Privacy Policy

INTRODUCTION

Fidelity & Integrity

We have a responsibility to ensure that any personal information of our membership that we are entrusted with, is stored safely, managed in a professional manner and that appropriate confidentiality can be assured. 

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Types of Information Collected and Why

In the course of someone applying to become a member of the Craft, during the time they are Members in good standing and after they withdraw from membership, we collect and use three types of information: personal, non-personal, and anonymous.

Personal Information:  This information identifies the member or applicant specifically. Examples are name, date of birth, first name of their companion, names of their children, occupation, home address, home and business telephone numbers and email address.

Non-Personal Information: This information includes the Masonic rank of the member, Grand Lodge / District / Lodge positions held, etc.

Anonymous Information: Anonymous information includes, information from surveys to measure how well we are preserving and advancing the interests of the foundation, for use to develop programs to assist in maintaining and furthering the foundation, and to overcome recognized deficiencies.

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We collect and use this information for our records, to distribute information and news to the membership and to provide other recognized Masonic orders with confirmation of good standing membership.

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OUR COMMITMENT TO OUR MEMBERS

The Masonic Foundation of NOva Scotia has always been sensitive to privacy issues and to the ongoing trust that our members place in us. In respect to the privacy of our members we follow Ten Privacy Principles, to set the standards on how the personal information of our members and perspective members is handled, as delineated below.

All members at all levels of of our organization must be knowledgeable of the Privacy Policy and understand how to best apply these principles as they perform the duties of their respective office.

The Privacy Principles in this Strategy have been developed based on a number of best practices to assist Lodges, Districts and the Grand Lodge of NOva Scotia in protecting the personal information of our members and donors, thus avoiding privacy concerns or complaints being raised.

PRIVACY PRINCIPLES

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Accountability

Handling privacy concerns correctly improves the foundation’s reputation. This Strategy, when properly applied, helps reduce the probability of the foundation becoming involved in a privacy dispute. Under the guidance of this Privacy Policy we are responsible for maintaining and protecting the personal information we collect, use and disclose at all organizational levels.

Identifying Purpose

Before collecting or asking for information from an applicant, the recipient of the information shall explain to the member why we need the personal information being requested. The personal information is used to:

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• Maintain the Lodge’s record of their membership

• Maintain Grand Lodge’s record of their membership, to issue summonses and dues invoices;

• Be able to address their companion by name

• Generally keep in contact.

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Consent

The member gives his consent to the collection of personal information when, as an applicant, he completes and signs the Application for Initiation agreeing and consenting to the transmission of his name, address, age, occupation and any other personal information set out in the Application form, by email or any other electronic means. Sometimes further consent is required. If the Lodge, District, Grand Lodge, and/or donor have been requested to provide personal information, the member or donor will be required to give his written consent prior to the information being released.

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Limiting Collection

Only personal information that is needed to conduct our business will be collected. 

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Limiting, Use, Disclosure & Retention

When a Lodge or Donor receives a request for personal and/or non-personal information, the Lodge shall immediately inform the member or donor of the request, including who is making the request. If the member or donor is willing to have the information released, he shall give his consent in a short signed note, releasing the Lodge to disclose the requested information.

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Accuracy

We take steps to make sure our members’ information is accurate, complete and up-to-date. It is recommended that Lodge Secretaries review and update the personal information held by the foundation at least every two years.

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Safeguards

The Masonic Foundation, must at all times ensure that printed records are secured outside of business hours and that records compiled on a database are secured by passwords.

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The Lodges of the jurisdiction shall have their own central repository for record keeping and must at all times ensure that printed records are secure when not in use and that records compiled on a database are secured by passwords.

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The easiest way to limit who gets access to a member’s information is on a “need-to-know basis.” Grand Lodge, Districts and Lodges must ensure that only those members that need to use a member’s information to do their job or assigned task (e.g. to conduct a Committee of Inquiry) receive the information.

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Securing or storing personal information from prying eyes is achieved by those holding the information ensuring that the information is not left open for anyone to browse through. In addition, computer systems which hold personal information must be adequately protected with safeguards such as passwords.

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Technology changes rapidly therefore these security measure requirements shall be reviewed and updated regularly.

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If the Lodge uses an electronic means of collecting payment it must ensure that the system truncates payment card numbers on the member’s receipts.

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Use and Safe Storage of Personal Email Addresses

Many members and donors do not wish to have their email addresses show up as part of a distribution list on bulk emails. It is recommended that all District and Lodge Secretaries make use of the “BCC” capability to limit who sees the email addresses. This is achieved by the sender having his own address in the “To” address box and putting the distribution list in the “BCC” address box.

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Use and Safe Storage of Credit or Client Card Information

Electronic means of paying for services and items is a commonplace occurrence for a good portion of the population. Some Lodges have begun using electronic money transfers. When the Grand Lodge Office and constituent Lodges utilize electronic means of payment they must be fully aware of the privacy policies of the payment service provider. Caution shall be taken to ensure that when this type of service is transacted, it is on a secure “https” site.

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Openness

Information about Masonic Foundation’s privacy policy and practices is openly available on this web site

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Individual Access

Members have access to any personal information of their own, and they can request that it be amended if necessary. A member wishing to confirm his personal information will request access from his Lodge Secretary for the information. Any changes that the member makes to his personal information shall be passed on to the Grand Lodge Office and the Secretary(s) of any other Lodge in which he is a member.

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Providing Recourse

The Privacy Officer has been tasked by the Chair to receive, review and adjudicate any privacy complaints arising from our members. The Privacy Officer operates at arm’s length from the respective governance entity against whom the complaint has been raised. The Discipline Committee shall maintain a single electronic point of contact, using the Privacy Officer domain email address.

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The Privacy Officer is responsible for receiving, reviewing and adjudicating any Privacy complaints submitted by the membership to ensure all responses are done so in a consistent and confidential manner.

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A privacy complaint may be submitted by any member of the foundation. To ensure confidentiality, privacy complaints shall be submitted to Privacy Officer using Registered Mail, to the Masonic Foundation Office, Attn: Privacy Officer. 

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TRAINING

Grand Lodge’s Privacy Policy is a critical tool to safeguard our members’ personal information. Our members must be aware of these Privacy Principles, understand the reasons for collecting information and the circumstances under which we may and may not collect, use or disclose that information.

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Our members must be aware of these Privacy Principles. We must train our members to speak openly with applicants about our organization’s reasons for collecting personal information and the plans for the specific use of that information.

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The Privacy Principles are mostly common sense however, information about protecting personal information must be incorporated into our standard training programs, such as Lodge Secretary’s Course, DDGM Orientation sessions, District Secretary programs and other such training sessions.

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REVIEW & UPDATING PROCESS

The Ten Privacy Principles must be viewed as a living document one that is constantly being monitored to ensure that it meets the needs of changing circumstances and situations. It will be reviewed on an annual basis by the foundation executive until it is determined that the period between reviews can be extended.

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ADDITIONAL INFORMATION

For more information on this policy, please contact the Masonic Foundation office at office@nsmasons.ca.