Privacy regulations

The board of the Le Véritable Zèle lodge (no. 271), considering:
- the provisions of the General Data Protection Regulation;
- the Implementing Act General Data Protection Regulation;
- the need to inform the members of the lodge about the handling of personal data by the lodge;
the Regulations concerning the handling of personal data within the Order, established by the main board of the Order on 18 May 2018, has adopted the following regulations.
1. Definitions
In this code of conduct, the following is understood as:
a. the general meeting: the general meeting of the lodge;
b. the board: the board of the lodge;
c. data subject: the person to whom personal data relates;
d. lodge: Le Véritable Zèle (no. 271)
e. member: member of the lodge;
f. prospective member: natural person who has requested to be admitted as a member;
g. former member: someone with regard to whom membership has ended, as referred to in article 5 of the Order's statutes;
h. extraordinary member: a natural person who is an extraordinary member of the lodge;
i. readmission: readmission of a former member as referred to in article 18 of the Order's Membership Act;
j. partner: a natural person with whom a prospective member, a member, a former member or an extraordinary member is married, has entered into a registered partnership or a cohabitation agreement, or who is designated by him as a partner;
k. the member administration: the administration of personal data of the lodge;
l. personal data: personal data of prospective members, members, former members and extraordinary members;
m. the archive administration: the administration of personal data of former members;
n. initiation: initiation into the first or apprentice degree as referred to in article 5, paragraph 2, of the Order's constitution;
o. promotion: promotion to the second or fellow craft degree as referred to in article 8, paragraph 1, of the Order's constitution;
p. elevation: elevation to the third or master degree as referred to in article 8, paragraph 2, of the Order's constitution;
q. the Implementing Act: the Implementing Act General Data Protection Regulation.

2. Controller
The board is the controller within the meaning of the General Data Protection Regulation and the Implementing Act.

3. Regulations for handling personal data
The regulations apply to both the automated and manual processing of personal data for the benefit of the lodge.

4. Purpose of data processing
The purpose of the data processing is:
a. maintaining an efficient and effective member administration for the benefit of the lodge,
b. maintaining an efficient and effective archive administration for the benefit of scientific, statistical or historical research for the benefit of the lodge.

5. Restriction of data processing
De verwerking geschiedt slechts voor:
a. de activiteiten die gelet op de doelstelling van de loge gebruikelijk zijn of die door de algemene vergadering zijn goedgekeurd;
b. het verzenden van informatie aan de betrokkenen;
c. het berekenen, vastleggen en innen van contributies en giften, waaronder begrepen het in handen van derden stellen van vorderingen, alsmede andere activiteiten van intern beheer;
d. het behandelen van geschillen en het doen uitoefenen van accountantscontrole;
e. het verrichten van wetenschappelijk, statistisch of historisch onderzoek.

6. Data in the member administration
In the member administration, no more than the following data of the prospective members, members, former members and extraordinary members are processed:
a. surname, full first names;
b. date and place of birth;
c. address details (street, house number, post code, place of residence);
d. registration number;
e. telephone number(s);
f. email address(es);
g. bank account number(s) (IBAN);
h. last education received;
i. profession or business;
j. lodge of membership and transfer(s);
k. date of application prospective member;
l. date of initiation, promotion and elevation;
m. date of termination of membership of the Order, with modalities (death, termination by member or Order, expulsion);
n. positions held within the lodge with start and end date;
o. positions held within the Order with start and end date;
p. data with a view to calculating, recording and collecting contributions and donations;
q. surname and full first names of the partner.

7. Data in the archive administration
In de archiefadministratie worden van de oud-leden niet meer dan de volgende gegevens verwerkt:
a. surname, full first names;
b. date and place of birth;
c. lodge of membership and transfer(s);
d. date and lodge of initiation, promotion and elevation;
e. date of termination of membership of the Order, with modalities (death, termination by member or Order, expulsion);
f. surname, full first names of the partner.

8. Provision of personal data
1. Personal data from the member administration are only provided to:
a. data subjects;
b. those, including third parties, who are charged with or give direction to activities mentioned in art. 5, sub a, or who are necessarily involved therein;
c. the board;
2. Personal data from the archive administration are only provided in connection with scientific, statistical or historical research.
3. The board may attach further conditions to the provision as referred to in sub 2.

9. Obligations of the board
1. The board shall take the necessary measures to ensure that personal data, having regard to the purposes for which they are collected and subsequently processed, are accurate and precise.
The board shall implement appropriate technical and organisational measures to protect personal data against loss or against any form of unlawful processing. These measures 1 shall guarantee, taking into account the state of the art and the costs of implementation, an appropriate level of security having regard to the risks involved in the processing and the nature of the data to be protected. 2 These measures shall also be aimed at preventing unnecessary collection and further processing of personal data.

10. Removal of personal data, transfer to archive administration
1. The personal data shall be removed from the member administration after the death of the data subject.
2. After the death of the data subject, the data as mentioned in article 6 shall be transferred to the archive administration.

11. Inspection, correction, removal and shielding
1. Every data subject has the right to inspect his personal data. He must submit a written request to the board, which will respond within four weeks.
Every data subject may request the board to correct, supplement, remove or shield his processed personal data if these are factually incorrect, incomplete or irrelevant for the purpose or purposes of the processing, or are otherwise processed in breach of a statutory provision. The request shall contain the amendments to be made. He must submit a written request to the board, which shall inform him in writing within four weeks of receipt of the request whether and to what extent the request is complied with. A refusal shall be accompanied by reasons.
3. Failure by the board to take a decision as referred to in paragraph 1 or paragraph 2 shall be equivalent to a refusal.
4. In the event of refusal, the data subject shall have the right of appeal to the board within a period of four weeks after receipt of the refusal. He must submit a reasoned request to the board.
5. If necessary, articles 3 and 7 et seq. of the Order's Judiciary Act shall apply.

12. Scope
These regulations do not apply to the processing of personal data insofar as this is carried out by or on behalf of the board in the member administration kept by the main board of the Order.

13. Citation title
These regulations may be cited as regulations for handling personal data of Lodge Le Véritable Zèle (no. 271).

Thus established by the board on 21-05-2018.