Your account
- Only you sign in to your account. Never pass on its password. Lock your screen when you leave, and keep your devices up to date and protected with a PIN or password. We recommend 2-Step Verification.
Shared drives
- Files of the Fellowship belong in your team’s shared drive — not in “My Drive”, not in a private cloud, and not only on your own computer.
- Your team lead gives you access. To share a file with someone (if your shared drive allows it), type their e-mail address into the sharing window. Never make a link that anyone can open, unless the file is public. Share only with people who have agreed here: https://agreement.yogaindailylife.org — send them the link BEFORE you share.
- No passwords or access data in Drive, mail or chat. A document may say who has access, never the password itself.
- Sensitive personal data stays out of Drive: health data, passport and visa numbers, dates of birth. The person who leads your team tells you where such data is kept.
E-mail and groups
- Official mail goes from your Fellowship address, if you have one. Lists or documents with other people’s personal data are shared as a link from the drive, never sent as an attachment.
- A group is a mailing list. Where a shared drive is linked to it, every member of the group can open that drive. Only the owners of the group add or remove members.
If something goes wrong
- Tell dataprotection@yogaindailylife.org the same day if you lose a device, if someone else may have used your account, or if you shared or sent something to the wrong person. Nobody is blamed for reporting.
Declaration
I have read these rules and I follow them. I use my Fellowship account, the shared drives and the groups only for my work for the Fellowship and only as instructed. I keep personal data and internal matters of the Fellowship confidential. I pass them on only under these rules and the Fellowship’s instructions, and never to outside persons or organisations without authorisation. This continues after my function ends, unless the law requires or allows a disclosure. When my function ends, my access ends, and I delete the Fellowship’s files from my own devices. I know that a breach can cost me my access and can lead to claims for damages and to fines under data protection law. Austrian law applies.
How this record is kept
Controller: International Sri Deep Madhavananda Ashram Fellowship, Schikanedergasse 12/13, 1040 Vienna, Austria — dataprotection@yogaindailylife.org.
Purpose: to record that you have given this declaration, which is the condition for access to the Fellowship’s Google Workspace, and to be able to prove it later (Art. 6(1)(b) and (f) GDPR).
What is stored: your name, country, e-mail address, the time, the text and version you accepted, and whether you accepted online or on paper. The record stays on the Fellowship’s own server in the EU.
Who sees it: the data protection contact and the person who leads your team.
How long: a declaration whose e-mail address is never confirmed is deleted after 30 days; one that leads to no access after 90 days; otherwise as long as your duty of confidentiality lasts.
Your rights: access, rectification, restriction, portability and, where the law allows, erasure. You may object at any time to the keeping of this record on the basis of our legitimate interest; we then keep it only if compelling reasons require it. Write to dataprotection@yogaindailylife.org. You may complain to the Austrian Data Protection Authority (dsb.gv.at).
