Last updated: 20/10/2026
This policy explains how Lillibrooke Manor Ltd collects and uses personal information about people who hire our venue, visit our website or otherwise deal with us, and the rights you have.
1. Who we are
Lillibrooke Manor Ltd (“Lillibrooke”, “we”, “us”) owns the Lillibrooke Manor wedding and events venue and is the controller of the personal information described in this policy.
- Registered in England, company number 09391115
- Registered office: Lillibrooke Manor, Ockwells Road, Cox Green, Maidenhead, Berkshire SL6 3LP
- Registered with the Information Commissioner’s Office (ICO), registration number ZA581882
2. Our arrangement with Heritage Venues Ltd
Heritage Venues Ltd (“HVL”) is a separate, independent company that acts as our appointed sales and event management agent. On our behalf, HVL:
- prepares and manages venue hire agreements, including electronic signature
- issues invoices for the venue hire fee
- handles messages sent to info@lillibrookemanor.co.uk, and privacy queries and requests
- manages our social media accounts
When HVL does these things, it acts on our instructions and we remain responsible for your information.
Enquiries. Enquiries about the venue, including through the form on our website, go to HVL and are handled under HVL’s privacy policy. We become responsible for your information when you enter into a venue hire agreement with us.
HVL’s own services. HVL also provides event management, planning and catering under a separate contract with you. For those services, and for viewings and events HVL runs, HVL is responsible for your information under its own privacy policy.
3. Information we hold
We hold a limited amount of personal information, mainly about people who hire the venue.
| Whose information | What we hold | Where it comes from |
| Clients hiring the venue | Names, postal address, email, phone numbers, event date, booking details, signed agreement, payment and refund records | You, through the booking form and venue hire agreement |
| People paying on a client’s behalf | Name, amount paid, payment reference | The payment itself |
| Couples and guests at events | Photographs and videos | Photographers and videographers, through HVL |
| Website visitors | How the site is used: pages visited, device and browser, approximate location, how you found us | Google Analytics cookies (section 7) |
| Anyone who contacts us | Name, contact details and what you tell us | You |
We do not ask for sensitive information such as health details. Any dietary or accessibility needs for your event are collected by HVL under its own privacy policy.
4. How we use your information
| Purpose | Lawful basis |
| Providing your venue hire and managing your agreement | Performing our contract with you |
| Taking payments, issuing refunds and keeping financial records | Performing our contract; complying with tax and accounting law |
| Handling cancellations, complaints, disputes and legal claims | Performing our contract; our legitimate interest in protecting our business |
| Showing the venue in use through event photos and videos (section 5) | Couples: your consent. Guests: our legitimate interest in promoting the venue |
| Understanding how our website is used, so we can improve it (section 7) | Our legitimate interest in running an effective website |
| Responding to privacy requests and meeting legal obligations | Complying with the law |
Where we rely on legitimate interests, you can object at any time (section 12). We do not sell your information, send marketing emails or newsletters, or make decisions about you by automated means.
5. Photographs and videos
We may show photographs and videos taken at events at Lillibrooke Manor on our website and social media, so people can see the venue in use. They are supplied by photographers and videographers through HVL.
Couples. We only use images of you if you have agreed, by ticking the “By the Venue owner” boxes on your HVL booking form. You can withdraw your consent at any time (section 13), and we will stop using the images and remove any already published.
Guests. We rely on our legitimate interest in promoting the venue. If you would prefer not to appear, tell us before or after the event (section 13) and we will not use, or will remove, the images concerned. Couples are asked to let their guests know.
HVL’s own use of event images is covered by HVL’s privacy policy.
6. Who we share it with
We share your information only where needed for the purposes in section 4:
- HVL, as our appointed agent (section 2)
- Service providers acting for us, including our website hosting provider, Google (website analytics), Zoho (the customer relationship management and electronic signature services HVL uses for our agreements) and our bank
- Professional advisers, such as accountants, solicitors and insurers, where needed
- Authorities such as HMRC, the police or the courts, where the law requires it
- A buyer of our business, if it is ever sold, under the same protections
Our service providers may use your information only to provide services to us, and must keep it secure.
