Sketty Hall Lodge No. 8752 ("the Lodge", "we", "us") is committed to protecting the privacy of our members and of anyone who contacts us through this website. This policy explains what personal data we hold, why we hold it, and what rights you have over it.
For the purposes of UK data protection law, the Lodge is the data controller for the information described below. Our contact point for all data protection matters is the Lodge Secretary at
[email protected].
1. Information we collect
If you are a member
- Identity and contact details — your name, email address, telephone number, masonic rank and the date you joined the Lodge.
- Account information — your password, stored only in an irreversible hashed form that nobody, including us, can read.
- Meeting responses — whether you are attending a meeting, whether you are staying for the Festive Board, and any dietary requirements or allergies you choose to tell us.
- Guest details — where you bring a guest, their name, rank, home Lodge and number, and whether they are dining.
- Financial records — annual subscription amounts due and paid, Festive Board charges, payment dates, payment method and any reference you provide.
- Communications — a record of Lodge emails sent to you and whether you have opened them, so the Secretary can tell who has seen an important notice.
- Notification preferences — if you enable push notifications, a technical identifier for that device. This does not identify the device's owner to us beyond linking it to your account.
- Administrative notes — occasional notes recorded by the Secretary in connection with your membership.
A note on dietary requirements. Information about allergies or dietary needs can reveal something about your health, which UK data protection law treats as a special category of personal data. We collect it only so that catering can be arranged safely, we share it only with those arranging the Festive Board, and you are never required to provide it.
If you contact us through the website
- Your name, email address, the subject you selected and the message you wrote.
2. Why we use it and our lawful basis
- To administer your membership — maintaining the roll, issuing summonses, recording attendance and managing subscriptions. Our lawful basis is legitimate interests: we cannot run the Lodge without these records.
- To arrange meetings and catering — including dietary requirements, where our lawful basis is your explicit consent, given when you choose to enter them.
- To keep financial records — recording what is due and what has been paid. Our lawful basis is legitimate interests, and in places legal obligation where accounting records must be retained.
- To communicate with you — sending summonses, minutes, and Lodge news. Our lawful basis is legitimate interests as a member of the Lodge.
- To answer enquiries — responding to messages sent through the contact form. Our lawful basis is legitimate interests.
We do not use your information for marketing, we do not sell it, and we do not use it for any automated decision-making or profiling.
3. Who can see your information
Access is limited to those who need it to carry out their office:
- The Secretary and Lodge administrators — full access to membership records.
- The Dining Secretary — meeting attendance, guest lists and dietary requirements only.
- The Treasurer / Accountant — subscription and Festive Board payment records only.
Other members cannot see your contact details, your financial records or your dietary requirements through this website. The published list of Lodge Officers shows names and offices only.
We use the following third parties to operate the site:
- Brevo — delivers our emails.
- Our website host — stores the site and its database.
Where required by the Constitutions, membership information may also be shared with the Provincial Grand Lodge of South Wales and the United Grand Lodge of England.
4. How long we keep it
We keep membership records for as long as you remain a member, and afterwards for as long as is necessary for the Lodge's historical record and to meet accounting requirements. Financial records are ordinarily retained for seven years. Contact form enquiries are kept only as long as needed to deal with the enquiry.
5. How we protect it
The site is served over an encrypted connection. Passwords are stored hashed. Summonses, minutes and other documents are held outside the publicly accessible part of the server and are released only to signed-in members entitled to see them. Access to the administration area is restricted by role.
6. Your rights
You have the right to:
- ask for a copy of the personal data we hold about you;
- ask us to correct anything inaccurate;
- ask us to delete your data, where we are not required to keep it;
- ask us to restrict how we use it, or object to our using it;
- ask for your data in a portable format;
- withdraw consent at any time where we rely on consent, such as dietary requirements.
To exercise any of these, contact the Secretary at [email protected].
If you are unhappy with how we have handled your information, you may complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
7. Cookies
This website uses a small number of strictly necessary cookies. These are described in our Cookie Policy.
8. Changes to this policy
We may update this policy from time to time. The date at the top of the page shows when it was last revised.