Privacy & Data Protection
Andover Combined Services Lodge No. 8300 respects your privacy and takes the protection of personal information seriously. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, as amended, and other applicable data protection legislation.
We only collect and use personal information where there is a lawful and proper reason for doing so, and we take reasonable steps to ensure that information is accurate, secure and protected from unauthorised access or disclosure.
Information We Hold
If you are a member of Andover Combined Services Lodge, we may hold personal information including:
-
Your name, address and date of birth
-
Telephone number and email address
-
Masonic membership details, offices and rank
-
Information necessary for the administration of your membership
-
Records relating to Lodge meetings, activities and events
-
Information associated with your account and use of the Members’ Area, including access records where required for security and administration
If you contact us through this website, by email or by other means, we may also retain the information you provide for the purpose of dealing with your enquiry.
How We Use Your Information
We use personal information where necessary for the proper administration and activities of the Lodge. This may include:
-
Administering your membership
-
Communicating with you about Lodge meetings, summonses, events and activities
-
Maintaining appropriate Lodge records
-
Keeping members informed about matters relating to the Lodge and Freemasonry
-
Providing and managing access to the Members’ Area of this website
-
Managing enquiries from prospective members, visitors and members of the public
-
Meeting our administrative, regulatory and legal obligations
-
Providing information where necessary to the Province of Hampshire & Isle of Wight and the United Grand Lodge of England
Where we rely upon legitimate interests to process personal information, we do so only where that use is necessary and reasonable and does not override the rights and interests of the individual concerned.
The Members’ Area
The Members’ Area is provided for authorised members of Andover Combined Services Lodge No. 8300.
Account information may include your name, email address, username and other information necessary to identify you and manage your access. Technical information such as IP address, login activity and browser information may also be recorded where necessary to maintain the security and proper operation of the website.
Passwords are used to protect access to the Members’ Area and should be kept confidential. Where passwords are stored by the website, they should be held in a secure encrypted or hashed form rather than as readable text.
If you request a password reset, information necessary to process and secure that request may be used by the website and its email services.
Members’ Area Confidentiality
The Members’ Area contains information intended solely for authorised members of Andover Combined Services Lodge No. 8300. This may include summonses, minutes of meetings, dining information, member contact details and other Lodge records or documents.
Information within the Members’ Area may contain personal or confidential information and must be treated accordingly. Members should not copy, publish, forward or otherwise distribute material from the Members’ Area outside the Lodge unless they have the appropriate authority to do so.
Member contact details are provided for legitimate Lodge and Masonic purposes and must not be used for commercial purposes, unsolicited marketing or any purpose unrelated to the proper activities of the Lodge.
Access to the Members’ Area is personal to each authorised user. Login details must not be shared with others, and members should take reasonable steps to keep their account secure. If a member believes that their account or login details have been compromised, they should notify the Lodge Secretary or website administrator as soon as possible.
Access to the Members’ Area may be withdrawn when a member ceases to be entitled to access it, or where this is reasonably necessary to protect the security, confidentiality or proper administration of the Lodge.
Sharing Your Information
Andover Combined Services Lodge does not sell personal information and will not provide it to third parties for marketing or other commercial purposes.
Information may be shared where reasonably necessary for the administration of Freemasonry, including with the Province of Hampshire & Isle of Wight and the United Grand Lodge of England, or where we are required to disclose information by law.
We may also use trusted service providers for website hosting, email, security, backup or other technical services. Where those services process personal information on our behalf, appropriate data protection safeguards will be expected to be in place.
How Long We Keep Your Information
Personal information is retained only for as long as it is reasonably required for the purpose for which it was collected, or where retention is necessary to meet Masonic, administrative, historical, regulatory or legal requirements.
Some Lodge records form part of the permanent historical record of the Lodge and may therefore be retained indefinitely.
Website account information will normally be retained for as long as access to the Members’ Area is required, together with any additional period reasonably necessary for security or administrative purposes.
Your Rights
Data protection legislation gives you a number of rights in relation to your personal information. Depending upon the circumstances, these may include the right to:
-
Ask what personal information we hold about you
-
Request correction of inaccurate or incomplete information
-
Request deletion of information where there is no lawful reason for us to continue holding it
-
Object to, or request restriction of, certain uses of your information
-
Request a copy of personal information that you have provided to us
These rights are not absolute, and there may be circumstances in which information must be retained for administrative, regulatory, historical or legal reasons.
If you believe that information we hold about you is incorrect, or wish to exercise any of your data protection rights, please contact the Lodge Secretary.
Website Privacy
Cookies
This website uses cookies necessary for its proper and secure operation.
If you log into the Members’ Area, cookies may be used to:
-
Keep you securely logged in
-
Remember that you have authenticated
-
Maintain your session as you move between pages
-
Remember certain website or display preferences
-
Protect the website against unauthorised access or misuse
If a Remember Me option is provided, a cookie may be retained for longer so that you do not have to log in on every visit.
You can delete cookies through your browser settings, although doing so may prevent the Members’ Area or other parts of the website from operating correctly.
Where optional third-party services such as analytics, maps or embedded media are used, additional cookies may be placed on your device. Where required, you will be given the opportunity to accept or reject non-essential cookies.
Embedded Content and External Websites
Our website may contain links to other websites or embedded content such as videos, maps or social media content.
When you view embedded content, the organisation providing that content may collect information about your visit, use cookies or record your interaction with its services. Those organisations operate under their own privacy and cookie policies, and Andover Combined Services Lodge is not responsible for the privacy practices of external websites.
Website Security
Information such as IP addresses, login attempts, browser details and other technical information may be processed automatically by our website hosting or security services where necessary to protect the website, its Members’ Area and its users.
We do not use information collected through this website for commercial marketing and we do not sell visitor information.
Contact Us
If you have any questions about this Privacy & Data Protection Notice, the information we hold about you, or the way in which your personal information is used, please contact:
The Lodge Secretary, Andover Combined Services Lodge No. 8300 at l8300secretary@outlook.com
This Privacy & Data Protection Notice is kept under review and may be updated from time to time.