At the Lodge of Melrose St. John No. 1² (No. 1bis), we are committed to protecting and respecting your privacy.
Please read this Privacy Notice, together with any other privacy notice that we may provide to you, as it contains important information about how we collect, manage, use and protect your personal data. This Privacy Notice may also be used in conjunction with other privacy notices that we may provide you with in certain situations.
We may change this Privacy Notice from time to time. Please check this policy frequently to ensure you are aware of the most recent version and the date that it was last updated.
This policy was last updated on 29 April 2023.
If you have any questions regarding this policy or about our privacy practices, please contact us on the below details:
Who are we?
When we say the ‘Lodge, ‘we’ or ‘us’ in this policy, we are referring to The Lodge of Melrose St. John No. 1bis, an unincorporated association of 1 Market Square, Melrose, TD6 9PQ.
The Lodge is a "data controller" of the personal data that we hold about you. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
What information do we collect?
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you. What information we collect will depend on your interactions with us, for example, whether you are a member of the Lodge, a customer, an applicant, a supplier, an individual submitting an enquiry to us or a website user.
However, we have grouped together the types of information that we may collect from you as follows:
Special Categories of Personal Data
We won’t have a requirement to collect Special Categories of Personal Data, for example:
We may also collect, store and use information about:
How do we collect your information?
How we might use your information?
We use information held about you in the following ways:
Communications with you
We may text or e-mail you to provide you with information about our activities and services supplied by us. You can un-subscribe at any time. This process is detailed at the footer of each email or text. If an automated un-subscription system is unavailable clear instructions on how to un-subscribe will be detailed instead.
We may occasionally call you to provide you with information about our activities or provide you with information about services supplied by us. You may unsubscribe to calls by instructing the person calling you or by contacting us at any time on the details set out in the ‘Contact Us’ section of this notice.
We may also communicate with your through postal marketing when it is in our legitimate interests to do this and when these interests do not override your rights. Those legitimate interests include providing you with information on our services and other activities and those of other carefully selected organisations. You have the right to contact us at any time and opt-out of receiving postal communications.
What is our legal basis for using your information?
There are a number of lawful reasons for us to process your personal data.
One of these is called ‘legitimate interest’ and 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.
We will use your personal data for the purposes of the administration of the Lodge, to give you the most appropriate information and services, to provide you with the best experience when dealing with us and for the purposes set out in the
How we might use your information section of this notice.
Whenever we process your personal data for our legitimate interests, we will consider and balance any potential impact on you and your rights under data protection law.
Other legal bases that we will rely on include the following:
Where we use special categories of personal data, for example, information about your health, we may ask for your consent to such use. However, sometimes, there may be reasons that enable us to use this information without consent, for example, in the establishment, exercise or defence of legal claims or in the course of the Lodge’s legitimate activities in relation to members or former members or persons who have regular contact with the Lodge.
Sometimes your personal data may be used for statistical purposes but only in a form that no longer identifies you.
How long will we hold your information for?
We will hold your personal data on our systems for as long as is necessary to fulfil the purposes that we collected it for.
By law, we are required to retain certain information for a prescribed period of time. In circumstances where there are no such legal requirements, to determine the appropriate retention period, we will consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we are processing your personal data and whether we can achieve those purposes through other means.
Therefore, some information may be kept for more or less time depending on how long we reasonably feel it is required for.
We review our retention periods for personal data on a regular basis.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
If you ask us to delete your information in accordance with your rights set out below, we will retain basic information on a suppression list to record your request and to avoid sending you unwanted materials in the future.
Who we might share your information with
We will NOT sell your personal data to any third parties. We may share your information with selected third parties including:
We may disclose your personal information to third parties to:
International transfers of personal data
The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”) for the purposes described in this policy. It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff may be engaged in, among other things, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing.
If you fail to provide personal data
If you do not provide us with all of the personal information that we need, this may affect our ability to offer you membership, products, services or benefits. If this is the case, we will notify you at the time.
You have a number of rights. If you would like to exercise any of these rights, please contact us using the details set out below in the ‘Contact Us’ section. If you exercise any of these rights we may ask for proof of identity and sufficient information about your interactions with us so that we can locate your personal information. If we agree that we are obliged to provide personal information to you (or someone else on your behalf), we will provide it to you or them free of charge except in exceptional circumstances.
If you wish to raise a complaint in relation to our processing of your personal data, you can contact us at the contact details provided at the end of this privacy notice. You also have the right to lodge a complaint with the data protection regulator, the Information Commissioner’s Office, if you have concerns about how we use your personal information. You can contact the Information Commissioner’s Office at: https://ico.org.uk/global/contact-us/.
Your rights include:
If you would like to find out more about your rights, you can visit the Information Commissioner’s Office website (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr).
How you can access and update your information
We strive to maintain accurate, complete, and relevant personal information for the purposes identified in this privacy statement. If any of the personal information we hold about you is inaccurate or out of date, you may ask us to correct it. It is important that the personal information we hold about you is accurate and current.
Security precautions in place to protect against the loss, misuse or alteration of your information
We have implemented reasonable measures designed to secure your personal information from accidental loss and from unauthorized access, use, alteration and disclosure.
Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Our security measures are regularly reviewed.
If you have any questions regarding this policy or about our privacy practices, wish to exercise any of your rights or wish to make a complaint, please contact our Data Protection Officer at:
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The Lodge can exercise editorial control only over material commissioned and/or produced by it. The Lodge cannot, under any circumstances, change, add to, or subtract from, any material previously produced by others that is prior to reproduction by the Lodge. Errors and omissions in such previously reproduced material are the responsibility of the original author or commissioning body and not the Lodge. Errors and omissions in material reproduced on the Lodge Website which do not occur in the original material should be brought to the attention of the Webmaster. If correction is required, the full text of the original material, author, source, dates and place(s) of primary publication must be submitted to the Lodge which will then make appropriate adjustments and corrections having regard to the submission.
The Lodge of Melrose St. John No. 1².
All references in the Lodge Website and in these pages to “the Lodge” include references to all of the members of the Lodge and the Lodge Trustees and Office Bearers, all jointly and severally. The Lodge of Melrose St. John No: 1² is a Daughter Lodge of The Grand Lodge of Scotland (GLOS) and that Grand Lodge is the ultimate authority on all matters relating to Scottish Freemasonry.”