Privacy & Data Protection Policy

Astrological Lodge of London

Last updated: 6 February 2024

1. Introduction

The Astrological Lodge of London (“the Lodge”, “we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy & Data Protection Policy explains how we collect, use, store, and protect personal data when you interact with us, including through our website www.astrolodge.co.uk, membership services, events, and communications.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

The Astrological Lodge of London is a UK-based membership organisation dedicated to the study, education, and promotion of astrology.

Data Controller:
Astrological Lodge of London
Website: https://www.astrolodge.co.uk
Email: info@astrolodge.co.uk

3. Personal Data We Collect

We collect and process personal data only where necessary for legitimate organisational purposes.

a. Membership and Account Data

Collected via our website using Paid Memberships Pro (PMPro):

  • Full name
  • Email address
  • Postal address
  • Telephone number (where provided)
  • Membership level and status
  • Username and encrypted password

b. Payment and Subscription Data

Membership subscriptions and event payments are processed via PayPal and related payment gateways:

  • Transaction IDs
  • Subscription status
  • Payment dates and amounts

We do not store full debit or credit card details on our website. These are handled securely by PayPal in accordance with their own privacy and security policies.

c. Events, Courses, and Attendance

Collected via The Events Calendar and Event Tickets Plus:

  • Event bookings and attendance records
  • Ticket types (member / non-member)
  • Online event access details (e.g. Zoom registration information)

d. Communications and Mailing Lists

Collected via Mailchimp or equivalent email marketing platforms:

  • Email address
  • Name
  • Subscription preferences
  • Communication history

e. Website Usage and Technical Data

Collected automatically when you use our website:

  • IP address
  • Browser type and version
  • Device and operating system
  • Pages visited and interactions
  • Cookie identifiers

4. How We Use Your Personal Data

We use personal data for the following purposes:

  • Administering memberships and subscriptions
  • Processing payments and renewals
  • Managing event registrations and access
  • Communicating Lodge news, events, and educational content
  • Sending newsletters and announcements
  • Responding to enquiries
  • Maintaining accurate organisational records
  • Improving website functionality and user experience
  • Meeting legal, financial, and governance obligations

We do not use personal data for automated decision-making or profiling.

5. Lawful Bases for Processing

We process personal data under the following lawful bases:

  • Contractual necessity – to provide membership, event access, and paid services
  • Consent – for newsletters and marketing communications
  • Legal obligation – for financial and regulatory record-keeping
  • Legitimate interests – for internal administration and member communications, where these interests do not override individual rights

You may withdraw consent at any time.

6. Marketing Communications

You will only receive marketing or promotional communications where:

  • You have actively opted in, or
  • There is an existing membership relationship and the communication is relevant

You can unsubscribe at any time using the link in our emails or by contacting us directly.

7. Data Sharing and Third-Party Services

We share personal data only where necessary and only with trusted third parties, including:

  • Paid Memberships Pro – membership management
  • The Events Calendar / Event Tickets Plus – event bookings and attendance
  • PayPal – payment processing
  • Mailchimp – email communications
  • Zoom – online event delivery
  • Website hosting and IT providers

All third-party processors are required to comply with UK GDPR and maintain appropriate security measures.

8. International Data Transfers

Some service providers (e.g. PayPal, Mailchimp, Zoom) may process data outside the UK. Where this occurs, appropriate safeguards are in place, such as adequacy decisions or standard contractual clauses.

9. Data Retention

We retain personal data only for as long as necessary:

  • Membership data: for the duration of membership and a reasonable period thereafter
  • Financial records: typically 6–7 years, in line with legal requirements
  • Mailing list data: until you unsubscribe or request deletion
  • Event data: for administrative and reporting purposes

Data no longer required is securely deleted or anonymised.

10. Your Rights

You have the right to:

  • Access your personal data
  • Request correction of inaccurate or incomplete data
  • Request erasure of data (where legally applicable)
  • Restrict or object to processing
  • Request data portability
  • Withdraw consent at any time
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO website: https://ico.org.uk

11. Data Security

We implement appropriate technical and organisational safeguards, including:

  • Secure hosting and SSL encryption
  • Password hashing and access controls
  • Limited administrative access
  • Regular updates and maintenance

While no system is entirely risk-free, we take data protection seriously and continually review our practices.

12. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from individuals under the age of 16.

13. Policy Updates

This policy may be updated periodically. Any changes will be published on our website with an updated revision date.

14. Contact

For questions regarding this policy or your data:

Astrological Lodge of London
Email: info@astrolodge.co.uk
Website: www.astrolodge.co.uk