How Your data is used
Section I Applying to join (joining or re-joining).
Section II Use of Freemasons’ data by Masonic entities.
Section III Use of Freemasons’ data for events
Section IV Use of Freemasons’ data by Masonic charities.
Section V Use of criminal convictions data.
Section VI Use of data for archive purposes in the public interest and for historical research.
Section VII Intentionally blank
Section VIII Intentionally blank
Section IX Sharing your data with another Masonic Order.
Section X Other Uses
Section XI contains some definitions for terms used in this notice.
The Appendix lists the categories of data processed under sections I – IX.
If you have any questions about this notice or wish to complain about the processing of your personal data then please contact secretary@vertislodge.org
I. Applying to join (joining or re-joining)
If you express interest in joining Vertis Lodge and provide data to this Masonic Entity, that data will be used to assess your eligibility. The data may be shared by the Masonic Entity which collected the data with other Masonic Entities for the process of verification mof your standing as a Freemason and Member of Widows Sons.
The assessment of your application will include printing some of your personal details on the summons which is sent to all of the members of the Lodge. Those details are your full name, age, profession or occupation (if any), place or places of abode, business address or addresses and names of your proposer and seconder. Your details will be checked against records of current members and of members who have resigned or been expelled for the purpose of verifying that you are eligible to make your application.
After submitting your application Masonic entities may use your data to send communications of interest to you, for example an invitation to a event.
The personal data in expressions of interest and membership applications is processed on the basis of consent. You can cancel your application at any time prior to your joining or re-joining by notifying whoever you provided your data to, or to your proposer and seconder. If you provide your data but do not complete your application within two years, it will be deleted.
II. Use of Freemasons’ data by Masonic entities
Masonic entities will never sell your data.
As a Freemason your data will be processed, retained and shared for any reasonable purposes required by the Book of Constitutions, the Royal Arch Regulations or the bodies they sanction from time to time. These purposes include, but are not limited to, the following purposes:
- Assessing any membership applications you make to Masonic entities;
- Registering you as a member of Freemasonry;
- Sending communications which you are entitled to receive as a Mason;
- Recording the progress of your career in Freemasonry including memberships of Masonic entities, offices held, roles performed and meetings attended;
- Masonic disciplinary processes;
- If you resign or are expelled from membership, maintaining records to prevent you from improperly re-applying for membership; and
- Maintaining records of your career in Freemasonry for archive and historical purposes.
The legal basis on which your personal data will be used for these purposes is the legitimate interests of Masonic entities as not for profit membership organisations. Additional data is commonly held by Masonic entities on the basis of consent. Examples of this include dietary preferences and any photographs in which you feature. If you have provided your religion or ethnicity this data is also held on the basis of consent.
Sharing your data
Please note that data provided to any Masonic entity will be shared with any other Masonic entity for which it is relevant. For example, if you move house and provide your new address to your Lodge, that data may be shared with all other Masonic entities which communicate with you by post. Also data about you created by a Masonic entity will be shared with any other Masonic entity for which it is relevant. For example, if a Provincial Grand Master imposes a disciplinary sanction on you that will be reported to all of your Lodges and Chapters.
If you are a member of a Masonic entity based outside the UK then your data may be transmitted to, processed and stored in the jurisdiction of that Masonic entity. Your data will also be stored and processed in the UK for the purposes set out in this Section II.
Resignation
You may stop your data from being used for all purposes except 6. and 7. above by resigning from the United Grand Lodge of England and, if applicable, the Supreme Grand Chapter of Royal Arch Masons of England using the processes prescribed by their respective constitutions. If you resign or are expelled, personal data relating to your membership will normally be retained and processed by the United Grand Lodge of England for 100 years for purpose 6. and indefinitely for purpose 7. Other Masonic entities may also keep historic records, for example once you cease to be a member of a Lodge your personal details will remain in Lodge minute books which cover the period in which you were a subscribing member.
Your data may also be used within one year of your resignation from a Lodge or Chapter to contact you for the purposes of understanding why you resigned and if applicable to assist you in finding an appropriate Lodge or Chapter to join.
