Provincial Privacy Policy
Provincial Grand Lodge of Yorkshire, West Riding collects the necessary contact details of every Lodge & Chapter member in the Province.
The reason we have this information is to enable us to process your continued membership in this organisation and contact you and keep you informed of Masonic matters relating to your membership.
We only collect the data we require to fulfil this purpose.
We have a lawful duty to keep data accurate and up to date, and so we ask that you update us when and if any of your contact data changes (using the update button below). [GRAMMAR CHECKED 10 AUG - ADRIAN]
The reason we have this information is to enable us to process your continued membership in this organisation and contact you and keep you informed of Masonic matters relating to your membership.
We only collect the data we require to fulfil this purpose.
We have a lawful duty to keep data accurate and up to date, and so we ask that you update us when and if any of your contact data changes (using the update button below). [GRAMMAR CHECKED 10 AUG - ADRIAN]
1. Introduction to this Policy
1.1. This privacy policy (“Policy”) relates to the websites the Masonic Province of Yorkshire, West Riding, any subdomain or any such related website and/or mobile application for such website (together the “Website”). It also applies to anyone who submits their data to us via competitions, contests, events or registers with us to receive any or further information.
1.2. You should read this Policy carefully as it contains essential information about how we will use your Information (as defined below in clause 4.1). In certain circumstances (see below) you will be required to indicate your consent to the processing of your Information as set out in this Policy when you first submit such Information to or through the Website. For further information about consent see clause 7 below.
1.3. We may update this Policy from time to time per clause 18 below. This Policy was last updated on 22nd May 2018.
1.1. This privacy policy (“Policy”) relates to the websites the Masonic Province of Yorkshire, West Riding, any subdomain or any such related website and/or mobile application for such website (together the “Website”). It also applies to anyone who submits their data to us via competitions, contests, events or registers with us to receive any or further information.
1.2. You should read this Policy carefully as it contains essential information about how we will use your Information (as defined below in clause 4.1). In certain circumstances (see below) you will be required to indicate your consent to the processing of your Information as set out in this Policy when you first submit such Information to or through the Website. For further information about consent see clause 7 below.
1.3. We may update this Policy from time to time per clause 18 below. This Policy was last updated on 22nd May 2018.
2. About us
2.1. The terms “Province” or “us” or “we” refer to the Masonic Province of Yorkshire, West Riding our offices being at 18/20 Castle Grove Drive, Leeds, West Yorkshire LS6 4BR telephone number: +44 (0) 1132 782 451
The term “you” refers to the individual accessing and/or submitting Information to the Website or otherwise providing information to us.
2.2. Information may have been collected from you by one of our Lodges or Chapters (details of which can be found on these pages) but is transferred and held by us in accordance with this Policy.
2.3. We, as the Data Controller, can be contacted via our representative and Data Protection Officer, David Idle via email on DPO@wrprovince.org.uk or call +44 (0) 1132 782 451
2.1. The terms “Province” or “us” or “we” refer to the Masonic Province of Yorkshire, West Riding our offices being at 18/20 Castle Grove Drive, Leeds, West Yorkshire LS6 4BR telephone number: +44 (0) 1132 782 451
The term “you” refers to the individual accessing and/or submitting Information to the Website or otherwise providing information to us.
2.2. Information may have been collected from you by one of our Lodges or Chapters (details of which can be found on these pages) but is transferred and held by us in accordance with this Policy.
2.3. We, as the Data Controller, can be contacted via our representative and Data Protection Officer, David Idle via email on DPO@wrprovince.org.uk or call +44 (0) 1132 782 451
3. Data Protection
3.1. References in this Policy to:
3.1.1. “Privacy and Data Protection Requirements” means: the Data Protection Act 1998 (until repealed) (“DPA”), the Data Protection Directive (95/46/EC) (until repealed) and, from 25 May 2018, the General Data Protection Regulation 2016/679 (“GDPR”) or any equivalent provision which may replace the GDPR following the formal political separation of the United Kingdom from the European Union; the Regulation of Investigatory Powers Act 2000; the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000 (SI 2000/2699); the Electronic Communications Data Protection Directive (2002/58/EC); the Privacy and Electronic Communications (EC Directive) Regulations 2003 (SI 2426/2003); and all applicable laws and regulations which may be in force from time to time relating to the processing of Personal Data and privacy, including where applicable the guidance and codes of practice issued by the Information Commissioner or any other supervisory authority, and the equivalent of any of the foregoing in any relevant jurisdiction; and
3.1.2. “Personal Data”, “Data Controller” and “Data Processor” and “processing” shall have the meanings given to them in the DPA or, from 25 May 2018, the GDPR.
