Privacy Policy

Last updated: 25 August 2026

The District of West Kent takes the privacy of its members seriously and is committed to handling personal information responsibly, securely and transparently.

This Privacy Policy explains what personal information may be processed through the West Kent Rose Croix Members’ Hub, why we use it, how access to information is controlled and the rights available to individuals.

The Members’ Hub is available at: https://members.rosecroix-westkent.org.uk

 

1. Who we are

The Members’ Hub is operated by the District of West Kent of the Ancient & Accepted Rite.

For personal information processed specifically through the Members’ Hub, the District acts as the data controller to the extent that it determines how and why that information is used.

Membership information held separately by individual Chapters, the Supreme Council or other bodies may be subject to their own privacy arrangements.

For questions concerning this Privacy Policy or the use of personal information through the Members’ Hub, please contact:

Privacy contact: Inspector General 

 

2. Who can access the Members’ Hub

The Members’ Hub is a secure area available only to approved current members of the Ancient & Accepted Rite in England and Wales.

There are two principal levels of member access, together with a limited Extended Access category for individually authorised users.

 

Members of the District of West Kent

Members whose Chapter membership is within the District of West Kent may be given access to the full range of appropriate District resources, including information and material intended specifically for West Kent members.

 

Rose Croix members from outside West Kent but within England and Wales

Approved members of the Ancient & Accepted Rite from other Districts or Groups in England and Wales may be granted access to selected areas of the Members’ Hub.

This may include information about the District, West Kent Chapters, forthcoming meetings, visiting opportunities, selected publications and other resources intended for the wider Rose Croix membership.

Certain areas remain restricted to West Kent members because they may contain photographs, personal information, Chapter or District administration, internal documents or other material intended specifically for members of the District.

Members whose membership is outside England and Wales are not eligible for access to the Members’ Hub, irrespective of whether their Supreme Council is recognised by or in amity with the Supreme Council for England and Wales.

Overseas Brethren remain welcome to use the separate public West Kent Rose Croix website and to contact the District directly regarding visiting.

 

3. Personal information we may hold

Depending upon how you use the Members’ Hub, we may process information including:

• your name;
• email address;
• Chapter name and number;
• District or Group within England and Wales;
• the name and email address of the District / Group Recorder supplied for membership verification;
• membership status and, where relevant, Degree;
• information supplied when requesting or maintaining an account;
• your username and account status;
• technical information associated with use of the website, such as IP address, browser information and login/security records;
• correspondence relating to your Members’ Hub account;
• photographs in which you may be identifiable;
• information contained in District or Chapter publications and documents made available through the Hub.

We seek to limit personal information to what is reasonably necessary for the operation of the Members’ Hub and the activities it supports.

 

4. Where we obtain information

Most information is provided directly by members when they register, correspond with us or use the Members’ Hub.

Where necessary, information may also be obtained from the relevant District / Group Recorder or other appropriate officer for the purpose of confirming membership, Chapter affiliation and eligibility for access.

Where an applicant provides the name and contact details of a District / Group Recorder, we may contact that officer and disclose the applicant’s name, Chapter and District / Group details solely for the purpose of carrying out that verification.

We may also hold information supplied for District publications, meeting reports, photographs or other legitimate District activities.

 

5. Why we use personal information

We may use personal information to:

• create and administer Members’ Hub accounts;
• verify that an applicant is a current member of the Ancient & Accepted Rite in England and Wales and is eligible for Members’ Hub access;
• determine the appropriate level of access;
• maintain the security and integrity of the website;
• provide information and resources relevant to members;
• support the administration and activities of the District;
• promote visiting, participation and fellowship between Chapters and Districts;
• respond to enquiries and requests for assistance;
• maintain appropriate records of the operation of the Members’ Hub;
• protect the privacy and interests of members whose information appears within restricted areas.

We do not sell members’ personal information.

 

6. Our lawful basis for using information

For the normal operation and administration of the Members’ Hub, we generally rely upon our legitimate interests.

Those interests include providing a secure and useful resource for eligible members of the Ancient & Accepted Rite in England and Wales, administering access, supporting the activities of the District, facilitating visiting and fellowship, and protecting member-specific and District-specific information.

When relying upon legitimate interests, we consider the purpose for which information is required, whether its use is reasonably necessary and the potential impact upon the individual concerned.

Where consent is the appropriate basis for a particular activity, we will seek consent. Where processing is necessary to comply with a legal obligation, we may rely upon that legal obligation.

 

7. Photographs and images

Photographs of members constitute personal information where individuals can be identified.

The Members’ Hub contains photographic material relating to West Kent Chapters, meetings, events, honours and District activities.

Dedicated photographic galleries and other West Kent member-specific photographic material are restricted to West Kent members and those exceptionally granted Rose Croix Extended Access.

Where photographs are intended for a wider audience, including wider Members’ Hub access, the public website, newsletters or social media, consideration will be given to the nature of the image, its intended audience, members’ reasonable expectations and the appropriate lawful basis for its use.

If you have concerns about an identifiable photograph of yourself appearing within the Members’ Hub, please contact us and we will consider the matter promptly.

 

8. Chapter summonses and other documents

Chapter summonses, circulars and other District documents may contain names, contact information or other personal information.

