These terms govern your lodge's use of Lodge Dashboard. The officer who sets up the account accepts them on the lodge's behalf.
1. Who we are, and who accepts these terms
Lodge Dashboard is operated by DevDani Ltd, a company registered in England and Wales (company number 16744168) ("we", "us"), registered office 124 City Road, London EC1V 2NX. You can reach us at hello@mail.lodgedashboard.co.uk.
In these terms, "the lodge" means the lodge, chapter or other unit whose account this is, and "you" means that body. "Members" means the people your lodge gives accounts to.
Whoever accepts these terms confirms that they are authorised to do so on the lodge's behalf, and that the lodge's fees may be met from lodge funds. If your lodge later decides someone else should hold that authority, tell us and we will record it.
2. The service
We provide a hosted application for administering a masonic unit: its roll of members, meetings and events, festive board catering, ceremony running orders, invitations and responses, correspondence, annual subscriptions and payment collection.
We provide it as it is. We do not warrant that it meets the requirements of the United Grand Lodge of England, of any Province or Metropolitan Area, or of your own by-laws. Checking that is your lodge's responsibility, and remains so.
We aim to keep the service available at all times but do not guarantee it. We may change features, and will give reasonable notice before removing one your lodge depends on.
3. Your lodge's account and users
Your lodge decides who gets an account and what role each person holds. You are responsible for keeping that list current, and in particular for removing people who have resigned, been excluded or died.
Members sign in with a code we email them, or with a password if they have set one. Each member is responsible for the security of their own email account and of any password they set, and for not passing sign-in codes or links to anyone else. Tell us promptly if you believe an account has been compromised.
You are responsible for the accuracy of what your lodge enters, and for having a proper basis to enter information about anyone who is not one of your members - a visiting brother, a guest, or a partner. Section 6 and the Privacy Policy explain what we do with it.
4. Fees, plans and Direct Debit
The Standard plan is 50p per member per month, subject to a minimum of £6 and a maximum of £25 per month. Paying annually costs ten months' worth rather than twelve. Your member count is taken from your roll and fixed for a twelve month billing year, so adding members mid-year does not increase what you pay until it renews.
Our prices are stated exclusive of VAT. We are not currently VAT registered and so no VAT is added. If we become VAT registered we will tell you at least 30 days beforehand, and VAT will be added to fees charged after that date.
Lodges using the service before 1 January 2027 pay nothing until that date. After it, charging begins on your first full billing period.
Fees are collected by Direct Debit through GoCardless. You will be told the amount and the collection date in advance, and the Direct Debit Guarantee applies. If a collection fails we will tell you and may retry it.
We may change our prices. We will give at least 30 days' notice before a change takes effect, and you may cancel before it does.
5. Acceptable use
Do not use the service to send bulk marketing, to hold information you have no proper basis to hold, or to do anything unlawful. The mailbox and invitation tools are for running your lodge, not for promoting anything to a list.
Do not attempt to access another lodge's data, probe the service for weaknesses without our written agreement, or resell access to it.
If you find a security problem, we would be grateful if you told us first, and we will not pursue you for finding it honestly. Nothing in this paragraph limits your right to report a matter to the Information Commissioner's Office, to the police, or to any other regulator or authority, or to exercise any other legal right.
6. Your data and ours
Your lodge controls the information it keeps about its members and its activities: who belongs to the lodge and what office they hold, masonic rank as your lodge records and uses it, events, attendance, menu choices and the dietary requirements given for a particular event, guests and visitors, ceremonies, correspondence, subscriptions and payments. We process that on your instructions, and Schedule 1 is our data processing agreement for it.
A narrower set is ours to control, because it belongs to the person's account rather than to any one lodge: their name, email address, sign-in credentials, saved contacts, the dietary requirements they choose to record on their own profile, and the record of when and from where they signed in. We describe that in the Privacy Policy, and we are the controller of it.
Where the two overlap - masonic rank is a fact about a person in the Craft, not about one lodge, so it is recorded once and shared by every lodge they belong to - we hold it once and process it on the instructions of each lodge that records or relies on it.
We do not sell anything to anyone, and we do not use your lodge's information to advertise to your members.
7. Cancellation, suspension and data on exit
You may cancel at any time from Settings → Billing. Cancelling stops future collections; we do not refund part of a period already paid for.
Cancelling your Direct Debit at your bank is not the same as cancelling your subscription. A cancelled mandate stops us collecting, but your lodge's subscription continues and the fees remain due until you cancel it in Settings → Billing. If you want to leave, cancel there.
We may suspend an account that is materially in breach of section 5, or whose payments have failed repeatedly, after telling you and giving you a reasonable chance to put it right.
After your account ends we keep your lodge's data for 30 days so you can export it or change your mind, then delete it. Copies inside encrypted backups age out on the backup retention cycle described in the Privacy Policy. We keep records of what we billed you, because we have to.
8. Warranties and liability
We give no warranties beyond those the law does not let us exclude.
Nothing here limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot lawfully be limited.
Subject to that, our total liability to your lodge in any twelve month period is limited to the greater of the fees you paid us in that period and £250.
That limit does not apply to our liability arising from a breach of Schedule 1, from a personal data breach caused by our failure to meet the security obligations in it, or from a breach of confidence. For those claims, our total liability to your lodge in any twelve month period is limited to £5,000.
We are not liable for lost profits, lost opportunity, or for a meeting that went wrong.
This service is not a substitute for your own records. Keep your own copy of anything you cannot afford to lose.
