Your information

Privacy Notice

Interim staging notice — 11 November 2026

This notice explains how Widows Sons Surrey Chapter uses personal information through its developing website. The current staging website is accessible online but is intended for invited testing, not general membership applications.

1. Who is responsible?

Widows Sons Surrey Chapter determines how information submitted to this website is used.

Privacy contact: Dean "Blackbeard" Johns
Email: ws.surrey.it@gmail.com

2. Information collected now

Website registration and sign-in involve your name, email address, securely hashed password, email-verification status, account-recovery details, login sessions and relevant technical security records.

Existing chapter membership records may include membership classification, verification and approval information, officer appointments and access permissions. A website account alone does not confer membership.

3. Existing members and new applications

Existing Surrey Chapter members will be able to link their established membership to their online account following an identity and membership check. They will not need to apply to join the chapter again.

Online membership applications are currently disabled. Before they open, we will explain the additional applicant information required, who reviews it and the relevant processing conditions.

4. Why information is used

Information is used to provide secure accounts, verify account ownership, recognise existing chapter membership, restrict access appropriately, send essential account messages, maintain security and test the website before launch.

For these staging operations, the chapter relies on its legitimate interests in operating and protecting the website and administering appropriate access. Processing purposes and lawful bases will be reviewed as additional services become available.

5. Membership confidentiality

Access to chapter membership information is restricted according to authorised responsibilities. Information concerning Freemasonry eligibility requires particular care. Where it qualifies as special-category personal data, the appropriate additional legal condition must be identified and documented before that processing is enabled.

6. Public photographs

The public events and galleries include photographs of chapter activities. These may contain identifiable people and can be viewed without a website account. Concerns about a photograph can be sent to the chapter privacy contact above.

7. Member profiles and future features

Optional Road Names, motorcycle details, member event functions and subscription administration are planned features. Their data collection, visibility settings and any additional privacy information will be reviewed before those features become available.

8. Service providers and sharing

The website uses DigitalOcean infrastructure and Postmark for essential transactional emails. Information may be processed by these providers where necessary to operate the service. Authorised chapter personnel may access information relevant to their responsibilities.

Applicable supplier processing arrangements, locations and international-transfer safeguards are being documented for the official launch. We do not sell account information.

9. Retention

Test-account information is retained for the controlled testing period and reviewed for deletion or appropriate migration before public launch. Technical logs and backups are retained according to operational and security needs. More specific retention schedules will be published before general registration opens.

10. Cookies and security

Necessary cookies or similar mechanisms support login sessions and website security. Any optional analytics or tracking technology will be assessed and explained before introduction. The website uses HTTPS and access restrictions to help protect personal information.

11. Your rights

Depending on the circumstances, you may request access, correction or deletion of information, object to certain processing or exercise other applicable data-protection rights. Please contact the chapter privacy contact above.

You may also complain to the Information Commissioner's Office .

12. Updates

This interim notice will be reviewed as the website develops and before its official launch. Significant new processing activities will be explained before they are introduced.