a child has provided us with personal information without such consent, please contact us so we can review and address the situation.

12. Online programs, recordings, and testimonials 

From time to time, we may offer online programs, webinars, or retreats that are recorded for educational or archival purposes. When this is the case, we aim to:

  • Inform participants in advance that a session will be recorded.

  • Explain how the recording will be used or shared, if at all.

We may occasionally invite participants to share written or recorded testimonials or reflections. We will only use identifiable stories or images for promotional purposes with your explicit permission, which you can withdraw for future uses at any time.

13. Changes to this Privacy Policy 

We may update this Privacy Policy from time to time to reflect changes in our practices, our services, or applicable laws.

When we make significant changes, we will revise the “Last updated” date at the top of this page. We encourage you to review this policy periodically so you stay informed about how we handle personal information.

By continuing to interact with Sarana Institute after changes are posted, you agree to the revised policy.

You can paste this into your Privacy Policy page and then customize details like the contact email, any specific tools you want named, and your exact retention timelines as those become clearer.