7. Our website and cookies
We use Google Analytics to understand how people use our website, so we can improve it. It tells us which pages are visited and for how long, the device and browser used, approximate location (town or region) and how visitors found us. We look at this in aggregate, not to identify individuals.
Google acts only as our service provider: Google signals, data sharing with Google and links to advertising accounts are switched off. We do not use advertising cookies or tracking pixels. Under UK law, analytics cookies used only for this purpose do not need your prior consent, but you can object at any time.
| Cookie | Purpose | Expires |
| _ga | Distinguishes one visitor from another (Google Analytics) | 2 years |
| ga[ID] | Keeps track of a visit (Google Analytics) | 2 years |
| elfsight_viewed_recently | Counts views of our reviews and Instagram widget (Elfsight, section 8) | 15 seconds |
How to opt out: click the “Opt out of Google Analytics” button on this page, or install Google’s Analytics Opt-out Browser Add-on. You can also block or delete cookies in your browser settings.
If we ever use advertising or tracking cookies, we will ask for your consent first.
8. Content from other services
Reviews and Instagram feed. These are displayed using a widget from Elfsight, which sets one cookie lasting 15 seconds, used only to count how many times the widget is viewed. It does not identify you or track you across other websites. See Elfsight’s privacy policy.
Video. Our video is hosted by Vimeo and only loads when you click to play it. We have set it so that Vimeo does not track you.
Map. Our map is an image that links to Google Maps. Nothing is loaded from Google unless you click through, when Google’s privacy policy applies.
9. CCTV
CCTV at Lillibrooke Manor is installed and operated by Heritage Venues Ltd, which is responsible for the footage. For how it is used, or to request footage, see HVL’s privacy policy.
10. International transfers
Our website is hosted in the UK. Some service providers, including Google and Zoho, may process information outside the UK, for example in the European Economic Area or the United States. Where they do, it is protected by UK adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework, for certified US companies) or by the ICO’s International Data Transfer Agreement or Addendum.
11. How long we keep it
| Information | How long we keep it |
| Venue hire agreements, booking correspondence, payment and refund records | 6 years after the end of the financial year in which your event took place, to meet tax and legal requirements |
| Photos and videos on our website and social media | While they remain useful for showing the venue, or until you ask us to remove them |
| Website analytics data | Detailed visit data: 2 months. Data linked to a visitor’s browser: 14 months after their last visit. Aggregated reports, which do not identify anyone, may be kept longer |
| Privacy requests and our responses | 2 years after the request is closed |
After these periods, we delete information securely. Enquiries that do not lead to a booking are held by HVL under its own privacy policy.
12. Your rights
Under UK data protection law you have the right to:
- access the personal information we hold about you
- have inaccurate information corrected
- have your information deleted, in certain circumstances
- restrict how we use your information
- object where we rely on legitimate interests, including guests’ photos (section 5) and analytics (section 7)
- withdraw consent at any time, where we rely on it
- receive your information in a portable format, where we hold it to perform a contract
To use any of these rights, contact us (section 13). It is free, and we will respond within one month. We may need to confirm your identity first.
13. Contact and complaints
Privacy queries and requests are handled on our behalf by our appointed agent, Heritage Venues Ltd.
- Email: ah@heritagevenues.com
- Post: Lillibrooke Manor Ltd, Lillibrooke Manor, Ockwells Road, Cox Green, Maidenhead, Berkshire SL6 3LP
If you are unhappy with how we have handled your information, please tell us first. We will acknowledge your complaint within 30 days and respond without undue delay.
14. Changes to this policy
We will update this policy when our practices or the law change. The date at the top shows when it was last updated.