How Lodge Dashboard handles information about you. If someone added you as a visitor to an event and you have never used this site, skip to section 11.
1. Who controls your data
Two organisations are responsible, for different things. Which one it is depends on who decides what the information is for, not on where it happens to be stored.
Your lodge controls the information it keeps about its members and its activities: who belongs to it and what office they hold, your masonic rank as the lodge records and uses it, who attended what, menu choices and the dietary requirements you give for a particular event, guests and visitors, ceremony roles, correspondence with the lodge, subscriptions and payments. Your lodge secretary is the person to ask about it. We handle it on the lodge's instructions and under a written data processing agreement.
DevDani Ltd, a company registered in England and Wales (company number 16744168) controls your account itself: your name, email address, sign-in credentials, saved contacts, any dietary requirements you choose to record on your own profile, and the record of when and from where you signed in. We control this because it belongs to your account rather than to any one lodge. Registered office 124 City Road, London EC1V 2NX. Contact us at hello@mail.lodgedashboard.co.uk.
Masonic rank sits across the line: it is a fact about you in the Craft rather than about one lodge, so it is recorded once and shared by every lodge you belong to. We hold it once and act on the instructions of each lodge that records or relies on it.
2. What we collect
- Your account: name, email address, and - if you set a password - a scrambled form of it that cannot be turned back into the original.
- How you sign in: the single-use codes and links we email you, stored in a form that cannot be read back, and which expire.
- Your masonic details: lodge membership, role, office, Grand and Provincial rank.
- Dietary requirements and allergies, if you choose to give them. See section 4.
- Your activity in the lodge: event invitations and responses, menu choices, ceremony roles, guests you bring.
- Payments: what you paid, when, for what, and the references the payment provider gave it. We never see or store your bank details or card number.
- Correspondence sent to or from your lodge's mailbox.
- Technical records: when you signed in, from what IP address and browser, and failed sign-in attempts. We keep these to detect and investigate misuse.
Masonic membership may in itself reveal a philosophical belief, which the law treats as sensitive. Your lodge holds it relying on Article 9(2)(d) of the UK GDPR, which permits a not-for-profit body with a philosophical aim to process such information about its members and those in regular contact with it. That condition belongs to your lodge. We hold the information on your lodge's instructions, as its processor, for the purpose of running the service.
3. Why, and the lawful basis
Where we are the controller, the basis is ours:
| What for | Basis |
|---|---|
| Running your account, signing you in, providing the service | Our contract with your lodge, and our legitimate interest in operating a working system |
| Security, audit and fraud prevention | Our legitimate interest in keeping the service safe |
| Billing your lodge for the service | Contract with your lodge, and our legal obligation to keep accounting records |
Where your lodge is the controller, choosing the basis is your lodge's responsibility, not ours, and your lodge is required to have one. In practice a lodge will usually rely on the following, and you should ask your secretary if you want to know what yours relies on:
| What for | Basis a lodge usually relies on |
|---|---|
| Administering the lodge - meetings, events, catering, ceremonies | Its legitimate interest in administering itself, and the condition in Article 9(2)(d) for information that is sensitive |
| Collecting subscriptions and event payments | Its contract with you as a member |
| Dietary and allergy information given for an event | Your consent - see section 4 |
4. Dietary and allergy information
If you tell us about dietary requirements or allergies, that is health information, which the law treats as sensitive. It is always optional.
It is used so your lodge can cater for you safely. Your lodge passes it to its caterer - an officer copies the catering list out of the service and sends it on. We do not deal with the caterer ourselves and have no relationship with them. We tell you this at the point you enter it, because that is what makes your choice to give it an informed one.
You can change or delete it at any time from your profile, or ask your lodge secretary to remove it, and we will. Withdrawing it does not affect anything done with it beforehand, and does not affect the rest of your account.
There are two places it can live. What you record on your profile is yours and ours, and travels with you between lodges. What you give for a particular event belongs to that lodge and its records of that event.
If someone else entered dietary information about you - a member who brought you as a guest - see section 11.
5. Who we share it with
We do not sell your information and we do not use it to advertise to you.
Within your lodge, officers see what their role needs: the secretary and administrators see the roll and event details, the treasurer sees subscriptions and payments, the Director of Ceremonies sees ceremony roles. Ordinary members see the events they are invited to.
