This notice explains how we use information for enquiries, bookings, overnight guest registration and optional Lavender Manor emails. It applies when you contact us directly, use our forms or book through a booking platform.
Effective date: 9 September 2026. The marketing arrangements described below are being prepared. Marketing emails will not begin until the consent and unsubscribe processes have been tested.
Who is responsible for your information?
Lavender Manor is operated by Vera Cassidy trading as Lavender Lets. Vera Cassidy is the controller responsible for the personal information described in this notice.
You can contact us about your information or privacy rights:
- by email at bookings@lavendermanor.co.uk; or
- by post at Lavender Manor, 61 Salloon Road, Ballinamallard, Enniskillen, Co. Fermanagh, BT94 2GH.
Information used for enquiries, bookings, stays and the visitor register
We use names, contact details, dates, group information and relevant correspondence to answer enquiries and administer bookings, payments and stays. Where you are the person making the booking, our lawful basis is taking steps you request before a contract or performing that contract.
For other guests and people enquiring on behalf of a group, and for property safety, service enquiries, complaints and legal claims, we rely on our legitimate interests in running the accommodation, assisting guests and protecting the business, where those interests are not overridden by your rights. We also retain information where required by tax, accounting or other applicable law.
We receive information from you through our forms, email, phone and booking platforms, and sometimes from the lead guest or another person arranging a stay. This may include your name, contact details and information relevant to your enquiry or stay.
As a certified tourist accommodation provider in Northern Ireland, we must also keep a visitor register. For each guest aged 16 or over, this includes their full name, permanent address, nationality, and arrival and departure dates. Our lawful basis for this part is compliance with the legal obligation imposed by the Tourism (Northern Ireland) Order 1992.
The visitor-register details are required by law. We cannot complete the required registration without them. Contact us if you need help providing the information. We also need sufficient contact and booking information to arrange and administer a stay; without it, we may be unable to respond to an enquiry or fulfil the booking.
If the lead guest provides information about other people staying, they should give those guests this notice and ensure their details are accurate. Any guest may contact us directly about their information.
Providing guest-registration information does not subscribe anyone to marketing emails.
Optional Lavender Manor emails
The lead guest can separately choose to receive occasional Lavender Manor emails about future stays, special offers, open days and news. We rely on consent for this optional subscription. The choice is not pre-ticked, is not required, and does not affect a booking, stay or guest registration.
For this purpose, we keep the subscriber’s name and email address together with evidence of the choice: the time, source, consent wording and version, and a privacy-safe response reference. We do not copy postal addresses, nationalities, booking dates or other guests’ details into the marketing consent register.
If the option is not selected, the person is not added through this signup process. A previous booking, enquiry, cancelled booking or failure to opt out is not recorded as consent under this process.
Unsubscribing, delivery failures and suppression
A subscriber can withdraw consent at any time using the unsubscribe link in a marketing email or by emailing bookings@lavendermanor.co.uk. There is no charge and no reason is required. We will act promptly.
Withdrawing marketing consent does not affect necessary messages about an existing booking or the lawfulness of earlier processing based on consent.
We keep a limited record of addresses that must not receive marketing, normally the email address in a consistent format, the date and the reason marketing stopped. This is called a suppression record. This prevents accidental re-import after an unsubscribe, permanent delivery failure or spam complaint. We rely on our legitimate interests in respecting marketing choices, protecting sender reputation and maintaining an accurate exclusion list. Suppression records are not used as a marketing audience. A later guest-registration form does not silently override them.
Our email marketing is being set up with open and click tracking disabled. Delivery information, permanent delivery failures, spam complaints and unsubscribe requests are used to keep the list accurate and respect your choices. We will explain any future use of open or click tracking before enabling it and seek consent where required.
Who processes information for us?
Access is restricted to authorised people who need it for their work. We use:
- Google Workspace, Forms, Sheets and Drive for forms and business records;
- Make to transfer permitted information and record consent and suppression events;
- MailerLite to manage subscriptions, deliver approved campaigns and handle unsubscribes and delivery failures; and
- Hostinger to host the website on which this notice is displayed.
We may also disclose information to professional advisers, insurers, payment providers, regulators, law-enforcement bodies or courts where this is necessary and lawful. We do not sell the guest-registration register or marketing list.
Some providers may process information outside the United Kingdom. Where UK data-protection law requires a transfer safeguard, we require an appropriate safeguard such as an adequacy regulation, the UK International Data Transfer Agreement or the UK Addendum to approved contractual clauses. Contact us if you would like more information about the safeguards relevant to your information.
How long do we keep information?
- Visitor-register information: at least 12 months, as required for the Northern Ireland visitor register. After that minimum period, we assess whether the information is still needed for an unresolved booking matter, complaint, investigation or legal claim, and delete or anonymise information when it is no longer necessary.
- Enquiries that do not lead to a booking: for as long as needed to answer the enquiry and resolve associated follow-up, complaints or disputes. We assess continued need using the enquiry’s status and any outstanding issue.
- Booking and financial administration: normally up to six years after the booking or transaction ends, where needed for tax, accounting, contractual or legal-claim purposes.
- Marketing contact details: while consent remains current and the information remains necessary for the stated marketing purpose. We review the list at least annually and consider refreshing or removing records that have had no relevant activity for 24 months.
- Consent evidence: while we rely on the consent and for up to six years afterwards where reasonably needed to demonstrate what was agreed or deal with a complaint or legal claim.
- Suppression records: for as long as reasonably necessary to prevent unwanted marketing, subject to periodic review.
Your rights
You can object to direct marketing at any time and withdraw your consent to optional emails. Use the unsubscribe link in a marketing email or contact bookings@lavendermanor.co.uk.
Depending on the information and why we use it, you may ask for access, correction, erasure, restriction or a portable copy. You may also object, on grounds relating to your particular situation, to processing based on legitimate interests.
Contact bookings@lavendermanor.co.uk to exercise a right. We may need information to confirm your identity. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint. We would welcome the opportunity to address your concern first.
We do not use the processes described in this notice to make decisions based solely on automated processing that have legal or similarly significant effects on guests.
Changes to this notice
We will update this notice when these activities change. If a change requires new consent, we will ask for it rather than treating an old choice as agreement to a new purpose.
Version: LM-PRIVACY-GUEST-EMAIL-v1-2026-09-09