a) ORDER means Grand United Order of the Knights of the Golden Horn known as
b) PERSONAL DATA means any recorded information which identifies a living
c) HEAD OF THE ORDER means the Grand Knight Commander
d) UNIT(S) OF THE ORDER means Encampments
e) ADMINISTRATION means administrative Officers of the Grand Executive
f) Book of Rules and means the General Laws and Regulations for the
Government of the ORDER in force from time to time
This data protection policy regulates how the ORDER processes and stores
PERSONAL DATA of its members by the ADMINISTRATION. It applies to all officers,
members and volunteers of the ORDER. Its purpose is to ensure that the ORDER
complies with the law and with high data protection standards.
As a membership organisation the ORDER processes, retains and shares PERSONAL
DATA of members for the purposes set out in the Data Protection Notice. Where
the ORDER employs or contracts with a member it may also process, retain and
share PERSONAL DATA of that member for all lawful purposes related to that
employment or contractual relationship.
The ORDER shall not collect or store PERSONAL DATA of members for any other
2. Appointment of a Data Protection Officer
The ORDER shall appoint a Data Protection Officer who will oversee compliance
with data protection law and will act as a point of contact for members and the
Information Commissionerís Office (the "ICO"). The Data Protection Officer shall
have a direct line of communication with the HEAD OF THE ORDER and shall have,
or shall undergo training to ensure that he has, knowledge of data protection
law and practices.
3. Membersí data rights
A member may request that the Data Protection Officer:
a. Provides him with a copy of all PERSONAL DATA that the ORDER holds about
The Data Protection Officer shall promptly provide a copy of all information
required to be disclosed by law.
b. Rectifies any incorrect PERSONAL DATA held by the ORDER about him. The
Data Protection Officer shall promptly consider such a request and respond to it
in accordance with the law.
c. Stop the ORDER from some or all of its processing of his PERSONAL DATA.
The Data Protection Officer shall promptly consider such an objection and
respond to it in accordance with the law.
4. Deletion of PERSONAL DATA
A member may resign from all UNITS OF THE ORDER at any time. After it has
processed such resignation(s) the ORDER shall archive the PERSONAL DATA for
historical reference purposes and will stop the PERSONAL DATA from being used
that it holds about that member as set out in The Data Protection Notice
5. Sharing data with third parties
As a membership organisation the ORDER shares PERSONAL DATA of its members
within the ADMINISTRATION as required by the REGULATIONS or bodies it sanctions
from time to time. It will not share PERSONAL DATA of members for any other
reason unless it has the consent of the relevant member.
6. Data Protection Notice
The ORDER shall publish a Data Protection Notice (Appendix A) so that it is
available to members. The Data Protection Notice shall comply with the
requirements of data protection law and among other things shall inform members
how their PERSONAL DATA will be used by the ORDER and how they may contact the
Data Protection Officer.
7. Data security
The ORDER shall periodically review the security of its records and
processing activities and shall take appropriate steps to ensure the
confidentiality, integrity and availability of PERSONAL DATA that it holds.
8. Registration with ICO
The ORDER as a not-for-profit organisation is exempt from registration with
9. Reporting breaches to the Data Protection Officer
Actual or potential breaches of this policy, or of data protection law by the
PERSONAL DATA, shall be reported immediately to the Data Protection Officer.
Breaches shall be reported if required by the Data Protection Officer to the ICO
or to the member(s) whose data is affected. Normally the Data Protection Officer
shall not report breaches without prior consultation with the HEAD OF THE ORDER.
This Policy was adopted by the ORDER on the 25