Outside the lodge, we use these providers. Each is bound by a contract restricting what it may do with your information, and each acts on our instructions except where the table says otherwise.
| Provider | What for | Where |
|---|---|---|
| DigitalOcean | Hosting the application and the database | United Kingdom (London) |
| Resend | Sending and receiving email | United States - UK Addendum in place |
| GoCardless | Collecting payments and subscriptions by bank transfer and Direct Debit. GoCardless is a regulated payment institution and decides for itself what it must do to meet its own legal duties, such as preventing fraud and money laundering. For that part it is responsible in its own right rather than acting on our instructions, and its own privacy notice applies | United Kingdom and EU |
| Anthropic | Reading a membership list when a secretary imports one, so that each row can be checked before anything is saved. For a spreadsheet, only the column headings and a few sample rows are sent. For a PDF, a photo of a printed list, or a list pasted as text, the whole list is sent, including the names, email addresses, ranks and offices it shows. This happens only during an import. We do not keep the file, and Anthropic may not use it to train its models | United States - UK Addendum in place |
| OpenStreetMap | Looking up a venue address when it is not in our own list, and showing a small map of it. The lookup sends address text only. The map itself is loaded by your browser directly from OpenStreetMap, which therefore sees your IP address and browser details | European Union |
| Cloudflare | Domain name lookups for our web addresses. Your connection to the service does not pass through Cloudflare | Global |
Your lodge passes dietary requirements to its caterer as described in section 4. We will also disclose information if the law requires it.
We give lodges at least 30 days' notice before adding a provider to this list.
6. Email
We record whether the emails we send you were delivered and whether they bounced, and we use that to tell a secretary that an invitation did not arrive and to stop sending to addresses that no longer work. That much comes from our email provider and involves nothing on your device.
We also record whether you opened an email, using a small invisible image in the message. This is switched on by default. We use it only to show a secretary whether an invitation was seen; we do not use it to build a profile of you or to decide anything about you.
If you would rather we did not record whether you opened an email, tell your lodge secretary or write to us and we will turn it off for your address. Most email programs can also block remote images, which stops it too.
Emails about your lodge's business - invitations, reminders, receipts - are part of the service and are not marketing. We do not send marketing email to members.
7. Cookies
In the application your lodge uses, we set three cookies and no others: one that keeps you signed in, one that protects forms against being submitted from another site, and one that remembers where to send you after you sign in. All three are strictly necessary for the service to work, so we do not ask for consent to them and there is no cookie banner. They are cleared when you sign out.
The application uses no advertising cookies and no analytics cookies. The invisible image that records email opens, described in section 6, is in email messages rather than on the site. Our public website, lodgedashboard.co.uk, is different: it offers optional analytics cookies, described in section 10.
8. How long we keep it
For information your lodge controls, your lodge decides how long it needs it, and we act on that. The periods below are what we do if your lodge has told us nothing.
| What | How long | Why |
|---|---|---|
| Your account, while you are a member of any lodge | Until you leave every lodge, then 12 months | So that rejoining, or joining another lodge, does not lose your details |
| Dietary requirements on your profile | Until you change or remove them, or your account is deleted | They are yours to keep or withdraw |
| Event and attendance history | As long as your lodge's account, unless the lodge asks us to delete it sooner | It forms part of the lodge's own records, and the lodge decides how long it needs them |
| Payment and subscription records | The current financial year plus six | The period we are required to keep accounting and tax records for |
| Correspondence in the lodge mailbox | 3 years, unless the lodge asks us to delete it sooner | Long enough to look back over a previous year's arrangements |
| Sign-in history and security logs | 12 months | Long enough to investigate misuse, short enough not to be a record of your movements |
| Email delivery records | 12 months | Long enough to explain why a message did not arrive |
| Database backups | 7 days, then overwritten | Enough to recover from a failure or a mistake |
If you ask us to delete information we control, we will, except where we are required to keep it - principally payment records - and except for copies inside backups, which are not accessed and age out on the cycle above.
If you ask us to delete information your lodge controls, we will pass the request to your lodge and act on what it decides. We cannot delete a lodge's records on our own initiative, because they are not ours to delete. If you think your lodge has got that wrong, section 9 explains what you can do.
9. Your rights
You have the right to ask for a copy of your information, to have it corrected, and to complain. Depending on why the information is held, you may also have the right to have it deleted, to restrict or object to what is done with it, to receive it in a portable form, and to withdraw consent where consent was relied on.
Not every right applies to every kind of processing. Portability, for instance, applies where the basis is consent or a contract and the processing is automated, so it covers your account details but not everything your lodge records about its meetings. If a right does not apply in your case we will explain why.
Ask your lodge secretary about information your lodge controls, or write to us at hello@mail.lodgedashboard.co.uk about your account. We will respond within one month. If you write to us about something your lodge controls we will pass it on and tell you we have.
