Privacy notice (GDPR) – Registration forms

Controller: Dzogchen Gelek Palbar Ling, Rue de Mettet 300, 5620 Florennes, Namur, Belgium.
Contact: info@dharmacity.net | +32 493 94 95 02.

Data we collect: name, email, date of birth, gender, event preferences (translation, seating), stay logistics (accommodation, arrival/departure, roommate preference), meals, food allergies, emergency contact, membership interest, and any comments you add.

Purposes: to manage your registration and communications; organise accommodation/meals/seating/translation; and ensure safety and emergency handling during the event. Organisers and authorised volunteers involved in event administration may access your registration data.

Legal bases: performance of a contract / steps at your request (registration and participation); legitimate interests (practical organisation and safety). If you provide allergy/health-related information, we process it with your explicit consent solely to accommodate your dietary needs.

Recipients / processors: data is processed by Odoo (SaaS) in France & Belgium and backups in France, Netherlands, Sweden. Odoo uses OVH and Google subprocessors for infrastructure/hosting.

Retention: We keep participant records for up to 10 years based on our legitimate interests: to maintain an accurate attendance history, manage planning and any issues/disputes, and simplify future registrations. You can object to this retention, and you can opt out of event-update emails at any time.

Your rights: access, rectification, deletion, restriction, portability, objection, and to withdraw consent at any time (without affecting prior processing). You can complain to the Belgian DPA (APD/GBA).

Important: only share an emergency contact’s details if you have their permission.