January 13, 2014
From: John L. Cooper III, Grand Master
To: Masters, Wardens, and Secretaries of Constituent Lodges
District Inspectors
Grand Lodge Officers
Past Grand Masters
Past Grand Lodge Officers
RE: Implementation of Resolution 12-18
Brethren,
At the 164th Annual Communication of the Grand Lodge of California, the delegates adopted Resolution 12-18 which amends Sections 810.040 and 810.050 of the California Masonic Code. This memo is intended to provide clarity and instruction in implementing this new ordinance. Please read this memo carefully and see to it that it is distributed to your members as necessary and practical.
Effective immediately, Resolution 12-18 requires that no personally identified information about your members be disclosed publicly without the member’s affirmative written consent. “Personally identified information” which is also referred to as Personal Information or personally identifiable information, includes, by way of example, a member’s picture or likeness, his name, address(es), email address(es), telephone number(s), occupation, birthday, spouse’s name, and such other information which specifically identifies or traces to the member. “Public disclosure” means using or disclosing the member’s personally identified information in any press release, public statement, ad or newsletter, in any form or format, or posting such personally identified information on a website without password or other protection from public disclosure.
Enclosed with this memo is a copy of the consent form to be signed by every member before his personally identified information can appear or be used in any Public Disclosure. The Lodge is responsible for maintaining the records of the signed consent. The Lodge may record receipt of the signed consent forms in iMember and will provide copies and/or records of the signed consent to Grand Lodge upon request. The member may revoke his consent after the Lodge actually receives a written revocation signed by the member and notes such receipt of the revocation in the Lodge records.
Any questions regarding this memo or the accompanying consent form can be addressed to Member Services at 415. 776.7000.
QUESTIONS AND ANSWERS CONCERNING RESOLUTION 12-18
Can photos of lodge activities be printed in the trestleboard (electronic or print versions)?
Yes, but the photos may only contain pictures of members who have a signed consent on file with the lodge secretary because the trestleboard is a public disclosure.
Can the lodge print and distribute a lodge roster to its members?
A best practice is that each lodge member should access the lodge roster on the Member Center, where only members have access and which is not accessible to the general public. If the lodge chooses to print the lodge roster, only the names of those with a signed release on file with the lodge secretary may be published.
Can photos of members and lodge activities be posted on a lodge website?
Yes, but the photos may only contain pictures of members who have a signed release on file with the lodge secretary or if access to the pictures is not accessible publicly.
Can we continue to print the phone number and email addresses for our lodge officers in the trestleboard?
Yes, only if each officer has a signed release on file with the lodge secretary.
Do the release forms need to be signed annually?
No.
How does a member revoke his consent?
A member’s consent may be revoked by sending a written letter of revocation to the Lodge. It is effective upon update of the member’s corresponding Lodge records.
From: John L. Cooper III, Grand Master
To: Masters, Wardens, and Secretaries of Constituent Lodges
District Inspectors
Grand Lodge Officers
Past Grand Masters
Past Grand Lodge Officers
RE: Implementation of Resolution 12-18
Brethren,
At the 164th Annual Communication of the Grand Lodge of California, the delegates adopted Resolution 12-18 which amends Sections 810.040 and 810.050 of the California Masonic Code. This memo is intended to provide clarity and instruction in implementing this new ordinance. Please read this memo carefully and see to it that it is distributed to your members as necessary and practical.
Effective immediately, Resolution 12-18 requires that no personally identified information about your members be disclosed publicly without the member’s affirmative written consent. “Personally identified information” which is also referred to as Personal Information or personally identifiable information, includes, by way of example, a member’s picture or likeness, his name, address(es), email address(es), telephone number(s), occupation, birthday, spouse’s name, and such other information which specifically identifies or traces to the member. “Public disclosure” means using or disclosing the member’s personally identified information in any press release, public statement, ad or newsletter, in any form or format, or posting such personally identified information on a website without password or other protection from public disclosure.
Enclosed with this memo is a copy of the consent form to be signed by every member before his personally identified information can appear or be used in any Public Disclosure. The Lodge is responsible for maintaining the records of the signed consent. The Lodge may record receipt of the signed consent forms in iMember and will provide copies and/or records of the signed consent to Grand Lodge upon request. The member may revoke his consent after the Lodge actually receives a written revocation signed by the member and notes such receipt of the revocation in the Lodge records.
Any questions regarding this memo or the accompanying consent form can be addressed to Member Services at 415. 776.7000.
QUESTIONS AND ANSWERS CONCERNING RESOLUTION 12-18
Can photos of lodge activities be printed in the trestleboard (electronic or print versions)?
Yes, but the photos may only contain pictures of members who have a signed consent on file with the lodge secretary because the trestleboard is a public disclosure.
Can the lodge print and distribute a lodge roster to its members?
A best practice is that each lodge member should access the lodge roster on the Member Center, where only members have access and which is not accessible to the general public. If the lodge chooses to print the lodge roster, only the names of those with a signed release on file with the lodge secretary may be published.
Can photos of members and lodge activities be posted on a lodge website?
Yes, but the photos may only contain pictures of members who have a signed release on file with the lodge secretary or if access to the pictures is not accessible publicly.
Can we continue to print the phone number and email addresses for our lodge officers in the trestleboard?
Yes, only if each officer has a signed release on file with the lodge secretary.
Do the release forms need to be signed annually?
No.
How does a member revoke his consent?
A member’s consent may be revoked by sending a written letter of revocation to the Lodge. It is effective upon update of the member’s corresponding Lodge records.
