This GDPR Privacy Notice is designed for the Province of Bristol (or any entity operating under that designation). It fulfils the transparency requirements of the UK GDPR and the Data Protection Act 2018.

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Privacy Notice: Province of Bristol

Last Updated: February 2026

The Province of Bristol ("we", "us", "our") is committed to protecting the privacy and security of your personal data. This notice explains how we collect and use your personal information, who we share it with, and how we keep it safe.

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1. Who We Are

The Province of Bristol acts as a Data Controller for the personal data of its members, prospective candidates, and individuals interacting with our charitable or social activities.

• Contact: Provincial Grand Secretary

• Address: Freemasons' Hall, 17 Park Street, Bristol, BS1 5NH

• Email: Povsec@provinceofbristol.org.uk

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2. The Personal Data We Collect

​We may collect and process the following categories of information:

• Identity Data: Name, date of birth, and gender.

• Contact Data: Home address, email address, and telephone numbers.

• Membership Data: Lodge details, offices held, dates of initiation/passing/raising, and Masonic certificates.

• Financial Data: Records of subscriptions, fees, and charitable donations.

• Special Category Data: Information regarding religious or philosophical beliefs (inherent to Masonic membership) or health data (if provided for event accessibility or welfare).

3. Why We Collect Your Data (Legal Basis)

We only process your data when the law allows us to. Most commonly, we rely on:

• Contractual Necessity: To manage your membership and provide the services you expect from the Province.

• Legitimate Interests: To maintain the historical records of the Province, organize events, and communicate with members about Masonic activities.

• Legal Obligation: To comply with tax laws or statutory reporting.

• Consent: For specific activities like marketing or publicizing photos (which you can withdraw at any time).

4. How We Protect Your Data

The Province of Bristol takes the security of your data seriously. We have implemented:

• Access Controls: Personal data is only accessible to authorized Provincial officers and Lodge secretaries who require it for their roles.

• Digital Security: Use of secure, encrypted databases (such as the United Grand Lodge of England’s central systems) and password-protected files.

• Physical Security: Hard-copy records are stored in locked, secure facilities within Freemasons’ Hall.

• Data Minimization: We only collect what is strictly necessary for the purpose of the Province.

5. Who We Share Data With

We may share your information with:

• United Grand Lodge of England (UGLE): For the maintenance of the national register of Freemasons.

• Local Lodges: To facilitate your membership and participation.

• Masonic Charities: (e.g., the Masonic Charitable Foundation) if you apply for support or donate.

• Service Providers: Third parties providing IT, mailing, or event management services under strict confidentiality agreements.

6. How Long We Keep Your Data

We retain membership data for as long as you are a member and for a period thereafter to maintain the historical record of the Province. Financial records are typically kept for 6 years to meet tax requirements.

7. Your Rights

Under the GDPR, you have the right to:

• Access the data we hold about you.

• Rectify any inaccurate or incomplete information.

• Request Erasure of your data (subject to certain legal/historical limitations).

• Object to or restrict certain types of processing.

• Withdraw Consent where processing is based on your permission.

8. How to Complain

If you have concerns about how we handle your data, please contact our Provincial Grand Secretary. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.