Center Policies
Privacy Policy
Sayagyi U Ba Khin Memorial Trust Incorporated Association
16 November 2025
At the International Meditation Centre, we respect students’ right to privacy and our obligation to protect personal information. We collect, use and share personal information as is needed for administration, management, operations, teaching and for students’ welfare. This includes paper and electronic records.
- This Privacy Policy sets out how the Trust collects, manages and protects the personal information of our students at the International Meditation Centre, NSW.
- We handle the personal information we collect about students in accordance with this Policy and our obligations in the Privacy Act 1988 (Cth) (Privacy Act), including the Australian Privacy Principles (APPs), and any other applicable privacy laws.
- We may collect students’:
(a)name, address;
(b)email address, mobile and phone number;
(c)date of birth;
(d)gender;
(e) occupation;
(f) nationality;
(g) language;
(h) emergency contact;
(i) other meditation techniques practice;
(k) medications. - We collect personal information for the purpose of:
(a)administration, management, operations and teaching at the International Meditation Centre, NSW;
(b)protecting the welfare of students. - We disclose students’ personal information as needed for the purposes for which it has been collected to those persons undertaking the relevant responsibility.
- With student’s consent, we use the personal information to communicate with you, concerning the International Meditation Centre.
- We store students’ personal information in hard copy and digital systems, including the cloud. We take all reasonable care to protect your personal information from misuse, interference and loss, and unauthorised access, modification or disclosure.
- We keep students’ personal information for as long required for the purpose for which it was collected or as otherwise permitted or required by law. If we no longer need to hold a student’s personal information for any reason or we are no longer required by law to keep it, we will take reasonable steps to securely destroy that information.
- We will take reasonable care to ensure that the personal information collected about students is up to date, accurate and complete. Please let us know when the details you have provided to us change.
- Students may request access to, or correction of, the personal information we hold about you. Subject to any applicable legal exceptions or requirements, we will generally provide students with access to their requested personal information within a reasonable time.
- If we decide to refuse a student’s request, we will tell him or her why in writing, and how to complain.
- You can make a complaint in writing to the Centre’s Privacy Officer, the Secretary of the Trust, at imcnsw@optusnet.com.au or at PO Box 3059, Bonnells Bay, NSW 2264, Australia. We will acknowledge your complaint within a reasonable time and inform you of the next steps.
- If you are not satisfied with our response you may complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or to the NSW Information and Privacy Commission at https://www.ipc.nsw.gov.au/about-us/contact-us.
Approved by the Sayagyi U Ba Khin Memorial Trust Incorporated on 16 November 2025.
Refund Policy
If a meditation student leaves a course early, a pro-rata refund is available.
Child Safe Code of Conduct
All paid and unpaid staff, including Regional Teachers, Trustees and volunteers, of the Sayagyi U Ba Khin Memorial Trust Incorporated Association, NSW are responsible for the safety and wellbeing of children and young people who engage with the organisation. All paid and unpaid staff are expected to act in accordance with this Code of Conduct in their physical and online interactions with children and young people under the age of 18 years.
I will:
.Act in accordance with the Sayagyi U Ba Khin Memorial Trust Incorporated Association, NSW child safety and wellbeing policies and procedures at all times.
.Behave respectfully, courteously and ethically towards children and their families and towards other volunteers and staff.
.Listen and respond to the views and concerns of children, particularly if they communicate (verbally or non-verbally) that they do not feel safe or well.
.Promote the human rights, safety and wellbeing of all children at the International Meditation Centre, NSW.
- Demonstrate appropriate personal, physical and professional boundaries.
- Refrain from intimate or unnecessary physical contact with children irrespective of consent. An exception is made in the case of a guardian acting in the child’s proper or necessary best interests.
.Consider and respect the diverse backgrounds and needs of children.
.Create an environment that promotes and enables children’s willing participation and is welcoming, culturally safe and inclusive for all children and their families.
.Involve children in making decisions about activities, policies and processes that concern them when appropriate.
.Contribute, where appropriate, to policies, discussions, learning and reviews about child safety and wellbeing.
.Identify and mitigate risks to children’s safety and wellbeing as required by the Sayagyi U Ba Khin Memorial Trust Incorporated Association, NSW risk assessment and management policy or process.
