Our website address is: http://lodgesecretary.uk.
This is a website hosted by Freemasons for Freemasons.
The software available on the site is developed by AAIRO SOFTWARE, a Limited Liability Partnership in the UK and is made available to all Freemasons without charge. We do however request that users make a £10 per year donation to our charity chest. Details of the Charity Chest are in the software.
There is a nag-screen in v2 (except for Beta) and this encourages you to make the annual donation. If you do make a donation we strongly suggest that your tell us by email and we’ll send you a code to input into the nag-screen to make it go away for a year. Of course, if you like nag-screens because it allows you to have a sip of your tea or latte (or something stronger!) , then please still make the donation and enjoy the nag screen.
We value your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you use Lodge Secretary Software or this site.
Privacy Policy for Lodge Secretary Software
Last Updated: 1 Dec 2025
1. Our Privacy Philosophy
Our Company believes that your data belongs to you. Our software is designed to function without the need for data collection, tracking, or user profiling.
2. Data Collection Disclosure
Lodge Secretary Software does not automatically collect, store, or transmit any personal data, device identifiers, location information, or usage telemetry. All application data is processed locally on your device and never leaves it unless you manually move it.
3. User-Initiated Support Data
The only personal data we process is information you voluntarily provide to us when seeking technical assistance or providing feedback.
- Data Types: This typically includes your email address, name, and any specific details (such as crash logs or screenshots) you include in your support request.
- Legal Basis & Purpose: We use this information solely to provide the support services you have requested. We do not use this data for marketing, nor do we link it to your use of the software.
- Sharing: We do not sell, trade, or share your support information with third parties, except as required by law.
4. Data Storage and Security
All support-related communications are stored on secure, encrypted servers. We follow industry-standard protocols to ensure that your correspondence remains private and protected from unauthorized access.
5. Google API disclosure
“Limited Use” Clause: We adhere to the Google API Services User Data Policy, including the Limited Use requirements. This is a non-negotiable legal requirement for Google. The App uses your Google Drive and Google Calendar via API, which it uses for scheduling and diaries but although this uses the facilities, we cannot see your Google Drive or Google Calendar entries and , and we don’t save any such data to our own servers.
Lodge Secretary uses Google APIs to provide core functionality, specifically for backing up your data to Google Drive and syncing events to Google Calendar.
Data Access: The App requests access to your Google Drive (to store backup files) and Google Calendar (to create and manage lodge events). This access is only granted if you explicitly authorize it via the Google OAuth consent screen.
Data Usage & Storage:
- The App uses your Google Drive only to store and retrieve the backup files you create.
- The App uses your Google Calendar only to add or update your lodge meetings and events.
- We do not see, store, or transmit your Google User Data to our own servers. All interactions with Google APIs happen locally on your device or directly between your device and Google’s servers.
Limited Use Requirements: |
Lodge Secretary’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for serving advertisements, and we do not allow any third parties to access this data.
“Lodge Secretary’s use and transfer of information received from Google APIs to any other app will adhere to Google API Services User Data Policy, including the Limited Use requirements.”
6. Data Deletion Request (Right to be Forgotten)
We respect your right to control your information. Even though we only hold data provided via support inquiries, you have the right to request its removal.
To request the deletion of your data:
- Send an email to lodgesecretarysoftware@gmail.com
- Use the subject line: “Data Deletion Request”.
- Provide the email address used to contact support (if different).
- Timeline: Upon receipt of your request, we will delete all historical support correspondence and associated personal info from our systems within [e.g., 30 days]. We will send a final confirmation email once the deletion is complete.
7. Children’s Privacy
Our software does not collect any data from users, including children under the age of 13. If you believe a child has sent us personal data via a support request, please contact us immediately for deletion.
8. Changes to This Policy
We may update this policy to reflect changes in our practices or for legal reasons. The “Last Updated” date at the top will indicate when the latest changes were made.
9. Contact Us
For any questions regarding this policy or your privacy, please contact: lodgesecretarysoftware@gmail.com.
Further Explanations
Lodge Secretary Software Information:
Lodge Secretary Software does not send to us the information you put in about your lodge information – ever. Your Lodge information is your own data and we simply don’t want to see it! When you back up you do so onto your own computer or at your option, you can also back up onto Google systems if you choose to enter these details into the software. We strongly recommend that you have a google account for your lodge and use that for the backup.
– it is entirely hosted on the minimum amount of data necessary to provide you with a functional experience. This may include Device Information: (e.g., Operating system, hardware model, and unique device identifiers) and Personal Data: (e.g., Email address, name, or account credentials provided during registration) as well as Usage Data: (e.g., IP address, browser type, version of the software, and telemetry data regarding how you interact with the features).
Support Information
We only collect the minimum amount of data necessary to provide you with a functional experience when you ask for our help. Except for the annual optional donation, when we will have your email address and any other personal data in your emails, support services are the only time we expect to get any Personal Data: (e.g., Email address, name, or account credentials provided during support), together with any usage Data you choose to send us: (e.g., IP address, browser type, version of the software, and telemetry data regarding how you interact with the features) and any Device Information: (e.g., Operating system, hardware model, and unique device identifiers). We will delete this after the support communication ceases (i.e. once we’ve helped you). All support staff are members of volunteer lodges and therefore covered by Freemasonry data protection registrations for their lodges.
When visitors leave comments on the site, we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection. Comments are moderated and we reserve the right not to public comments or to abbreviate them. Any comments made by us or which are published on the site by commenters are purely the publishers opinions.
By providing your comments, you grant us legal authority to publish your comments or abbreviated versions of them in perpetuity. We will seek to autodelete any advertising or spam comments. If you email us comments, we may also add these to our website at our entire discretion. If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience. If you visit our login page, we may set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Your system may track whether you have the latest version and may prompt you to update it. It does this by checking against a version software code on the site at lodgesecretarysoftware.uk. If you want to be advised when we update software, please register onsite as a user and we will then try to let you know when we upgrade
If you leave a comment, the comment and its metadata (or such part as we use) may be retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue. If you leave a suggestion about a feature or suggesting future features, you allow us to freely use that suggestion – after all you can ‘t protect an idea, only the application of that idea – for the lawyers (sigh!) and barrack-room lawyers (sigh! sigh!), by making a suggestion you grant us an irrevocable worldwide in-perpetuity and royalty-free licence to use the idea. .
DATA RIGHTS
If you have contacted us via a unique lodge email, then it is highly unlikely that we hold any personal data we hold about you, and even if we’ve provided support to you as a result of you sending screenshots including lodge personal data, it is highly unlikely that we’ve kept it or any other data you have provided to us. You can also request that we tell you what personal data we have about or that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Your Rights
Depending on your location, you may have the following rights:
- Access: The right to request copies of your personal data.
- Rectification: The right to request that we correct inaccurate information.
- Erasure: The right to request that we delete your data (“The Right to be Forgotten”).
- Objection: The right to object to our processing of your data.
Your data is only read and accessed in the UK, although we may host the website or email facilities anywhere in the world.
As Lodge Secretary is not in the Cloud but sits on your machine (or at your choice in Google’s Cloud – if you enable that feature)- you have your own data and we never see it! In the unlikely event that you email us a backup file with a support query then we only use that data in respect of the support query and don’t keep it. Visitor comments may be checked through an automated spam detection service. We use professional hosting companies who handle the website security for us. Please ensure that you always use virus and malware protection and that you keep this up to date and install this prior to installing our software
LODGE SECRETARY SOFTWARE
AAIRO LLP IN ASSOCIATION WITH THE FREEMASONS
Lodge Secretary Software/AAIRO LLP data protection officer can be contacted at the email address