3.2. For applicable Privacy and Data Protection Requirements, we (Masonic Province of Yorkshire, West Riding) are a Data Controller, and therefore we are responsible for, and control the processing of, your Personal Data per applicable Privacy and Data Protection Requirements. “Personal Data” has a legal definition but, in brief, it refers to information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier. Such information must be protected under applicable Privacy and Data Protection Requirements.
3.1. References in this Policy to:
3.1.1. “Privacy and Data Protection Requirements” means: the Data Protection Act 1998 (until repealed) (“DPA”), the Data Protection Directive (95/46/EC) (until repealed) and, from 25 May 2018, the General Data Protection Regulation 2016/679 (“GDPR”) or any equivalent provision which may replace the GDPR following the formal political separation of the United Kingdom from the European Union; the Regulation of Investigatory Powers Act 2000; the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000 (SI 2000/2699); the Electronic Communications Data Protection Directive (2002/58/EC); the Privacy and Electronic Communications (EC Directive) Regulations 2003 (SI 2426/2003); and all applicable laws and regulations which may be in force from time to time relating to the processing of Personal Data and privacy, including where applicable the guidance and codes of practice issued by the Information Commissioner or any other supervisory authority, and the equivalent of any of the foregoing in any relevant jurisdiction; and
3.1.2. “Personal Data”, “Data Controller” and “Data Processor” and “processing” shall have the meanings given to them in the DPA or, from 25 May 2018, the GDPR.
3.2. For applicable Privacy and Data Protection Requirements, we (Masonic Province of Yorkshire, West Riding) are a Data Controller, and therefore we are responsible for, and control the processing of, your Personal Data per applicable Privacy and Data Protection Requirements. “Personal Data” has a legal definition but, in brief, it refers to information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier. Such information must be protected under applicable Privacy and Data Protection Requirements.
4. Information we may collect about you
4.1. When you use the Website or when you otherwise deal with us we may collect the following information about you (“Information”):
4.1.1. personal information including title, first and last name, date of birth
4.1.2. contact information including current residential address, primary email address and/or prime phone number;
4.1.3. technical information including IP address, operating system, browser type and related information regarding the device you used to visit the Website, the length of your visit and your interactions with the Website;
4.1.4. information obtained through our correspondence and monitoring under clause 4.2 below; and
4.1.5. details of any enquiries made by you through the Website and any offline channels, together with further information relating to subsequent correspondence (if applicable).
4.2. We may monitor your use of the Website through ‘cookies’ and similar tracking technologies. We may also monitor traffic, location and other data and information about users of the Website. Such data and information, to the extent that you are individually identifiable from it, shall constitute Information as defined above. However, some of this data will be aggregated or statistical, which means that we will not be able to identify you individually. See clause 13 below for further information on our use of cookies.
4.1. When you use the Website or when you otherwise deal with us we may collect the following information about you (“Information”):
4.1.1. personal information including title, first and last name, date of birth
4.1.2. contact information including current residential address, primary email address and/or prime phone number;
4.1.3. technical information including IP address, operating system, browser type and related information regarding the device you used to visit the Website, the length of your visit and your interactions with the Website;
4.1.4. information obtained through our correspondence and monitoring under clause 4.2 below; and
4.1.5. details of any enquiries made by you through the Website and any offline channels, together with further information relating to subsequent correspondence (if applicable).
4.2. We may monitor your use of the Website through ‘cookies’ and similar tracking technologies. We may also monitor traffic, location and other data and information about users of the Website. Such data and information, to the extent that you are individually identifiable from it, shall constitute Information as defined above. However, some of this data will be aggregated or statistical, which means that we will not be able to identify you individually. See clause 13 below for further information on our use of cookies.