If you resign while owing money to a Masonic entity then your data may be used to contact you to seek payment.
If you resign from all of your Lodges and Chapters but remain a Freemason then Masonic entities may also contact you:
- by post to make you aware of Masonic events happening in your area; and
- by email to inform you about significant changes to how your data is used or held, for example if a new IT platform or membership database is introduced which might process your data.
Data Rights
You may request access to the data held about you by each Masonic entity, and rectification of that data if applicable, or object to the processing of that data, by submitting a request to the relevant Masonic entity. Where data is held on the basis of your consent, you may also request that it be deleted.
The secretary of your Lodge and, if applicable, Scribe E. of your Chapter will provide on request details of your data controllers and their contact details. The United Grand Lodge of England and Supreme Grand Chapter of Royal Arch Masons of England are at Freemasons’ Hall, 60 Great Queen Street, London WC2B 5AZ. Their data protection officer can be contacted at dataprotection@ugle.org.uk. If you are resident in the EEA you may use the above details or alternatively you may contact the Grand Lodge and Grand Chapter’s appointed EEA Representative, Michael Hadjiconstantas, at PO Box 70601, Limassol, 3800, Cyprus.
III. Use of Freemasons’ data for events
If you choose to attend events organised by Masonic entities your data will be processed, retained and shared to administer those events. This commonly includes your name on seating plans and attendance lists, details of your mobility needs and dietary preferences and your payment information and, if you owe money, your contact details. This data is processed on the basis of the organiser’s legitimate interests except for mobility needs and some dietary preferences data which is processed based on your consent and the payment information and any personal data arising from seeking or obtaining payment, which is processed on the basis of the performance of a contract and then on the basis of legitimate interests of the Masonic entity in keeping normal tax and business records. This data is held up to 7 years after the event and is commonly shared with the venue and, if applicable, the caterers to the extent necessary for them to provide their respective services.
IV. Use of Freemasons’ data by Masonic charities
Masonic charities need to keep their donor databases accurate and up to date. If you choose to donate to a Masonic charity, then Masonic entities may permit that Masonic charity to access your name and address data to verify your information. The legal basis for this processing is the legitimate interests of that charity.
Masonic charities provide, among other work, support to Freemasons, former Freemasons, their relatives and dependants. When a Masonic charity receives an application for relief which is dependent on your status as a Freemason or former Freemason, for fraud prevention purposes it may be granted access to your personal data held by relevant Masonic entities. The charity may only use this personal data to verify your status as a Freemason to the extent that it is relevant for an application for relief it has received.
V. Criminal convictions
Criminal conviction data will only be used by your Lodge, the relevant Metropolitan, Provincial or District Grand Lodge and the United Grand Lodge of England to:
- determine your suitability to become a Freemason;
- determine your suitability to remain a Freemason; or
- maintain records to prevent you from improperly re-applying for membership if you have ceased to be a Freemason by resignation or expulsion.
Freemasons are expected to conform to high standards. In relation to purpose 1. above, as a candidate you must disclose any criminal convictions, except that you may choose whether to disclose a conviction if it is spent under the Rehabilitation of Offenders Act 1974. The legal basis on which this data is processed is your consent. You can withdraw your consent and request erasure of your criminal conviction data at any time by notifying your proposer and seconder that you wish to cancel your application.
If convicted of an offence when a Freemason, you must report certain criminal convictions to your Lodge Master or the Grand Secretary in accordance with Paragraph 2 of the Schedule to the Book of Constitutions. The Master of your Lodge or others may also report such convictions to other Masonic entities in accordance with the Book of Constitutions and the disciplinary processes of Freemasonry. The data in these reports and in any historical application forms is used for purpose 2. above and data in them can be retained for purpose 3. above. The legal basis on which this data is processed is the legitimate interests of the Masonic entities as membership organisations in upholding their values. The processing falls within the “processing by not-for-profit bodies” exemption to permit processing of criminal convictions data.
