Guildford Masonic Centre, Hitherbury Close, Guildford Surrey, GU2 4DR

Data Protection Notice

Your Data

This notice applies to all candidates and Freemasons of Royal Edward Lodge 4787. It explains how your personal data is processed by the Lodge. Please note that your data is also processed separately by the United Grand Lodge of England (UGLE) and the Provincial Grand Lodge of Surrey. You are encouraged to review their respective Data Protection Notices.

I. Use of Your Data as a Candidate

If you are applying to become a Freemason, you consent to the collection, processing, retention, and sharing of your personal data provided in your application. This may include details of criminal convictions, if applicable, solely for the purpose of assessing your membership application. Any responses to optional questions about religion and ethnicity will remain confidential and used only for equalities monitoring.

As part of the assessment process, some of your details will appear on the summons sent to Lodge members. These include:

  • Full name

  • Age

  • Profession/occupation (if any)

  • Residence and business addresses

  • Names of your proposer and seconder

If you apply from outside the UK, your data will be transferred to and processed in the UK for assessment purposes. It may also be shared with relevant Masonic entities in your location.

Your personal data in membership applications is processed based on consent. You may withdraw your application at any time before initiation by notifying your proposer and seconder. If an application remains incomplete for two years, it will be deleted. If you apply but are not initiated within ten years, your data will also be deleted. To request earlier deletion, please contact This email address is being protected from spambots. You need JavaScript enabled to view it..

II. Use of Your Data as a Freemason

Once you become a Freemason, your personal data will be processed, retained, and shared for purposes required by the Book of Constitutions and other sanctioned Masonic regulations. These include:

  1. Assessing future Masonic applications;

  2. Registering and maintaining your membership;

  3. Sending Masonic communications;

  4. Recording your Masonic career, including membership history, offices held, roles performed, and meetings attended;

  5. Handling disciplinary processes;

  6. Maintaining Lodge records for historical and archival purposes.

If you resign from the Lodge, your data will no longer be used, except in historical records (such as Lodge Minutes and Signature Books), which are retained indefinitely. If you owe any outstanding dues at the time of resignation, your contact details may be used to seek payment.

Sharing Your Data

Your data may be shared between Masonic entities where relevant. For example:

  • If you update your address, it will be shared with all relevant Masonic bodies that communicate with you by post.

  • If a disciplinary sanction is imposed, it will be reported to all relevant Lodges and Chapters.

Masonic entities do not sell your data.

Your Rights and Contact Information

The Lodge is based at Guildford Masonic Centre, Weybourne House, Hitherbury Close, Guildford GU2 4DR. You may contact the Lodge Secretary to:

  • Object to the processing of your data;

  • Request access to your data;

  • Request corrections to your data.

The legal basis for processing your data under Section II is the legitimate interests of the Lodge as a non-profit membership organization.

Definitions

"Book of Constitutions" refers to the General Laws and Regulations governing Freemasonry under UGLE.

"Masonic entities" include:

  • Lodges you apply to or have joined

  • Their Metropolitan, Provincial, or District Grand Lodges

  • The United Grand Lodge of England

  • (For Royal Arch Masons) Relevant Chapters, Grand Chapters, and the Supreme Grand Chapter of Royal Arch Masons of England.

 

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