Privacy Policy

Last updated: 04 February 2026

This Privacy Policy explains how North Kent Lodge No. 2499 (“we”, “us”, “our”) collects, uses, shares, and safeguards your personal information when you visit [https://northkentlodge2499.co.uk] (the “Website”), contact us, or interact with us online.

We are committed to protecting your privacy and complying with applicable data protection laws, including the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

1) Who We Are (Data Controller)

  • Data Controller: North Kent Lodge No. 2499
  • Postal Address: The Masonic Hall, 292 London Road, Greenhithe, Kent, DA9 9DA, United Kingdom
  • Email: [secretary@northkentlodge2499.co.uk]

If you have any questions about this policy or your data, please contact us using the details above.

2) Personal Data We Collect

a) Data you provide directly

  • Contact enquiries: your name, email address, phone number, and the content of your message when you submit a contact form or email us.
  • Event registrations / Visiting requests: name, Lodge name/number, Masonic rank or affiliation, diet/access requirements (optional), and contact details.
  • Mailing list subscriptions (if used): name and email address.
  • Donations (if used): name, contact details, gift aid declarations and donation records.

b) Data collected automatically

  • Technical data: IP address, browser type/version, device identifiers, operating system, referring URLs, pages viewed, and timestamps (captured via our web server and/or analytics tools).
  • Cookies and similar technologies: see Section 10 (Cookies).

c) Special category data

We do not intentionally collect special category data (e.g., health, religion). If you choose to share such details (e.g., accessibility or dietary information for an event), we will only use them for that specific purpose and with your explicit consent.

3) Lawful Bases for Processing

We process personal data under the following lawful bases:

  • Contract (UK GDPR Art. 6(1)(b)): to respond to your enquiries or administer a booking/registration you request.
  • Legitimate Interests (Art. 6(1)(f)): to operate and secure our Website, prevent fraud/abuse, understand Website usage, and communicate with you about Lodge activities where proportionate and expected.
  • Consent (Art. 6(1)(a)): for optional activities like email newsletters, certain cookies/analytics, or where you provide special category data (Art. 9(2)(a)).
  • Legal Obligation (Art. 6(1)(c)): to keep records required by law (e.g., Gift Aid).

4) How We Use Your Data

We use your data to:

  • Respond to enquiries and visitor requests.
  • Administer events and Lodge activities.
  • Operate, maintain, and improve the Website (including troubleshooting, data analysis, testing, security, and statistics).
  • Send updates or invitations where you have opted in, or where our legitimate interests permit.
  • Comply with legal obligations and protect our rights.

We do not engage in automated decision‑making or profiling that produces legal or similarly significant effects.

5) Sharing Your Data

We may share personal data with:

  • Service providers/Processors (bound by contracts) who help us host the Website, provide email services, analytics, forms, or security. Examples may include:
    • Web hosting / CMS (e.g., WordPress hosting provider)
    • Email service (e.g., Microsoft 365 / other)
    • Analytics (e.g., Google Analytics) [optional—see Section 10]
    • Form tools or event platforms (e.g., Microsoft Forms, Eventbrite) [optional]
  • Regulatory or law enforcement authorities where required by law.
  • Other Masonic bodies (e.g., Province or visiting verification) where strictly necessary and appropriate for Masonic purposes and only with your knowledge/consent where required.

We do not sell your personal data.

6) International Transfers

Some providers may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place (e.g., UK‑approved International Data Transfer Agreements or adequacy regulations). For details of specific transfers and safeguards, contact us.

7) Data Retention

We retain personal data only as long as necessary for the purposes described in this policy:

  • Enquiries: typically 12 months after resolution.
  • Event records/visitor information: up to 24 months after the event (unless longer is needed for audit/insurance).
  • Mailing lists: until you unsubscribe.
  • Donation/Gift Aid records: up to 7 years to meet legal requirements.
  • Technical logs/analytics: typically 12–26 months (see cookie/analytics settings).

We may retain data longer if necessary to establish, exercise, or defend legal claims.

8) Your Rights

Under the UK GDPR, you have the following rights (subject to conditions and exemptions):

  • Access – request a copy of your personal data.
  • Rectification – correct inaccurate or incomplete data.
  • Erasure – request deletion (“right to be forgotten”).
  • Restriction – limit how we use your data.
  • Data Portability – receive your data in a usable format and/or request we transfer it to another controller (where applicable).
  • Object – to processing based on legitimate interests or to direct marketing.
  • Withdraw Consent – at any time, where we rely on consent.

To exercise your rights, contact us using the details in Section 1.
You also have the right to complain to the Information Commissioner’s Office (ICO): https://ico.org.uk/ or 0303 123 1113.

9) Security

We use appropriate technical and organisational measures to protect personal data, including secure hosting, access controls, and encryption where reasonable. However, no method of transmission or storage is completely secure; you share data at your own risk. If we become aware of a personal data breach, we will act promptly and, where required, notify you and/or the ICO.

10) Cookies & Analytics

a) Cookies

Cookies are small files placed on your device to help the Website function and improve your experience. We use:

  • Strictly Necessary Cookies – required for core functionality (e.g., security, load balancing, consent log).
  • Optional Cookies (with consent) – e.g., analytics, performance, and embedded media.

You can manage your cookie preferences via our Cookie Banner/Preference Centre and your browser settings. Blocking cookies may impact site functionality.

b) Analytics (Optional)

If enabled, we may use Google Analytics or a similar tool to understand how visitors use our Website (e.g., pages viewed, time on page, inbound links). We configure analytics to respect privacy by limiting retention and masking IP addresses where possible. You may opt out via our Cookie Banner or by enabling “Do Not Track”/opt-out tools in your browser.
[If you do not use analytics, remove this subsection.]

11) Children’s Privacy

Our Website is intended for adults. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it where appropriate.

12) Third‑Party Links & Embedded Content

Our Website may include links to third‑party sites or embedded content (e.g., maps, videos). These third parties may collect data about you, use cookies, or track your interaction. We are not responsible for their privacy practices. Please review their privacy notices before using those services.

13) Changes to This Policy

We may update this Privacy Policy from time to time. Changes take effect when posted on this page with the “Last updated” date above. We encourage you to check back regularly.

14) Contact Us

For questions about this Privacy Policy or your personal data, please contact:
North Kent Lodge No. 2499
Email: [secretary@northkentlodge2499.co.uk]
Postal: The Masonic Hall, 292 London Road, Greenhithe, Kent, DA9 9DA, United Kingdom