VI. Archiving and historical research
Many Masonic records which may contain your data are archived for the public interest and kept for historical research. When they are no longer needed by the relevant Masonic Entity they are loaned or given to the Library and Museum of Freemasonry, a fully accredited Museum and a charity registered in England with charity registration number 1058497. The records which are loaned are transferred permanently to the charity when the Masonic Entity considers appropriate.
The charity currently restricts access to the records for 70 years except where they might contain sensitive personal information in which case access is restricted for 100 years. These periods are subject to change to reflect best practice. After this time the records are made available to academic researchers and others in accordance with the charity’s work. More information about the charity’s work can be found at https://museumfreemasonry.org.uk.
VII. Blank
VIII. blank
IX. Other Masonic Orders
If you are a Freemason and you choose to apply to join other Masonic Orders they may request that you consent to Masonic entities sharing the details of your Masonic career, including certificates of good standing, with them for the purposes of enabling them to assess your application. If you do not consent then we recommend that you make this clear on your application to that Masonic Order.
If you resign or are subject to a Masonic disciplinary sanction then your name, address and resignation circumstances or disciplinary sanction may be shared with other Masonic Orders or sent by other Masonic Orders to Masonic entities. The legal basis on which this data is processed is the legitimate interests of the Masonic entities as membership organisations in upholding their common values in accordance with the Book of Constitutions.
X. Other uses
Communications – If you communicate with the United Grand Lodge of England or the Supreme Grand Chapter of Royal Arch Masons of England they may monitor, record, store and use any telephone, email, webform or other communication with you in order to communicate with you in relation to your query, respond to the issues raised or deal with them in accordance with the Book of Constitutions or Royal Arch Regulations, check any information you have provided, maintain records of recent communications for legal reasons and improve the quality of the services they offer. The legal basis for this processing is the legitimate interests of each as a membership organisation.
Contracts – The United Grand Lodge of England and the Supreme Grand Chapter of Royal Arch Masons of England use the data of contractors for the purposes of performing their contracts and for any other purposes which are required by the law. After performance or termination of a contract data will be retained in accordance with standard commercial practice for business records, on the basis of their legitimate interests, legal proceedings or compliance with legal obligations.
Dining – If you choose to dine after an event using dining arranged by The Lodge then your data will be used for the purposes of providing the dining and collecting payment. Your name, Masonic prefix and rank and any mobility needs or dietary preferences will be shared with the venue or caterers which will use it to provide the dining services, store it for up to 7 years afterwards and use it in accordance with their published data protection notice.
Volunteering – If you volunteer for any committees or other roles In the Lodge then they will process your name, contact details and any other personal data relevant to the role for the purposes of enabling that role to be performed safely and efficiently. The legal basis for this processing is your consent.
XI. Definitions
“Book of Constitutions” means the General Laws and Regulations for the Government of the Craft of the United Grand Lodge of England from time to time, a copy of which can be found at https://www.ugle.org.uk/about-us/book-of-constitutions.
“Masonic entities” means:
- all Lodges you apply to join or have joined;
- their Metropolitan, Provincial or District Grand Lodges; and
- the United Grand Lodge of England.
for Royal Arch Masons, and applicants to the Royal Arch, it will also include:
- all Chapters you apply to join or have joined;
- their Metropolitan, Provincial or District Grand Chapters; and
- the Supreme Grand Chapter of Royal Arch Masons of England.
“Royal Arch Regulations” means the General Regulations of the Supreme Grand Chapter of England from time to time, a copy of which can be found at https://www.ugle.org.uk/about-us/royal-arch/supreme-grand-chapter.
If you have any questions or complaints about how your data is processed please contact the relevant Masonic entity. If you have raised your concerns but not received a satisfactory response you have the right to complain to the Information Commissioner’s Office or outside the UK to your local supervisory authority (if applicable). More information about UK complaints can be found at https://ico.org.uk/make-a-complaint/.