5. How long we keep your Information
5.1. Subject to clause 5.2, we will keep your Data only for the purposes set out in the table below for the periods set out below:
5.1.1. we will hold your Information for the period of your membership
5.1.2. we will keep your information for 5 years following your resignation
5.1.3. where we are processing your Information by consent (as set out in the table below), we will hold your data until consent is withdrawn.
5.2. If required, we will be entitled to hold Information for more extended periods to comply with our legal or regulatory obligations.
5.1. Subject to clause 5.2, we will keep your Data only for the purposes set out in the table below for the periods set out below:
5.1.1. we will hold your Information for the period of your membership
5.1.2. we will keep your information for 5 years following your resignation
5.1.3. where we are processing your Information by consent (as set out in the table below), we will hold your data until consent is withdrawn.
5.2. If required, we will be entitled to hold Information for more extended periods to comply with our legal or regulatory obligations.
6. The legal basis for processing your information
6.1. From 25 May 2018, under applicable Privacy and Data Protection Requirements, we may only process your Information if we have a “legal basis” (i.e. a legally permitted reason) for doing so. For the purposes of this Policy, our legal basis for processing your Information is set out in the table below.
6.1. From 25 May 2018, under applicable Privacy and Data Protection Requirements, we may only process your Information if we have a “legal basis” (i.e. a legally permitted reason) for doing so. For the purposes of this Policy, our legal basis for processing your Information is set out in the table below.
Why we will process your Information |
The legal basis for which is... |
to provide services to you per your membership. |
this is necessary to enable us to register your membership and Information is processed to allow us to administer that membership |
to conduct questionnaires, surveys and research into membership satisfaction. |
subject to your rights in paragraph 11 below, this is done per our legitimate interests of providing services and products to you and ensuring that we continue to monitor and improve those services and products. |
to operate, administer, maintain, provide, analyse and improve the Website and the services available through the Website. |
this is necessary for the performance of membership and Information is processed to enable us to provide services and information to members. |
to investigate and address any comments, queries or complaints made by you regarding the Website, and any similar or related comments, queries or complaints from other users. |
this is necessary for the performance of membership and Information is processed to enable us to provide services and information to members. |
to ensure that content from the Website is presented most effectively for you and for your device. |
this is necessary for the performance of membership and Information is processed to enable us to provide services and information to members. |
to allow you to participate in interactive features of the Website, including inputting information and providing feedback. |
this is necessary for the performance of membership and Information is processed to enable us to provide services and information to members. |
to notify you about changes to the Website. |
this is necessary for the performance of membership and Information is processed to enable us to provide services and information to members. |
to disclose your information to members of our team as permitted by this Policy (see clause 10 below). |
this is subject to your continued consent. |
to contact you for marketing purposes (see 'Marketing and opting out' in clause 8 below). |
we send out marketing communications based on our legitimate interests of providing a membership service. The method of communication may vary as set out below:
You have the right at any time to let us know that you no longer wish to receive marketing communications from us. |
where required by (but not limited to) any request or order from law enforcement agencies and/or HMRC in connection with any investigation to help prevent unlawful activity. |
this is necessary for compliance with a legal obligation. |
7. Your consent to the processing of data
7.1. As noted above, you will be required to permit specific processing activities before we can process your Information as set out in this Policy. Where applicable, we will seek this consent from you when you first submit Information to or through the Website.
7.2. If you have previously given consent, you may freely withdraw such consent at any time. You can do this by notifying us in writing (see clause 17 below).
7.3. If you withdraw your consent, and if we do not have another legal basis for processing your information (see clause 6 above), then we will stop processing your Information. If we do have another legal basis for processing your data, then we may continue to do so subject to your statutory rights (for which see clause 12 below).
7.4. Please note that if we need to process your Information to operate the Website and provide our services, and you object or do not consent to us processing your Information, the Website and those services may not be available to you.
7.1. As noted above, you will be required to permit specific processing activities before we can process your Information as set out in this Policy. Where applicable, we will seek this consent from you when you first submit Information to or through the Website.
7.2. If you have previously given consent, you may freely withdraw such consent at any time. You can do this by notifying us in writing (see clause 17 below).
7.3. If you withdraw your consent, and if we do not have another legal basis for processing your information (see clause 6 above), then we will stop processing your Information. If we do have another legal basis for processing your data, then we may continue to do so subject to your statutory rights (for which see clause 12 below).
