Provincial Grand Lodge of Renfrewshire East
Your personal information – 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 General Data Protection Regulation 2016/679 (the “GDPR”).
Who are we?
The PG Secretary of the PG Lodge of Renfrewshire East is a data controller (contact details below). This means he decides how your personal data is processed and for what purposes.
What personal information do we collect?
We collect identity, contact, membership and communication data.
How do we collect personal information?
We collect data you give us when you become a member, complete a form, make an application for benevolence or a grant, or when you contact us by letter, email or through the website. We also collect data sent to us by Lodges in the Province.
How do we process your personal data?
PG Lodge and the PG Secretary comply with their obligations under the GDPR 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 PG Secretary and PG 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 Membership Roll.
PG Lodge use your personal data for the following purposes: -
To administer membership records.
To fundraise and promote the interests of PG Lodge.
To maintain our own accounts and records.
To inform you of meetings, events, activities and news in the Province of Renfrewshire East and in the Scottish Craft.
To share your contact details with the with the Grand Lodge of Scotland for administrative purposes and so they can keep you informed about meetings in the Province and events, activities and meetings that will be occurring in the Scottish Craft.
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;
What is the legal basis for processing your personal data?
PG Lodge now require explicit consent of the data subject. 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 PG 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 PG Lodge administration (including all Committees of PG Lodge); fundraising; and the circulation of Provincial Grand Lodge Billets.
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 PG Committee, 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 PG 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 PG Lodge or others.
How long do we keep your personal data?
We keep data in accordance with the guidance provided by the Grand Lodge of Scotland.
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -
The right to request a copy of your personal data which PG Lodge holds about you;
The right to request that the PG Secretary 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 PG Secretary 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.
If we wish to use your personal data for a new purpose, not covered by this Privacy 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.
To exercise all relevant rights, queries or complaints please contact the PG Secretary at firstname.lastname@example.org.
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.