At Lodge Whifflet St John 963 we are committed to protecting and respecting your privacy.
Please read this Privacy Notice, together with any other privacy notice that we may provide to you, as it contains important information about how we collect, manage, use and protect your personal data. This Privacy Notice may also be used in conjunction with other privacy notices that we may provide you with in certain situations.
We may change this Privacy Notice from time to time. Please check this policy frequently to ensure you are aware of the most recent version and the date that it was last updated.
This policy was last updated in August 2021.
If you have any questions regarding this policy or about our privacy practices, please contact us on the below details:
Post: The Secretary, Masonic Temple, 33 Wood Street, Coatbridge ML5 1PY
Contact Us Page: Lodge Website
Who are we?
When we say ‘The Lodge, ‘we’ or ‘us’ in this policy, we are referring to Lodge Whifflet St John 963 on the Roll of The Grand Lodge of Scotland.
The Lodge is a “data controller” of the personal data that we hold about you. This means that we are responsible for deciding how we hold and use personal information about you.
We are required under data protection legislation to notify you of the information contained in this privacy notice.
What information do we collect?
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you. What information we collect will depend on your interactions with us, for example, whether you are a member of the craft, a customer, an applicant, a supplier, an individual submitting an enquiry to us or a website user.
However, we have grouped together the types of information that we may collect from you as follows:
Special Categories of Personal Data
We may also collect, store and use information about:
How do we collect your information?
Information you give us.
Information we collect about you.
Information provided by cookies.
If you would like further information about cookies and how they are used, you can visit http://www.allaboutcookies.org/.
When we e-mail you, such e-mails may contain tracking facilities. Activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include but is not restricted to: the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity.
Information we receive about you from other sources.
We also work with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them.
We may receive information if you have provided permission to other organisations to share it with us. Before providing permission to such third party organisations to share your personal data, you should check their privacy notices carefully.
We may take information from publically available sources (where possible) to keep your information up to date, for example, from the Post Office’s National Change of Address Database.
How we might use your information?
Communications with you
We may text or e-mail you to provide you with
information about our activities and services supplied by us. You can
un-subscribe at any time through an automated system. This process is detailed
at the footer of each email or text. If an automated un-subscription system is
unavailable clear instructions on how to un-subscribe will be detailed instead.
We may occasionally call you to provide you
with information about our activities or provide you with information about
services supplied by us. You may unsubscribe to calls by instructing the person
calling you or by contacting us at any time on the details set out in the
‘Contact Us’ section of this notice.
We may also communicate with your through
postal marketing when it is in our legitimate interests to do this and when
these interests do not override your rights. Those legitimate interests include
providing you with information on our services and other activities and those
of other carefully selected organisations. You have the right to contact us at
any time and opt-out of receiving postal communications.
Profiling
We may use profiling and screening methods to
produce relevant communications and provide you with a better experience.
To do this we may use additional external
sources of data to increase and enhance the information we hold about you. This
may include obtaining details of changes of address and other contact details.
If you do not wish for your information to be used in this manner, or have any queries about how we use your information, you can contact us on the details provided in the ‘Contact us’ section of this notice.
What is our legal basis for using your information?
There are a number of lawful reasons for us to
process your personal data.
One of these is called ‘legitimate interest’
and means that we can process your personal data if (i) we have a genuine and
legitimate reason; and (ii) are not harming any of your rights and interests.
We will use your personal data for the
purposes of the administration of the Lodge, through the Provincial Grand Lodge
of Lanarkshire Middle Ward and the Grand of Lodge of Scotland, to give you the
most appropriate information and services, to provide you with the best
experience when dealing with us and for the purposes set out in the How we might use your
information section of this
notice.
Whenever we process your personal data for our
legitimate interests, we will consider and balance any potential impact on you
and your rights under data protection law.
Other legal bases that we will rely on include
the following:
If we are providing you with promotional
e-mail communications, we will do so with your consent. You can ask us not to
send such e-mail communications with you at any time by using the details below
in the ‘Contact Us’ section.