9. Changes to these terms
We may change these terms. If a change materially affects your lodge we will give at least 30 days' notice and ask an officer to accept the new version. If you do not want to accept it, you may cancel before it takes effect.
10. Notices
We give notice to your lodge by email, to the lodge's own address in the service and to the officers who hold an administrator role, and by a notice shown in the service itself. You give notice to us at hello@mail.lodgedashboard.co.uk. A notice by email takes effect when sent, unless the sender is told it did not arrive.
11. General
Assignment. You may not transfer these terms to anyone else without our agreement. We may transfer them to a company that takes over our business, and will tell you if we do.
Third parties. Nobody other than your lodge and us may enforce these terms under the Contracts (Rights of Third Parties) Act 1999.
Entire agreement. These terms and Schedule 1 are the whole of what is agreed between us about the service, and replace anything said beforehand. This does not limit either side's liability for anything said fraudulently.
Severability. If part of these terms cannot be enforced, the rest still stands.
Events outside our control. Neither side is in breach because of something genuinely outside its control, for as long as that lasts. If it lasts more than 30 days, either side may cancel.
Waiver. If we do not enforce something straight away, we have not given up the right to enforce it later.
12. Governing law
These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
Schedule 1 - Data Processing Agreement
This schedule is the agreement required by Article 28 of the UK GDPR. It applies where we process personal data on your lodge's behalf, as described in section 6. Where we act as controller in our own right, the Privacy Policy governs instead and this schedule does not apply.
1.1 Subject matter, duration, nature and purpose
We process personal data so your lodge can administer itself using the service: maintaining its roll, running meetings and events, arranging catering, recording ceremony roles, corresponding with members and visitors, and collecting subscriptions and event payments. Processing lasts as long as your account, plus the 30 day window in section 7.
1.2 Types of personal data and categories of data subject
Data subjects: your members, including those on the roll without an account; visiting brethren and guests entered by your members; and anyone who writes to your lodge's mailbox.
Personal data: names, email addresses, masonic rank and office, event attendance and responses, menu choices, dietary and allergy information, correspondence, subscription and payment records.
Dietary and allergy information is health data, and masonic membership may itself reveal a philosophical belief. Both are special category data under Article 9.
1.3 Your obligations and rights as controller
You decide the purposes for which your lodge's personal data is processed, and you may give us instructions about it at any time within what the service can do.
You are responsible for having a lawful basis for that processing, and an Article 9 condition where special category data is involved. Where your lodge relies on the condition for a not-for-profit body with a philosophical aim, that is your condition to rely on and not ours.
You are responsible for telling the people concerned what you do with their information, including anyone your members add as a visitor or guest, and for the accuracy of what you enter.
You confirm that your instructions will not put us in breach of data protection law. We will tell you if we think an instruction does, and may decline it until it is resolved.
1.4 Our obligations
We will process personal data only on your documented instructions, which these terms and your use of the service constitute, unless the law requires otherwise - in which case we will tell you first, unless the law forbids that too.
We will ensure that anyone we authorise to process it is under a duty of confidence.
1.5 Sub-processors
You give general authorisation for us to engage sub-processors. The current list is published in the Privacy Policy. We will give at least 30 days' notice before adding one, and you may object on reasonable data protection grounds; if we cannot resolve your objection you may cancel without penalty.
We will impose on every sub-processor, by written contract, data protection obligations equivalent to those in this schedule, and in particular the obligations required by Article 28(3) of the UK GDPR. We remain fully liable to you for their acts and omissions.
1.6 Security
We will take appropriate technical and organisational measures, having regard to the state of the art, the cost, and the risk to the people concerned. What we do is described in our security overview and includes: separation of each lodge's data into its own database schema; encryption in transit; role-based access within a lodge; rate limiting and account lockout; audit logging of access and changes; and encrypted, tested backups.
On payments specifically: we hold no member bank or card details at all. Those are entered directly with GoCardless and never reach us. We store the references GoCardless gives a payment, a subscription or a mandate, and your lodge's own GoCardless access token, which is encrypted at rest. The access token is the only thing we hold that can initiate a payment, and it can only do so against your lodge's own account.
1.7 Personal data breach
We will tell you without undue delay, and in any event within 48 hours, of becoming aware of a personal data breach affecting your lodge's data, and will give you the information you need to meet your own obligations under Articles 33 and 34.
1.8 Assisting you
We will help you, so far as is reasonable, to respond to requests from data subjects and to carry out data protection impact assessments and prior consultations. The service provides export tools for this; where more is needed we may charge for our time at a reasonable rate, and will agree it with you first.
1.9 Audit
We will make available the information reasonably needed to show we comply with this schedule, and will allow an audit by you or an auditor you appoint, on reasonable notice, no more than once a year unless a breach or a regulator requires otherwise, and subject to confidentiality.
1.10 Return and deletion
At the end of your account it is your choice whether we return your lodge's personal data to you or delete it. The service provides export tools so you can take a copy yourself at any time, and we will tell you when the account ends that the choice is yours.
If you tell us to return it, we will do so in a commonly used machine-readable format. If you tell us to delete it, or if you have told us nothing by the end of the 30 day window in section 7, we will delete it. Either way we keep only what the law requires us to keep, and copies inside encrypted backups, which are not restored or accessed in the meantime and are deleted on the backup retention cycle described in the Privacy Policy.
1.11 International transfers
Your lodge's data is stored in the United Kingdom. Some sub-processors are outside the UK; where that is so we rely on the UK International Data Transfer Addendum or equivalent safeguards. The Privacy Policy says which is which.