If you are not satisfied you can complain to the Information Commissioner's Office at ico.org.uk, by telephone on 0303 123 1113, or by post to Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. We would rather you came to us first so we can put it right.
10. This website
This section covers lodgedashboard.co.uk itself - the site that describes the service and takes demo bookings - rather than the application your lodge uses.
Booking a demo. If you book a demo we record your name, email address, the time you chose, your time zone and anything you write in the notes, so we can hold the appointment and send you a confirmation. Our basis is taking steps at your request before any contract. We keep a booking for 12 months after the demo, then delete it.
Counting visits. We count which pages are read and which site referred you. Unless you agree to the cookie described below, this uses no cookies at all: your IP address and browser details are combined with a secret that changes every day into a one-way code, so a visit can be counted without us storing your IP address and without recognising you the next day. Our basis is our legitimate interest in knowing whether the site is useful. Nothing is used for advertising.
Cookies on this website. On your first visit we ask whether you are happy for us to recognise you when you come back. The answer decides which cookies are set, both first-party and both lasting up to 13 months:
| Cookie | What it does | When it is set |
|---|---|---|
| sk_consent | Remembers your answer, so we do not ask again | Whichever you choose. Strictly necessary to respect your choice |
| sk_vid | A random identifier that lets us link your visits across days | Only if you agree |
We keep a record of your answer. For a visitor who agreed, we store a one-way code derived from the identifier rather than the identifier itself. Our basis for the identifier is your consent. You can change your mind at any time from Cookie settings at the foot of every page: withdrawing removes the identifier and we stop linking your visits. Declining changes nothing else about the site.
Trying the demo lodge. If you enter the demo lodge, we record how it is used so we can see which parts help: the pages opened, which of the service's own buttons and links are pressed (never anything shown on them that someone entered, such as a name), the product tour's steps and the choices made about it (reading aloud, moving on by itself), whether the booking link was followed, and the size of the browser window. Each visit is a random number made when you enter and kept only while the page is open, so visits are not linked to each other or to you. We never record what is typed into a form, and no name, email address or IP address is kept with these records. Our basis is our legitimate interest in knowing whether the demo is useful. The records are kept on the demo lodge's own server, run by Hetzner in Germany, apart from any lodge's data, and deleted after 90 days.
Who handles it. The website and its bookings run on our own content platform. It uses these providers:
| Provider | What for | Where |
|---|---|---|
| Vercel | Hosting the website | EU (Frankfurt) - access from the United States possible, under the EU-US Data Privacy Framework and the UK Extension |
| Hetzner | Storing demo bookings and visit counts | Germany |
| Resend | Sending booking confirmations | United States - UK Addendum in place |
| Adding a booked demo to our calendar | EU and United States - UK Addendum in place |
11. If someone invited you as a visitor
If you received an invitation to a lodge event and have never used this site, this section is for you.
Where your details came from. A member of the lodge added you to the guest list for an event, and gave us your name and email address. They may also have noted your masonic rank and a menu choice. We did not get your details from any other source.
Dietary requirements. The member who invited you may also have told us about dietary requirements or allergies, where you had already told them. They are asked to enter only what you have told them yourself, and to leave it blank otherwise. Your lodge relies on Article 9(2)(d) of the UK GDPR where you are a mason in regular contact with it, and otherwise on the agreement you gave the member who invited you, passed on to us. Either way we tell you as soon as we email you, and you can change or remove it using the link in that email - or ask us to, and we will.
What we do with it all. We email you the summons for that event, record whether you are coming, and give the catering numbers to the lodge so it can tell its caterer. If you are paying for your own meal we pass your name to GoCardless to set up that payment. That is all.
Our basis for the rest is the legitimate interest of the lodge, and of the member inviting you, in getting you to the meeting.
What you can do. The link in your invitation email lets you respond, correct anything that is wrong, change or remove dietary information, or decline. You can also reply to the email, or write to us at hello@mail.lodgedashboard.co.uk, and ask us to delete your details entirely - we will pass that to the lodge and it will be done, and the lodge will be told you are no longer on the list.
Sections 5, 8 and 9 apply to you in the same way as to a member, including your right to complain to the Information Commissioner's Office.
12. Contact us
DevDani Ltd, a company registered in England and Wales (company number 16744168)
Registered office: 124 City Road, London EC1V 2NX
hello@mail.lodgedashboard.co.uk
If you have a data protection concern, write to us at that address and we will respond within one month.