Privacy notice

Who is responsible

Zetland Lodge No. 1311 is the data controller. Questions or requests: steward@zetlandlodge.co.uk.

What we hold and why

• Your name, Masonic title, email address and phone number, so we can invite you to meetings and confirm bookings. We rely on the lodge's legitimate interest in running its meetings and dining.
• Whether you attended, attended without dining, or sent apologies, with any reason you gave. The lodge minutes need this, so attendance records are kept indefinitely.
• Your meal choices for each meeting, which go to Castle Grove Masonic Hall so they can cater. Castle Grove is a separate organisation with its own privacy notice.
• Any dietary requirement or allergy you tell us about for a booking. This is health information. We pass it to Castle Grove with the final numbers and delete it from the app 30 days after the meeting.
• A standing dietary requirement on your profile, only if you tick the box agreeing to it. You can change or remove it at any time on the My details page.
• Payment and refund records: amount, date and Stripe's reference, together with the payouts Stripe makes to the lodge's bank account, so the treasurer can match them to the bank statement and to Castle Grove's invoice. The lodge never sees your card number. Financial records are kept for seven years after the meeting and then deleted.
• If you bring a guest: his name and, if you give it, his email address, so we can book his dinner and send him his meal link and receipt. Please tell him. His meal choice and any dietary note are handled exactly as yours are; his link works only until bookings close; and his email address is deleted 30 days after the meeting, while his name stays on the dinner records with the payment.
• Whether each email we send you was delivered, bounced or reported as spam, as our email service tells us, so we stop writing to an address that does not work. A bounced address is marked on your record until it is changed.
• A log of changes to bookings, payments, the circulation list and settings, recording who made the change and when, including the internet address the change came from. The steward can read it. It is kept as the lodge's record of what was done; entries made before someone is deleted keep what they recorded at the time.
• A record of each request for a sign-in link, whether or not the address typed is a member's: the address, when, which member it belongs to if any, and what happened (a link was sent and used, the address was not on the list, too many requests, or an expired or reused link). The steward uses it to help anyone who cannot get in. If the address is not on our list we send it one email saying so. The sign-in record and the record of that email are deleted after 90 days. Sign-in links also note the internet address that asked for them, for 24 hours.

Who can see what

• The steward and assistant steward see bookings, meal choices and dietary requirements, and the sign-in record above.
• The secretary sees attendance and apologies, and dietary requirements where needed for the meeting.
• The treasurer sees payment records, refunds and Stripe payouts, but not dietary requirements.
• The Worshipful Master sees attendance numbers only.

Services we use

The app runs on Vercel, stores data with Neon (London) and sends email through Resend. Resend holds email records in the United States under its data processing agreement and tells the app whether each email was delivered, bounced or reported as spam. Castle Grove's menu PDF is read with Anthropic's Claude; it contains no personal data. Card payments use Stripe, which takes your card details on its own page under its own privacy notice; the app receives only amounts, references and Stripe's fees.

Your rights

You can ask for a copy of what we hold (the steward can produce it as a file), correct it, ask to be taken off the circulation list, or ask to be deleted. Deletion wipes your name, contact details, office and any dietary requirement, blanks the emails we sent you, removes your sign-in history and cancels any dinner still to come; your attendance answers and payment records stay, shown as a former member, because the minutes and the accounts need them. If the email address we hold for you is changed, we tell the old address. Email steward@zetlandlodge.co.uk. You can also complain to the Information Commissioner's Office at ico.org.uk.

Emails

Emails from this app are only about lodge meetings and dining. There is no marketing.