"Manor by the Lake" refers to the venue, its management team, and any designated event planning staff operating under its name.

"Client" refers to the individual or couple who has booked an event at Manor by the Lake and has been granted portal access.

"Planner" refers to the assigned event coordinator or planning team member managing the Client's event.

"Portal" refers to this online planning platform, including all tools, documents, messaging features, and data stored within it.

Access to the Portal is granted solely to the named Client(s) and their designated contacts. Sharing login credentials with unauthorised third parties is strictly prohibited. Manor by the Lake reserves the right to revoke portal access at any time without notice if the terms herein are breached.

The Portal is provided as a planning aid and does not constitute a legally binding contract in and of itself. All contractual matters are governed by your separately executed Event Agreement.

You agree to use the Portal only for legitimate event planning purposes related to your booked event. You must not:

• Upload or share any unlawful, defamatory, offensive, or infringing content.
• Attempt to access, modify, or disrupt any part of the Portal not intended for Client use.
• Use the Portal to communicate with third parties on behalf of Manor by the Lake without authorisation.
• Reproduce, redistribute, or commercialise any content generated within the Portal.

All information entered into the Portal (guest lists, dietary requirements, seating plans, RSVP data) is used exclusively for the planning and delivery of your event.

You are responsible for the accuracy and completeness of information submitted through the Portal, including but not limited to guest names, dietary requirements, RSVP responses, and meal selections. Manor by the Lake cannot be held liable for any consequence arising from inaccurate or incomplete information provided by the Client.

Deadlines for submitting final guest counts, meal choices, and seating plans will be communicated by your Planner. Information submitted after the agreed deadline may not be accommodated.

All templates, documents, branding, design assets, and planning materials within the Portal are the intellectual property of Manor by the Lake. No content may be reproduced, distributed, or used outside the context of your event without express written consent.

Content you upload (photographs, supplier contact details, personal notes) remains your property. By uploading it, you grant Manor by the Lake a limited licence to store and use it solely for the purpose of planning your event.

The Portal is provided on an "as is" basis. Manor by the Lake makes no warranty that the Portal will be uninterrupted, error-free, or entirely secure. We will take reasonable steps to maintain availability and security, but cannot guarantee continuous access.

To the fullest extent permitted by applicable law, Manor by the Lake shall not be liable for any indirect, incidental, or consequential loss arising from your use of, or inability to use, the Portal — including loss of data, missed communications, or planning errors resulting from Portal downtime.

Manor by the Lake reserves the right to update these Terms & Conditions at any time. Continued use of the Portal following any update constitutes acceptance of the revised terms. We will notify Clients of material changes via the messaging feature within the Portal.

These Terms & Conditions are governed by and construed in accordance with the laws of England and Wales. Any disputes arising in connection with these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

For any questions regarding these Terms & Conditions, please contact us via the messaging feature within your portal, or write to:

The Data Controller responsible for your personal data is:

Through the Planning Portal, we may collect and process the following categories of personal data:

⚠ Special category data (such as dietary requirements and allergy information) is processed under Article 9(2)(a) UK GDPR — explicit consent — and Article 9(2)(c) — vital interests (health & safety at the event).

We process your personal data on the following lawful bases:

• Contract — processing is necessary to fulfil our obligations under your Event Agreement (UK GDPR Art. 6(1)(b)).
• Legitimate interests — for portal security, communications management, and service improvement, where our interests do not override your rights (Art. 6(1)(f)).
• Legal obligation — where processing is required by law, such as financial record-keeping (Art. 6(1)(c)).
• Explicit consent — for special category data such as allergy and dietary information (Art. 9(2)(a)).

We will only share your personal data where necessary for the planning and delivery of your event, or where required by law. Potential recipients include:

• Catering partners — meal selections and dietary requirements.
• Venue operations team — guest counts, seating plans, access requirements.
• Contracted suppliers (photographers, florists, entertainers) — name and contact where directly relevant to their service.
• Legal or regulatory authorities — only where required by applicable law.

We do not sell, rent, or trade your personal data to any third party for marketing or commercial purposes.

We retain your personal data for as long as necessary to fulfil the purposes outlined in this notice:

• Event data (guest lists, meal plans, timeline) — retained for 12 months after your event date, then securely deleted.
• Financial records (invoices, payment history) — retained for 7 years in accordance with HMRC requirements.
• Portal messages and notes — retained for 6 months after event date.
• Special category data (dietary, allergy) — deleted within 30 days of your event.

Under UK GDPR, you have the following rights in relation to your personal data:

To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

We take the security of your personal data seriously. Access to the Planning Portal is protected by authenticated login. Data is transmitted over encrypted connections (HTTPS). Internal access to event data is restricted to your assigned planning team only.

In the event of a data breach that is likely to affect your rights and freedoms, we will notify you and the ICO within 72 hours in accordance with our legal obligations.

The Planning Portal may use session cookies to maintain your login state. These are strictly necessary for the Portal to function and do not track your activity for advertising purposes. No third-party analytics or tracking cookies are used within the Portal.

We may update this Data Privacy Notice from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes via the Portal messaging feature. The date at the top of this notice indicates when it was last reviewed.

If you have any questions about this Privacy Notice or wish to exercise your rights, please contact your planning team through the portal messaging system or email us at [email protected].