.Respond to any concerns or complaints of child harm or abuse promptly and in line with the Sayagyi U Ba Khin Memorial Trust Incorporated Association, NSW policy and procedure for receiving and responding to complaints.
.Report all suspected or disclosed child harm or abuse as required by Child Protection (Working with Children) Act 2012 No 51- NSW Legislation, https://legislation.nsw.gov.au/view/whole/html/inforce/current/act-2012-051 and by the Sayagyi U Ba Khin Memorial Trust Incorporated Association, NSW policy and procedure on internal and external reporting.
.Comply with the Sayagyi U Ba Khin Memorial Trust Incorporated Association, NSW protocols on communicating with children.
.Comply with by Child Protection (Working with Children) Act 2012 No 51- NSW Legislation and the Sayagyi U Ba Khin Memorial Trust Incorporated Association, NSW policies and procedures on record keeping and information sharing.
I will not:
.Engage in any unlawful activity with or in relation to a child.
.Engage in any activity that is likely to physically, sexually or emotionally harm a child.
.Unlawfully discriminate against any child or their family members.
.Be alone with a child unnecessarily.
.Engage or lead a child into a personal relationship which is not in the child’s best interests.
.Arrange or make personal contact, including online contact, with children I am working with for a purpose unrelated to the Sayagyi U Ba Khin Memorial Trust Incorporated Association, NSW activities.
.Disclose personal or sensitive information about a child, including images of a child, unless the child and their parent or legal guardian consent or unless I am required to do so by the Sayagyi U Ba Khin Memorial Trust Incorporated Association, NSW policy and procedure on reporting.
.Use inappropriate language in the presence of children, or show or provide children with access to inappropriate images or material.
.Work with children while under the influence of alcohol or prohibited drugs.
.Ignore or disregard any suspected or disclosed child harm or abuse.
If I think this Code of Conduct has been breached by another person in the organisation I will:
.Act to give priority to the best interests of children.
.Take actions promptly to ensure that children are safe.
.Promptly report any concerns to a Trustee, the Sayagyi U Ba Khin Memorial Trust Incorporated Association, NSW Regional Teacher, or another leader in the organisation.
.Follow the Sayagyi U Ba Khin Memorial Trust Incorporated Association, NSW policies and procedures for receiving and responding to complaints and concerns.
.Comply with legislative requirements on reporting if relevant, and with the Sayagyi U Ba Khin Memorial Trust Incorporated Association, NSW policy and procedure on internal and external reporting.
President Sayagyi U Ba Khin Memorial Trust Incorporated Association, NSW
Date: 01/11/25
See
Australian Human Rights Commission
Example Code of Conduct
International Meditation Centre (NSW)Code of Conduct
Working together harmoniously
Everyone at the International Meditation Centre should observe the following principles of the Centre Code of Conduct in their dealings with others at the Centre:
Keep the Five Precepts of right conduct at the Centre:
Refraining from killing.
Refraining from stealing.
Refraining from sexual misconduct.
Refraining from wrong speech -
- Refraining from telling lies.
- Refraining from back-biting and slander or false accusation, divisive speech.
- Refraining from using abusive language, harsh words, speech which is harmful to others.
- Refraining from frivolous talk, such as telling legends, and fables, talk which is useless.
Refraining from intoxicating liquor and drugs.
Right Conduct at the Centre includes that everyone should:
Speak and act courteously with mutual consideration and respect.
Refrain from physical contact with others.
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The Code of Conduct should be notified to Supporting Members annually.
Concerns that are not resolved may be referred to office bearers of the Sayagyi U Ba Khin Association.
Sayagyi U Ba Khin Memorial Trust Incorporated Association July 2023
Conflict of Interest Policy
Sayagyi U Ba Khin Memorial Trust Incorporated Association, NSW
1 Purpose
1.1 The purpose of this policy is to protect the integrity of the Sayagyi U Ba Khin Memorial Trust Incorporated Association decision making process and to identify, prevent and resolve conflicts of interest relating to Committee Members that may interfere with their duties owed to it.
1.2 Adherence to this policy will enable our Committee Members to have confidence that decisions are made in a fair and transparent way and that any conflicts of interests are dealt with probity and in accordance with the law.