7.4. Please note that if we need to process your Information to operate the Website and provide our services, and you object or do not consent to us processing your Information, the Website and those services may not be available to you.
8. Marketing and opting out
You have the right at any time to ask us, or any of our team or agents, to stop processing your information for direct marketing purposes. If you wish to exercise this right, you should contact us by sending an email to Dpo@wrprovince.com or contact the relevant agent or team member using their given contact details, giving them or us enough information to identify you and deal with your request. Alternatively, you can follow the unsubscribe instructions in emails you receive from them or us.
You have the right at any time to ask us, or any of our team or agents, to stop processing your information for direct marketing purposes. If you wish to exercise this right, you should contact us by sending an email to Dpo@wrprovince.com or contact the relevant agent or team member using their given contact details, giving them or us enough information to identify you and deal with your request. Alternatively, you can follow the unsubscribe instructions in emails you receive from them or us.
9. Disclosure of your information
9.1. We may disclose your Information (including Personal Data):
9.1.1. if we are under a duty to communicate or share Personal Data to comply with any legal obligation, including (but not limited to) any request or order from law enforcement agencies and/or HMRC in connection with any investigation to help prevent unlawful activity; and
9.1.5. to our agents or staff if you have expressly consented to us doing so.
9.2. We may disclose aggregated, anonymous information (i.e. information from which you cannot be personally identified), or insights based on such anonymous details, to selected third parties, including (without limitation) analytics and search engine providers to assist us in the improvement and optimisation of the Website. In such circumstances, we do not disclose any information which can identify you personally.
9.1. We may disclose your Information (including Personal Data):
9.1.1. if we are under a duty to communicate or share Personal Data to comply with any legal obligation, including (but not limited to) any request or order from law enforcement agencies and/or HMRC in connection with any investigation to help prevent unlawful activity; and
9.1.5. to our agents or staff if you have expressly consented to us doing so.
9.2. We may disclose aggregated, anonymous information (i.e. information from which you cannot be personally identified), or insights based on such anonymous details, to selected third parties, including (without limitation) analytics and search engine providers to assist us in the improvement and optimisation of the Website. In such circumstances, we do not disclose any information which can identify you personally.
10. Keeping your Information secure
10.1. We will use technical and organisational measures per good industry practice to safeguard your Information, including the use of data encryption.
10.2. While we will use all reasonable efforts to safeguard your Information, you acknowledge that the use of the internet is not entirely secure and for this reason, we cannot guarantee the security or integrity of any Information that is transferred from you or to you via the internet.
10.1. We will use technical and organisational measures per good industry practice to safeguard your Information, including the use of data encryption.
10.2. While we will use all reasonable efforts to safeguard your Information, you acknowledge that the use of the internet is not entirely secure and for this reason, we cannot guarantee the security or integrity of any Information that is transferred from you or to you via the internet.
11. Your rights
If you are an individual, this section sets out your legal rights in respect of any of your Personal Data that we are holding and/or processing. If you wish to exercise any of your statutory rights, you should put your request in writing to us (using our contact details in clause 17 below) giving us enough information to identify you and respond to your request.
11.1. You have the right to request access to information about Personal Data that we may hold and/or process about you, including whether or not we have or are processing any such data; the extent of the Personal Data we might have and the purposes and extent of the processing.
11.2. You have the right to have any inaccurate information we hold about you be corrected and/or updated. If any of the Information that you have provided changes, or if you become aware of any inaccuracies in such Information, please let us know in writing giving us enough information deal with the adjustment or correction.
11.3. You have the right in certain circumstances to request that we delete all Personal Data we hold about you (the ‘right of erasure’). Please note that this right of erasure is not available in all circumstances, for example where we need to retain the Personal Data for legal compliance purposes. If this is the case, we will let you know.
11.4. You have the right in certain circumstances to request that we restrict the processing of your Personal Data, for example where the Personal Data is inaccurate or where you have objected to the handling.
11.5. You have the right to request a copy of the Personal Data we hold about you and to have it provided in a structured format suitable for you to be able to transfer it to a different data controller (the ‘right to data portability’). Please note that the right to data portability is only available in some circumstances, for example where the processing is carried out by automated means. If you request the right to data portability and it is not available to you, we will let you know.
