DATA PROTECTION

1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the Data Protection Act 2018.

The Data Protection Act 2018 is the UK's implementation of the General Data Protection Regulation 2016/679 (the “GDPR”).

2. Who are we?

The Lodge Secretary of Lodge Douglas, East Kilbride No 1557 is a data controller (contact details below). This means he decides how your personal data is processed and for what purposes.

secretary1557@gmail.com

3. How do we process your personal data?

The Lodge and the Lodge Secretary comply with their obligations under the Data Protection Act 2018 by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical and organisational measures are in place to protect personal data.

The Lodge Secretary and Lodge Almoner will use your personal data in order to provide any care or assistance to you should the need arise and to administer records such as the Lodge Roll Book.

The Lodge use your personal data for the following purposes: -

• • To administer membership records.

  • To fundraise and promote the interests of the Lodge.

  • To maintain our own accounts and records.

  • To inform you of meetings, events, activities and news in the Lodge, in the Province of Renfrewshire East and in the Scottish Craft.

  • To share your contact details with the Provincial Grand Lodge of Renfrewshire East and with the Grand Lodge of Scotland for administrative purposes and so they can keep you informed about meetings in the Provincial Grand Lodge of Renfrewshire East and events, activities and meetings that will be occurring in the Scottish Craft.

  • To share your contact details with the Provincial Grand Lodge of Renfrewshire East if you are appointed to a role within the Province for the purposes of administration;

  • To share your contact details with the Grand Lodge of Scotland if you are appointed to a role within the Grand Lodge of Scotland for the purposes of administration;

4. What is the legal basis for processing your personal data?

The Lodge now require explicit consent of the data subject (i.e. all members of Lodge Douglas, East Kilbride No 1557). This is so that we can keep you informed about meetings, events, activities and news and other events throughout the Scottish Craft via e-mail, telephone and text.

The majority of the processing is carried out by the Lodge Secretary:-

• • the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and

  • there is no disclosure to a third party without consent.

Processing is necessary for our legitimate interests. This 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.

Our legitimate interests include: processing for the purposes of Lodge administration (including all Committees of the Lodge); fundraising; and the circulation of Lodge and Provincial Grand Lodge Billets.

5. Sharing your personal data

Your personal data will be treated as strictly confidential and will be shared only as set out in this section. Your personal data may be shared with members of the General Committee of the Lodge, the Provincial Grand Secretary, or with the Grand Secretary in Freemasons’ Hall, 96 George Street, Edinburgh.

If you serve on any committee or take on any duty, or role within the Lodge, your personal data may be shared with other members of the Committee. You will be informed if your personal data will be shared more widely.

We may also share your information or disclose it to third parties where required to comply with any court order or other legal obligation or when data is requested by government or law enforcement authorities, to enforce any agreements, or to protect the rights, property, or safety of us, members of the Lodge or others.

6. How long do we keep your personal data?

We keep data in accordance with the guidance provided by the Grand Lodge of Scotland.

7. Your rights and your personal data

Unless subject to an exemption under the Data Protection Act 2018, you have the following rights with respect to your personal data: -

• • The right to request a copy of your personal data which Lodge Douglas, East Kilbride No. 1557 holds about you;

  • The right to request that the Lodge Secretary of Lodge Douglas, East Kilbride No. 1557 corrects any personal data if it is found to be inaccurate or out of date;

  • The right to request your personal data is erased where it is no longer necessary for the Secretary of the Lodge to retain such data;

  • The right to withdraw your consent to the processing at any time

  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].

  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

  • The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]

  • The right to lodge a complaint with the Information Commissioner’s Office.

8. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

9. Contact Details

To exercise all relevant rights, queries or complaints please contact the Secretary, Lodge Douglas, East Kilbride No.1557 at secretary1557@gmail.com.

You can contact the Information Commissioner’s Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.