Box Hill Lodge Privacy Policy

Privacy Policy

Box Hill Lodge, No: 5858
Effective Date: 12th June 2025
Last Updated: 9th June 2025

1. Introduction

Box Hill Lodge, No: 5858 (“we”, “our”, or “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal information when you visit our website https://boxhillmasoniclodge.org.uk or interact with our lodge.

Contact Details:

• Organisation: Box Hill Lodge, No: 5858
• Address: Nutfield Lodge, Nutfield, Surrey, RH1 4ED
• Email: secretary@boxhillmasoniclodge.org.uk

2. Information We Collect

2.1 Personal Information We Collect

We may collect and process the following types of personal information:

• Contact Information: Name, email address, postal address, telephone number
• Membership Information: Lodge membership details, Masonic history, degree information
• Event Information: Attendance records, dietary requirements, accessibility needs
• Communication Records: Correspondence, meeting minutes, records of phone calls
• Website Usage Data: IP address, browser type, pages visited, time spent on site
• Payment Information: Banking details for subscriptions and donations (processed securely)

2.2 How We Collect Information

We collect personal information through:

• Membership applications and forms
• Event bookings and registrations
• Website contact forms and inquiries
• Direct communication (email, phone, post)
• Cookies and similar technologies on our website
• Photography at lodge events (with consent)

3. Legal Basis for Processing

Under UK GDPR, we process your personal data based on the following legal grounds:

• Legitimate Interests: For lodge administration, member communications, and maintaining Masonic traditions
• Contract: To fulfill membership obligations and provide lodge services
• Consent: For marketing communications, photography, and optional activities
• Legal Obligation: To comply with Masonic regulations and legal requirements

4. How We Use Your Information

We use your personal information for:

4.1 Lodge Administration

• Managing membership records and subscriptions
• Organizing meetings, ceremonies, and events
• Maintaining lodge accounts and financial records
• Communicating lodge business and announcements

4.2 Member Services

• Providing member benefits and services
• Coordinating charitable activities and donations
• Facilitating social events and gatherings
• Supporting member welfare and assistance

4.3 Communications

• Sending lodge newsletters and updates
• Event invitations and reminders
• Emergency communications when necessary
• Responding to inquiries and requests

4.4 Website Operations

• Improving website functionality and user experience
• Analyzing website traffic and usage patterns
• Ensuring website security and preventing fraud

5. Information Sharing and Disclosure

5.1 Within the Masonic Community

We may share your information with:

• The United Grand Lodge of England (UGLE) for regulatory purposes
• Other Masonic lodges for legitimate Masonic business
• Provincial or District Grand Lodge officials
• Masonic charities with your consent

5.2 Third-Party Sharing

We do NOT share your details with any 3rd party advertisers or companies.

5.3 Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal obligations
• Protect our rights and property
• Ensure member safety and security
• Respond to legitimate requests from authorities

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Secure data storage systems
• Limited access to personal information
• Regular security assessments and updates
• Secure transmission of sensitive data
• Staff training on data protection
• Regular backup and recovery procedures

7. Data Retention

We retain your personal information for as long as necessary to:

• Fulfill the purposes outlined in this policy
• Comply with legal and regulatory requirements
• Maintain accurate historical lodge records

Retention Periods:

• Active Members: Throughout membership and 7 years after cessation
• Prospective Members: 2 years if application unsuccessful
• Event Attendees: 3 years from last event attendance
• Website Visitors: Analytics data for 2 years
• Financial Records: 7 years as required by law

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

8.1 Right to Access

You can request copies of your personal information held by the lodge.

8.2 Right to Rectification

You can request correction of inaccurate or incomplete personal information.

8.3 Right to Erasure

You can request deletion of your personal information in certain circumstances.

8.4 Right to Restrict Processing

You can request limitation of how we process your personal information.

8.5 Right to Data Portability

You can request transfer of your personal information to another organization.

8.6 Right to Object

You can object to processing based on legitimate interests or for direct marketing.

8.7 Rights Related to Automated Decision Making

You have rights regarding automated decision-making and profiling (if applicable).

To exercise your rights, contact us at: secretary@boxhillmasoniclodge.org.uk

9. Cookies and Website Technology

Our website may use cookies and similar technologies to:

• Improve website functionality and user experience
• Remember your preferences and settings
• Analyze website traffic and usage
• Provide relevant content and features

You can control cookie settings through your browser preferences. However, disabling cookies may affect website functionality.

10. Marketing Communications

With your consent, we may send you:

• Lodge newsletters and updates
• Event invitations and announcements
• Charitable appeal information
• General Masonic communications

You can opt out of marketing communications at any time by:

• Using the unsubscribe link in emails
• Contacting us directly at secretary@boxhillmasoniclodge.org.uk
• Updating your preferences at lodge meetings

11. Photography and Media

During lodge events, we may take photographs or videos for:

• Historical records and archives
• Website and promotional materials
• Newsletter and publication content
• Social media (with additional consent)

We will seek your consent before using images containing identifiable individuals for promotional purposes.

12. Children’s Privacy

Our services are not directed at children under 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

• Posting updates on our website
• Sending email notifications to members
• Announcing changes at lodge meetings

14. Complaints and Regulatory Authority

If you have concerns about how we handle your personal information, you can:

1. Contact us directly: secretary@boxhillmasoniclodge.org.uk
2. Contact the ICO: If you’re not satisfied with our response, you can lodge a complaint with the Information Commissioner’s Office (ICO):
   • Website: https://ico.org.uk
   • Phone: 0303 123 1113
   • Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

15. Contact Information

For any questions about this Privacy Policy or our data processing practices, please contact:

Box Hill Lodge, No: 5858
Secretary
Nutfield Lodge
Nutfield, Surrey
RH1 4ED
Email: secretary@boxhillmasoniclodge.org.uk

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This Privacy Policy was last updated on 9th June 2025 Please review it regularly for any updates or changes.