11.6. You have the right in certain circumstances to object to the processing of your Personal Data. If so, we shall stop processing your Personal Data unless we can demonstrate sufficient and compelling legitimate grounds for continuing the processing which overrides your own interests. If, as a result of your circumstances, you do not have the right to object to such processing then we will let you know.
11.7. You have the right to object to direct marketing, for which see clause 8 above.
If you are an individual, this section sets out your legal rights in respect of any of your Personal Data that we are holding and/or processing. If you wish to exercise any of your statutory rights, you should put your request in writing to us (using our contact details in clause 17 below) giving us enough information to identify you and respond to your request.
11.1. You have the right to request access to information about Personal Data that we may hold and/or process about you, including whether or not we have or are processing any such data; the extent of the Personal Data we might have and the purposes and extent of the processing.
11.2. You have the right to have any inaccurate information we hold about you be corrected and/or updated. If any of the Information that you have provided changes, or if you become aware of any inaccuracies in such Information, please let us know in writing giving us enough information deal with the adjustment or correction.
11.3. You have the right in certain circumstances to request that we delete all Personal Data we hold about you (the ‘right of erasure’). Please note that this right of erasure is not available in all circumstances, for example where we need to retain the Personal Data for legal compliance purposes. If this is the case, we will let you know.
11.4. You have the right in certain circumstances to request that we restrict the processing of your Personal Data, for example where the Personal Data is inaccurate or where you have objected to the handling.
11.5. You have the right to request a copy of the Personal Data we hold about you and to have it provided in a structured format suitable for you to be able to transfer it to a different data controller (the ‘right to data portability’). Please note that the right to data portability is only available in some circumstances, for example where the processing is carried out by automated means. If you request the right to data portability and it is not available to you, we will let you know.
11.6. You have the right in certain circumstances to object to the processing of your Personal Data. If so, we shall stop processing your Personal Data unless we can demonstrate sufficient and compelling legitimate grounds for continuing the processing which overrides your own interests. If, as a result of your circumstances, you do not have the right to object to such processing then we will let you know.
11.7. You have the right to object to direct marketing, for which see clause 8 above.
12. Complaints
If you have any concerns about how we collect or process your Information, then you have the right to lodge a complaint with a supervisory authority, which for the UK is the UK Information Commissioner’s Office (“ICO”). Complaints can be submitted to the ICO through the ICO helpline by calling 0303 123 1113. Further information about reporting concerns to the ICO is available at https://ico.org.uk/concerns/.
If you have any concerns about how we collect or process your Information, then you have the right to lodge a complaint with a supervisory authority, which for the UK is the UK Information Commissioner’s Office (“ICO”). Complaints can be submitted to the ICO through the ICO helpline by calling 0303 123 1113. Further information about reporting concerns to the ICO is available at https://ico.org.uk/concerns/.
13.‘Cookies’ and related software
13.1. Our software may issue ‘cookies’ (small text files) to your device when you access and use the Website, and you will be asked to consent to this at the time (e.g. when you first visit our website). Cookies do not affect your privacy and security since a cookie cannot read data off your system or read cookie files created by other sites.
13.2. Our Website uses cookies and other tracking and monitoring software to: distinguish our users from one another; collect standard Internet log information, and to collect visitor behaviour information. The information is used to track user interactions with the Website and allows us to provide you with a good experience when you access the Website, helps us to improve our Website and allows us to compile statistical reports on Website visitors and Website activity.
13.3. You can set your system not to accept cookies if you wish (for example by changing your browser settings, so cookies are not accepted), however, please note that some of our Website features may not function if you remove cookies from your system. For further general information about cookies, please visit www.aboutcookies.org or www.allaboutcookies.org.
13.4 Our Website records contain information on the people who have accessed it in an access log, as described below:
The access log includes the IP address, domain name, browser, access date/time of those people accessing our Website. We shall not use these access logs to collect personal information, nor shall we use them in combination with any information which may identify you as an individual.
We shall inform you of each purpose of using your access logs combined with your personal information when we use them for any purpose except as provided below:
Responding to inquiries that occur when you use our websites or services
Creating statistical data, which do not identify individuals.