2 Our Policy
2.1 Committee Members must, wherever possible, avoid any situation which may lead to a potential conflict of interest. Where conflicts cannot be avoided, they must be declared and managed in accordance with this policy. This includes avoiding the perception of a conflict of interest as well as actual conflicts of interest. Committee Members must disclose to the Committee, through the Secretary and using
the procedure set out below, any situation which they believe may potentially give rise to a conflict of interest.
2.2 It is the duty of each Committee Member to determine whether or not a potential conflict of interest exists. This policy is meant to supplement Committee Members’ good judgement.
2.3 Committee Members must act in the best interest of the Association.
2.4 All information received in their capacity as Committee Member should be treated as confidential unless the Committee decides otherwise.
2.5 Committee Members should not use any information received by virtue of their role as a Committee Member for personal gain.
2.6 If a Committee Member fails to notify the Secretary of relevant interest or fails to adhere to this policy the Committee has the discretion to take whatever disciplinary action it deems fit under its Constitution.
3 Definition of conflicts of interest
3.1 A conflict of interest arises when an individual’s personal interests, or interests they owe to another organisation, are incompatible with the interests of the Association and where they receive some form of personal gain or benefit as a result. A conflict of interest could possibly compromise their judgement, decisions, or actions.
3.2 Conflicts of interest can be direct or indirect. An indirect interest is where the interest is
related to a party connected to the Committee Member. A connected person or organisation
includes:
• a member of the Committee Member’s family;
• an organisation connected with a Committee Member.
4 Types of conflicts of interest
4.1 Financial interest – where a Committee Member receives a direct or indirect financial benefit or something else of value from a Committee decision. For example, where the Association may employ or contract with a Committee Member to undertake a piece of remunerated work or to purchase supplies.
4.2 Non-financial personal interest – where a Committee Member benefits directly or indirectly from the Association’s services or activities or from being on the Committee of the Association.
4.3 Professional conflict – where a Committee Member gets paid work or some other beneficial advantage through contacts made or information gained by virtue of being a Committee Member of the Association.
4.4 Loyalty interest – where another appointment, directorship or association of the Committee Member may influence the decisions of the Committee Member directly or indirectly, which may not be in the best interest of the Association and which may result in a benefit to the Committee Member.
5 Procedure to disclose an interest
5.1Identify the Conflict
Upon appointment each Committee Member will complete a Register of Interests which serves the purpose of being a conflict of interest disclosure statement. Each year, Committee Member will update the form which records their interests. Any changes to a Committee Member’s interests during the year must be advised to the Secretary as soon as possible and within at least 30 days of the change occurring. The Secretary will keep a register of Committee Members’ interests which is open to inspection by members.
5.1,1 When an agenda and papers are issued for Committee meetings or other such meetings, each Committee Member is responsible for assessing whether a potential conflict of interest may arise and, if so, informing the Secretary. During the meeting, if a potential conflict arises which either was not recognised before or which has arisen due to the discussion, then the Committee Member must raise this matter with the Secretary immediately.
6.Manage the conflict
6.1 Where a conflict is notified the Committee should decide, on a case by case basis, whether the interest can be noted and that the Committee Member may proceed with the situation giving rise to the conflict or whether it must be managed or avoided.
6 2 Where such an interest is notified and not authorised, the Committee shall decide what action the Committee and the Committee Member need to take to manage the conflict. Examples of such action include that the Committee Member not receiving papers or information on an issue related to the conflict, not attending board meeting discussions where an issue relating to the conflict is being discussed or not voting on such issue.
6.3 The Committee may determine any other action it believes is necessary to manage the conflict.
6.4 Where a subcommittee has delegated authority to do so, it may decide whether an interest which has been notified to it can be noted and. authorised and that the Committee Member may proceed with the situation giving rise to the conflict or whether it must be managed or avoided. The Board should subsequently be informed of any decision made by a subcommittee to note and authorise or require the management or avoidance of a conflict.
6.5 None of the above excludes the Committee Member exercising self-management of a conflict of interest.
6.6 In a case where an interest is notified during a meeting and the Committee considers that the conflict is so material that continued membership of the Committee is untenable, the matter shall be adjourned and the Committee may take disciplinary action in accordance with the Constitution.
7 Compliance
7.1 Compliance with this policy is the responsibility of the Committee. Any breaches or concerns relating to the policy should be reported to the Secretary and the Presidents.
Agreed by the Committee 27/2/25
Conflict of Interest Policy