The Appendix
Data of a Freemason
Category of Data: Name, address, email and telephone number
Basis of processing: Legitimate Interests
Purpose of processing: To communicate with you and for the purposes required by the Book of Constitutions, the Royal Arch Regulations or the bodies they sanction from time to time (see Section II for detail)
To verify your details for a Masonic charity (see Section IV)
Category of Data: Date of birth, age, information for official visits, administrative comments (e.g. “please do not contact this individual by post” or “arrears cleared 16/1/23”)
Basis of processing: Legitimate Interests
Purpose of processing: For the purposes required by the Book of Constitutions, the Royal Arch Regulations or the bodies they sanction from time to time (see Section II for detail)
Category of Data: Title, preferred name, post nominals, alternative contact details
Basis of processing: Consent
Purpose of processing: To communicate with you in the manner you wish
Category of Data: Masonic career (comprising length of service, prefix, status, certificate number, dates of initiation, passing and raising, ranks, awards, posts, current offices, Lodge and Chapter memberships, foreign constitutions, meeting attendances, roles performed at ceremonies) and memberships of mailing groups
Basis of processing: Legitimate Interests
Purpose of processing: For the purposes required by the Book of Constitutions, the Royal Arch Regulations or the bodies they sanction from time to time (see Section II for detail)
To share with masonic charities to which you or your relatives or dependants have applied for relief, to confirm your or their entitlement to that relief (see Section III for detail).
Category of Data: References such as visiting officer reports or honours candidate comments
Basis of processing: Legitimate Interests
Purpose of processing: References are commonly used for appointments to higher Masonic offices, promotions or honours. References are invariably confidential, so that the volunteers who provide them feel able to provide accurate and honest feedback without risking damaging any personal relationship.
Category of Data: Photographs, occupation, skills, interests, quotes and videos
Basis of processing: Consent
Purpose of processing: To enable others to recognise you or to add your photo to briefings for visiting officers. To identify those with the ability to perform roles which require certain experience or skills. To identify shared interests with others on Portal. To use for newsletters or publicity to which you have consented
Category of Data: Event attendance and seating plans
Basis of processing: Legitimate Interests
Purpose of processing: To administer events which you have chosen to attend
Category of Data: Mobility needs and dietary preferences for events
Basis of processing: Consent
Purpose of processing: To enable you to attend and participate in events which you have chosen to attend
Category of Data: Payment information (personal payments)
Basis of processing: Performance of a contract / Legitimate Interests
Purpose of processing: To administer events which you have chosen to attend and to collect payment. Subsequently, to maintain ordinary business and tax records.
Category of Data: Payment information (payments relating to a Masonic unit where personal data is included)
Basis of processing: Legitimate Interests
Purpose of processing: To process dues and other payments between Masonic entities for the purposes of Freemasonry
Category of Data: Disciplinary records and criminal proceedings or convictions and details of any activity which may bring Freemasonry into disrepute or which breached the Book of Constitutions
Basis of processing: Legitimate Interests
Purpose of processing: To operate and maintain records of the Masonic disciplinary system
Category of Data: Complaints or witness statements provided for disciplinary purposes
Basis of processing: Legitimate Interests
Purpose of processing: To operate and maintain records of the Masonic disciplinary system
Category of Data: Hermes, Adelphi, Solomon, Portal, Members’ Websites or other remote access services users’ credentials, contact details and Masonic role
Basis of processing: Legitimate Interests
Purpose of processing: To enable you and others to use remote access services in a secure manner and (where applicable) to receive individualised services on those platforms.
Category of Data: Hermes, Adelphi, Solomon, Portal, Members’ Websites or other remote access services user history and training history or training declarations
Basis of processing: Legitimate Interests
Purpose of processing: To provide and maintain remote access services in a secure and lawful manner, to detect any misuse of those services and to facilitate disciplinary action in respect of misuse
Category of Data: Application forms you have completed and other information submitted to Masonic Entities as a Freemason
Basis of processing: Legitimate Interests
Purpose of processing: Maintaining records of your career in Freemasonry for archive and historical purposes and to identify breaches of rules (see Section IV for detail)
Category of Data: First Rising and Freemasonry Today mailing list status
Basis of processing: Consent
Purpose of processing: To maintain records of your communications preferences for First Rising and Freemasonry Today
Category of Data: Name, Masonic prefix and rank, mobility needs, dietary preferences
Basis of processing: Consent
Purpose of processing: To provide a dining experience with a seating plan.