Privacy Policy

Sandgate Masonic Hall
(Castle Lodge Trustees)

Privacy Notice

About us

The Sandgate Masonic Hall trustees, hereinafter referred to as the trustees are elected

by the members of Castle Lodge No 1436 to manage the Masonic Hall in accordance

with a Trust Deed. Their management responsibilities include finance, regulatory

compliance, contracting out services, marketing, supplies and maintenance, arranging

and managing leases and rents, and overseeing the use of the building.

Who is responsible for your personal data.

The trustees: primarily the Secretary and Treasurer are responsible for the collection

and processing of your personal data. We are registered as a data controller with the

Information Commissioners Office, Registration Number ZA662930.

Our Registered Address.

Sandgate Masonic Centre

Gough Rd

Sandgate

Kent

CT20 3BE

The personal data we collect from you.

We need to process personal information for the following purposes:

To communicate with the representatives of other Masonic Lodges, or Masonic Orders or Institutions who use or have an interest in the use of our facilities.
To manage our accounts and financial transactions.
To arrange contracts with suppliers, manage contracts and communicate with contractors and service providers.
To set up, manage and negotiate agreements with our tenants.
To arrange building access controls and fire prevention measures by keeping keyholder lists.
To comply with legal requirements, such as Food Hygiene, Licensing and Health & Safety Legislation.
To maintain and update our website.
For promotional purposes including the publication of images and video clips.
To keep a record of the centre’s history.
For the safety of users of the centre, for the prevention of crime and its detection.

The type of personal data we collect and process.

Full name.
Date of birth.
Home address.
Occupations.
Financial information.
CVs.
Telephone numbers.
Email address.
Masonic rank & office.
CCTV images.
Information about health & mobility.
Cookies.
Images (if supplied to us with your consent)

Our lawful basis for doing so.

• Consent or Explicit Consent. Articles 6(1)(a) & 9(2)(a)

We will not publish or circulate an image of you without first obtaining your consent

When making any special arrangements for the benefit of those users of the building

who suffer from either physical or psychological health concerns.

When using our website, we provide you with the opportunity to “opt in” should you

wish to use any of our four advanced cookie settings. to use any of

• Entering into or maintaining a contract with you. Article 6(1)(b)

When agreeing contracts, leases, and rental arrangements with tenants, Lodges and

other Masonic Orders, or other persons or organisations who may be granted permission

to use the centre.

When agreeing contracts for the supply of goods or services.

• When it’s in our legitimate interests to do so. Article 6 (1)(f)

When creating and managing contact lists, keyholder lists, accounts, minutes, recording

complaints, membership lists, and any other digital or manual record of file necessary to

assist with the management of the building.

We use CCTV and electronic access technology to ensure the safety of those who use the

facility and to prevent crime and disorderly behaviour.

• When required to do so in order to comply with legislation or other regulation. (Article 9 (2)(g)

When licensing legislation requires that we keep records of visitors to comply with the

law.

In the event of a user of the building, contractor or supplier being taken ill or suffering

an injury whilst in the building.

When a regulatory body requires us to maintain this type of information.

Who we may need to share your information with.

The Trustees.

Officers of the Sandgate Masonic Club.

Representatives of the United Grand Lodge of England and or the Province of East

Kent.

Officers or representatives of Lodges or Masonic Orders who use the facility. Our insurers and other legal representatives.

Contractors or individuals who provide supplies or services.

We may also be required to share information with public bodies such as HMRC, the

local authority or the police.

Who is responsible for your personal data

The Secretary of the Sandgate Masonic Hall Trustees is primarily responsible for

collecting, processing, updating and when necessary, sharing your personal information.

The length of time it’s necessary to keep your information.

We will keep your personal information for no longer than it is necessary for the

purposes outlined above, in some circumstances we may have to follow the retention

limits specified by regulatory bodies such as HMRC or the Health and Safety Executive.

Your Rights.

The right to be informed about the collection and use of your personal data.

The right to access information held about you.

The right to have inaccurate personal data rectified or completed if incomplete.

The right to have personal data erased.

The right to request the restriction or suppression of the processing of your personal

data.

The right to data portability.

The right to object to the processing of your personal data in certain circumstances.

Rights in relation to automated decision making and profiling.

Complaints.

Should you wish to exercise your rights or complain please contact our Data Protection

Officer whose details are published below.

Peter West

Ferguson West Ltd.

6 Harvest Way

Hawkinge

CT18 7PE.

Email: fergusonwestltd@sky.com

Tel: 07920 840782

You also have the right to lodge a complaint with the information Commissioners Office

who can be contacted via their web site www.ico.org.uk

This privacy notice is reviewed biannually, date of next review May 2024