Chevalier Ramsay Lodge, No. 4

Data Protection Notice
v1 - 2018

Your Personal Information

This notice is given as required by data protection laws to all candidates and Freemasons of Chevalier Ramsay No. 4 Lodge. It applies to the processing (such as the collection, holding, use, disclosure or transfer) of your personal information by the Lodge.

Personal Information Collected About You

In addition to any information you have provided, personal information about you may be obtained from other sources, such as the Regular Grand Lodge of Belgium (heretofore abbreviated as RGLB). The information may include such things as dates of birth, addresses and other contact details.

Personal Information Collected about your Relative(s)

If you provide personal information about members of your family and/or dependant(s), it is your responsibility to inform such individuals of their rights and to obtain their explicit consent, where necessary, to the processing of their personal information as set out in this notice.

Use of Personal Information

  • Section I sets out the purposes for which your personal information will be used by the Lodge if you are a candidate.
  • Section II sets out the purposes for which your personal information will be used by the Lodge if you are a member.

Section I. Use of Your Personal Information during your Application to Become a Freemason

As a candidate to become a Freemason, you consent to the processing, retention and sharing of your personal information for the purpose of assessing your membership application and any other Masonic applications you may make.

You can withdraw your consent and request erasure of your personal information at any time prior to your initiation by notifying your proposer and seconder that you wish to cancel your application. They will then notify the Lodge Secretary who upon receipt of the notification will send his response within a ninety (90) days period.

Section II. What information do we collect, for what purpose and through which technical means?

In general, registration is required:

  • if access to a site is restricted to authorised persons
  • if there is a simple need for the site to remember you between visits and adapt itself to your needs or wishes
  • to allow you to receive further information that you have requested, such as newsletters and information updates
  • to grant you individual privileges that you might request or otherwise be entitled to

We store the information that you provide on the registration form (if you registered yourself) or that your organisation provides directly to us. The information you provide may be made available to Chevalier Ramsay Lodge sites other than the one for which you originally obtained the account provided that you attempt to access them while logged in using your account. By logging in and accessing accounts you are indicating your consent to the use of the data as described in this statement.

Be informed that a minimum amount of your personal data will be stored for archiving purposes.

Section II. Use of Your Personal Information after you Become a Freemason

As a Freemason, your personal information will be processed, retained and shared for any reasonable purposes required by the "Book of Constitutions" of the RGLB, edicts and general regulations of freemasonry, and the bylaws of Chevalier Ramsay No. 4, or the bodies it sanctions from time to time. These purposes include the following:

  1. Assessing any Masonic applications you make;
  2. Registering you as a member of Freemasonry;
  3. Receiving communications to which you are entitled as a Mason;
  4. Recording the progress of your career in Freemasonry; and
  5. Masonic disciplinary processes.

The legal bases on which your personal information will be used in accordance with this Section II are:

  1. The legitimate interests of the Regular Grand Lodge of Belgium as a not for profit membership organisation; and
  2. The fulfilment of contractual obligations owed to you by Chevalier Ramsay Lodge No. 4 and the RGLB.

In this notice, “Book of Constitutions” means the Constitution and the General Regulations of the Regular Grand Lodge of Belgium as published from time to time.

Disclosure of Personal Information

Please note that your personal information may be transferred to and processed by the Regular Grand Lodge of Belgium, as a separate Data Controller, and so you are also referred to their respective Data Protection Notices below.

Your contact person at the RGLB for the management of your personal data can be contacted by email at rglb@rglb.net or by phone via +32 2 218 46 16 or by post sent to Rue Royale 265, 1030 Brussels, Belgium.

Your personal information may be shared with other third parties, such as Masonic charitable organisations but only if you have given your consent. The sharing of personal information with such third parties will be subject to confidentiality requirements under which they may only access and process personal information as described in this notice. Also, the Regular Grand Lodge of Belgium’s computer system is used for Masonic purposes and so personal information will be stored on them.

We may collect the following additional data about each user:

  • Date and time of
  • most recent successful and unsuccessful authentication
  • last change of password
  • last password reset
  • Number of good logins and failed attempts
  • Your most recent passwords - to make sure you follow the prevailing security policy regarding password re-use.

Your Rights

You have a number of rights in relation to the personal information which is held about you, including:

  1. The right to see the personal information and to be provided with details regarding the processing of it;
  2. The right to have the personal information corrected if it is inaccurate or incomplete;
  3. The right to request that the personal information is erased or, in certain circumstances, object to it being processed or request that its processing is restricted; please note, however, that the exercise of any of these rights will not be binding on the Lodge where the Lodge is entitled to retain and process the information; and
  4. The right to complain to the data protection regulator, the Data Protection Authority, which may be contacted via its website at https://www.dataprotectionauthority.be/ or by telephone on +32 2 274 48 00 or by email to commission@privacycommission.be.

Making contact

Further information about the processing of personal information may be obtained from the Lodge Secretary, who can be contacted via email to: secretary@chevalierramsay.be, who should also be contacted if you wish to exercise any of your rights listed above.