Sometimes your personal data may be used for
statistical purposes, but only in a form that no longer identifies you, or for
historical purposes.
How long will we hold your
information for?
We will hold your personal data on our systems
for as long as is necessary to fulfil the purposes that we collected it for.
By law, we are required to retain certain
information for a prescribed period of time. In circumstances where there are
no such legal requirements, to determine the appropriate retention period, we
will consider the amount, nature and sensitivity of the personal data, the
potential risk of harm from unauthorised use or disclosure of your personal
data, the purposes for which we are processing your personal data and whether
we can achieve those purposes through other means. Therefore, some information
may be kept for more or less time depending on how long we reasonably feel it
is required for.
We review our retention periods for personal
data on a regular basis.
In some circumstances we may anonymise your
personal data (so that it can no longer be associated with you) for research or
statistical purposes in which case we may use this information indefinitely
without further notice to you.
If you ask us to delete your information in
accordance with your rights set out below, we will retain basic information on
a suppression list to record your request and to avoid sending you unwanted
materials in the future.
Who we might share your
information with
We may disclose your personal information to
third parties to:
International transfers of personal data
The data that we collect from you may be
transferred to, and stored at, a destination outside the European Economic Area
(“EEA”) for the purposes described in this policy. It may also be processed by
staff operating outside the EEA who work for us or for one of our suppliers.
Such staff may be engaged in, among other things, the processing of your
payment details and the provision of support services. By submitting your
personal data, you agree to this transfer, storing or processing.
If we do this, your personal information will
continue to be subject to one or more appropriate safeguards set out in the
law, for example we may use model contracts in a form approved by regulators.
We will take all steps reasonably necessary to ensure that your data is treated
securely and in accordance with this privacy policy.
If you fail to provide personal
data
If you do not provide us with all of the personal information that we need, this may affect our ability to offer you membership, products, services or benefits. If this is the case, we will notify you at the time.
Your rights
You have a number of rights. If you would like
to exercise any of these rights, please contact us using the details set out
below in the ‘Contact Us’ section. If you exercise any of these rights we may
ask for proof of identity and sufficient information about your interactions
with us so that we can locate your personal information. If we agree that we
are obliged to provide personal information to you (or someone else on your
behalf), we will provide it to you or them free of charge except in exceptional
circumstances.
If you wish to raise a complaint in relation
to our processing of your personal data, you can contact the Grand Secretary at
the contact details provided at the end of this privacy notice. You also have
the right to lodge a complaint with the data protection regulator, the
Information Commissioner’s Office, if you have concerns about how we use your
personal information. You can contact the Information Commissioner’s Office
at: https://ico.org.uk/global/contact-us/.
Your rights include:
If you would like to find out more about your
rights, you can visit the Information Commissioner’s Office website (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr).
How you can access and update
your information
We strive to maintain accurate, complete, and
relevant personal information for the purposes identified in this privacy
statement. If any of the personal information we hold about you is inaccurate
or out of date, you may ask us to correct it. It is important that the personal
information we hold about you is accurate and current.
Security precautions in place
to protect against the loss, misuse or alteration of your information
We have implemented reasonable measures
designed to secure your personal information from accidental loss and from
unauthorised access, use, alteration and disclosure. Details of these measures
can be obtained on request but include SSL encryption and employee permission
controls.
Third parties should only process your
personal information on our instructions and where they have agreed to treat
the information confidentially and to keep it secure.
We also have procedures in place to deal with
any suspected data security breach. We will notify you and any applicable
regulator of a suspected data security breach where we are legally required to
do so.
Our security measures are regularly reviewed.
Contact Us
If you have any questions regarding this
policy or about our privacy practices, wish to exercise any of your rights or
wish to make a complaint, please contact us at below address:
Post: The Secretary, Masonic Temple, 33 Wood Street, Coatbridge ML5
1PY
Contact Us Page: Lodge Website