13.1. Our software may issue ‘cookies’ (small text files) to your device when you access and use the Website, and you will be asked to consent to this at the time (e.g. when you first visit our website). Cookies do not affect your privacy and security since a cookie cannot read data off your system or read cookie files created by other sites.
13.2. Our Website uses cookies and other tracking and monitoring software to: distinguish our users from one another; collect standard Internet log information, and to collect visitor behaviour information. The information is used to track user interactions with the Website and allows us to provide you with a good experience when you access the Website, helps us to improve our Website and allows us to compile statistical reports on Website visitors and Website activity.
13.3. You can set your system not to accept cookies if you wish (for example by changing your browser settings, so cookies are not accepted), however, please note that some of our Website features may not function if you remove cookies from your system. For further general information about cookies, please visit www.aboutcookies.org or www.allaboutcookies.org.
13.4 Our Website records contain information on the people who have accessed it in an access log, as described below:
The access log includes the IP address, domain name, browser, access date/time of those people accessing our Website. We shall not use these access logs to collect personal information, nor shall we use them in combination with any information which may identify you as an individual.
We shall inform you of each purpose of using your access logs combined with your personal information when we use them for any purpose except as provided below:
Responding to inquiries that occur when you use our websites or services
Creating statistical data, which do not identify individuals.
14. Changes to this Policy
14.1. We keep this Policy under regular review and may change it from time to time. If we change this Policy, we will post the changes on this page, and place notices on other pages of the Websites as applicable, so that you may be aware of the Information we collect and how we use it at all times. You are responsible for ensuring that you are aware of the most recent version of this Policy as it will apply each time you access the Websites.
14.2. This Policy was last updated on 22nd May 2018.
14.1. We keep this Policy under regular review and may change it from time to time. If we change this Policy, we will post the changes on this page, and place notices on other pages of the Websites as applicable, so that you may be aware of the Information we collect and how we use it at all times. You are responsible for ensuring that you are aware of the most recent version of this Policy as it will apply each time you access the Websites.
14.2. This Policy was last updated on 22nd May 2018.
15. Links to other websites
15.1. Our Website may contain links to other websites. This Policy only applies to our Websites. If you access links to other sites any Information you provide to them will be subject to the privacy policies of those other websites.
15.2. We have no control over third party websites or systems and accept no legal responsibility for any content, material or information contained in them. Your use of third party sites or systems will be governed by the terms and conditions of that third party. It is your responsibility to ensure you are happy with such third-party terms and conditions.
15.3. The display of any hyperlink and reference to any third-party website, system, product or service does not mean that we endorse that third party's website, products or services and any reliance you place on such hyperlink, reference or advert is at your own risk.
15.1. Our Website may contain links to other websites. This Policy only applies to our Websites. If you access links to other sites any Information you provide to them will be subject to the privacy policies of those other websites.
15.2. We have no control over third party websites or systems and accept no legal responsibility for any content, material or information contained in them. Your use of third party sites or systems will be governed by the terms and conditions of that third party. It is your responsibility to ensure you are happy with such third-party terms and conditions.
15.3. The display of any hyperlink and reference to any third-party website, system, product or service does not mean that we endorse that third party's website, products or services and any reliance you place on such hyperlink, reference or advert is at your own risk.
16. Accessibility
This Policy aims to provide you with all relevant details about how we process your Information in a concise, transparent, intelligible and easily accessible form, using clear and understandable language. If you have any difficulty in reading or understanding this Policy, or if you would like this Policy in another format, please get in touch with us.
This Policy aims to provide you with all relevant details about how we process your Information in a concise, transparent, intelligible and easily accessible form, using clear and understandable language. If you have any difficulty in reading or understanding this Policy, or if you would like this Policy in another format, please get in touch with us.
17. Contact us
We welcome your feedback and questions on this Policy. If you wish to contact us, please contact our Data Protection Officer David Idle at Dpo@wrprovince.com or +44 (0) 1132 782 451 or in writing at 18/20 Castle Grove Drive, Leeds, West Yorkshire LS6 4BR
We welcome your feedback and questions on this Policy. If you wish to contact us, please contact our Data Protection Officer David Idle at Dpo@wrprovince.com or +44 (0) 1132 782 451 or in writing at 18/20 Castle Grove Drive, Leeds, West Yorkshire LS6 4BR