Chapter summonses containing member or officer information are not available to users holding the restricted Rose Croix Member access level. Access is restricted to the audience for whom the material is intended.

We periodically review both the information contained in such documents and the technical and organisational measures used to control access to them.

Members are asked not to reproduce, distribute or publish restricted Members’ Hub material outside the audience for which it was provided without appropriate authority.

 

9. Website security and access control

We use reasonable technical and organisational measures designed to protect personal information and prevent inappropriate access.

These include account authentication, access permissions, role-based restrictions, website security measures and administrative controls.

Members are responsible for keeping their login credentials secure and should not share their account details with another person.

If you believe your account may have been compromised, please contact us promptly.

No internet-based system can be guaranteed to be completely secure, and we keep our security arrangements under review.

 

10. Cookies

The Members’ Hub uses cookies and similar technologies necessary for the proper operation and security of the website.

These may include cookies used to:

• determine whether your browser accepts cookies;
• maintain your logged-in session;
• remember login preferences where requested;
• maintain security;
• remember certain website or display preferences.

Some cookies are essential to provide the service requested by a logged-in member.

Where non-essential cookies or technologies requiring consent are used, appropriate information and choices will be provided through the website’s cookie controls.

You can also control cookies through your browser settings, although disabling essential cookies may prevent the Members’ Hub from functioning correctly.

 

11. Embedded content and external websites

Pages within the Members’ Hub may occasionally contain links to, or embedded content from, other websites.

When you interact with external or embedded content, the relevant third-party provider may receive technical information or use cookies in accordance with its own privacy arrangements.

We are not responsible for the privacy practices of external websites.

 

12. Who we may share information with

Personal information may be accessible to authorised District officers and website administrators where necessary for the operation of the Members’ Hub. Certain information may also be accessible to a small number of individually authorised members of the Ancient & Accepted Rite from outside West Kent but within England and Wales who have been granted Extended Access for legitimate District liaison, collaborative or other authorised purposes.

We may also use trusted service providers involved in operating, hosting, maintaining or securing the website, including our website hosting provider and appropriate website, email and security services.

Such providers may process information only as necessary to provide their services or in accordance with their own responsibilities under applicable data protection law.

We may also disclose information where required by law or where reasonably necessary to protect the rights, safety or security of individuals or the Members’ Hub.

We do not provide members’ information to advertisers or sell it to third parties.

Where necessary to verify an access request, limited registration information may be disclosed to the relevant District / Group Recorder or other appropriate officer solely for the purpose of confirming the applicant’s membership and eligibility.

 

13. International processing

Some website or technology service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, appropriate legal safeguards will be used where required by UK data protection law.

 

14. How long we keep personal information

We retain personal information only for as long as reasonably necessary for the purpose for which it is held.

Account information will normally be retained while an individual remains entitled to use the Members’ Hub and thereafter only for as long as reasonably required for administration, security or record-keeping purposes.

Inactive and former-member accounts may be reviewed periodically and removed or anonymised where there is no longer a reasonable need to retain them.

Certain District records, newsletters, historical material or other archival information may be retained for longer where there is an appropriate historical, administrative or record-keeping reason to do so.

Retention decisions take account of the nature of the information, its purpose, the interests of members and any legal or administrative requirements.

Information relating to declined, withdrawn or uncompleted access requests will normally be retained for no more than 30 days after the request has been concluded, to allow any query concerning the decision to be considered. It will then be deleted or anonymised unless there is a legitimate administrative, security or legal reason for retaining particular information for longer.

 

15. Your rights

Depending upon the circumstances and the lawful basis being relied upon, you may have rights in relation to your personal information, including the right to:

• ask what personal information we hold about you;
• request a copy of your personal information;
• ask us to correct information which is inaccurate or incomplete;
• ask for information to be erased where the relevant legal conditions apply;
• request restriction of processing in certain circumstances;
• object to certain processing;
• withdraw consent where processing is based upon consent.

Some rights are subject to legal limitations and may not apply in every circumstance.

To exercise your rights, please contact us using the privacy contact details above.

 

16. Concerns and complaints

If you have a concern about how your personal information has been used, we would ask you to contact us in the first instance so that we have an opportunity to investigate and resolve the matter.

We will acknowledge a data-protection complaint within the period required by applicable law and will respond without undue delay.

You also have the right to raise a concern or make a complaint to the Information Commissioner’s Office (ICO), the United Kingdom’s independent data protection regulator.

Further information is available from the ICO at www.ico.org.uk.

 

17. Automated decision-making

The Members’ Hub does not use solely automated decision-making or profiling to make decisions about members which produce legal or similarly significant effects.

Access permissions may be applied according to an approved member’s account status or membership category, but these arrangements are subject to human administration and review.

 

18. Changes to this Privacy Policy

We will review this Privacy Policy periodically and update it when necessary to reflect changes in the Members’ Hub, the way personal information is used or applicable data protection requirements.

Where a significant change affects the way members’ personal information is used, we will take reasonable steps to bring that change to the attention of affected members.

The current version of this Privacy Policy will always be available through the West Kent Rose Croix Members’ Hub.

 

District of West Kent
Ancient & Accepted Rite

Ceremony • Fellowship • Friendship 🌹