Privacy Policy

Masonic Attendance Project (MAP) · Last updated: 01/09/2026

This policy explains how the Masonic Attendance Project ("MAP", "we", "us") collects and uses your personal information when you register for and use the app to record lodge visits.

1. Who we are

The organisation responsible for your information (the "data controller") is the Provincial Grand Lodge of North Wales, 37 Llys Brenig, Rhyl LL18 4BX. If you have any questions about this policy or your personal data, please contact us at ProvGSec@northwalesmark.co.uk.

2. Information we collect

When you register, we collect:

• your full name;
• your email address;
• your Mother Lodge;
• your password — stored only in an irreversible, hashed form. We never store, see, or have any way to recover your actual password.

When you record a visit, we collect:

• the lodge you recorded a visit to;
• the date and time of the visit;
• the IP address of the device you used;
• your browser and device type (the "user-agent").

For login and security we also hold a secure "remember me" login token (stored hashed) if you choose to stay signed in, and short-lived counts of requests by IP address used to protect the service against misuse (rate limiting). Actions taken by administrators are logged for accountability.

3. Why we use your information

We use your information to operate the visit-recording system and attendance leaderboard, to sign you in and keep you signed in, and to keep the service secure and prevent abuse. Our lawful basis for this processing under UK GDPR is our legitimate interests in running the Provincial Attendance Project, and your consent through taking part.

4. Who can see your information

Your name, email address, Mother Lodge and visit records may be viewed by Provincial administrators and, where relevant, lodge Secretaries — including through spreadsheet (CSV) exports that may be sent by email for administrative purposes. Your information is stored and processed by our hosting provider, Cymru 1 Limited, and any emails the app sends are delivered via Cymru 1 Limited. We do not sell the information you provide when registering to use the Masonic Attendance Project and we do not share it for marketing.

5. How long we keep it

We keep your account and visit records for the duration of the project and for 1 year afterwards, after which they are securely deleted.

6. Your rights

Under UK GDPR you have the right to access the personal data we hold about you, to have inaccurate data corrected, to request erasure, to restrict or object to our processing, and to data portability. To exercise any of these rights, please contact us at ProvGSec@northwalesmark.co.uk. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

7. Security

Access to your account requires your password, which is stored in hashed form. All traffic between your device and the app is encrypted using HTTPS. Access to administrative data is restricted to authorised administrators.

8. Changes to this policy

We may update this policy from time to time. The current version is always the one shown on this page.