Privacy Policy | Lumen Via

Last updated: 4 October 2026

Lumen Via ("we", "us" or "our") provides holistic retreats at hotels, country houses and other selected venues. We respect your privacy and are committed to protecting your personal information.

This privacy policy explains how we collect, use, store and share personal information when you visit our website, contact us, book or attend a retreat, receive marketing from us, or otherwise interact with Lumen Via.

1. Who we are

For the purposes of UK data protection law, Lumen Via is the controller of the personal information described in this policy.

Contact details

Email: info@lumenvia.co.uk
Telephone: 01904 530221
ICO registration number: ZC241209

2. Information we collect

Depending on how you interact with us, we may collect:

Identity and contact information, including your name, postal address, email address and telephone number.
Booking information, including the retreat booked, dates, accommodation preferences, payment status and correspondence concerning your booking.

Payment information, including transaction and billing details. Payments may be processed by a third-party payment provider; we do not necessarily receive or retain your complete card details.

Health and wellbeing information that you choose or are asked to provide, such as medical conditions, disabilities, allergies, injuries, pregnancy, accessibility needs or other information relevant to your safe participation.

Dietary information, including allergies, intolerances and dietary preferences. Some of this information may reveal health or religious information and therefore require additional protection.

Emergency information, including emergency contact details and relevant information needed to respond to an incident.

Communications, including emails, enquiries, feedback, complaints and records of telephone conversations.
Marketing preferences, including whether you have agreed to receive news and offers from us.

Photographs and recordings taken at a retreat, where appropriate permission has been obtained.

Technical and usage information, such as your IP address, browser, device information and interactions with our website, where collected through cookies or similar technologies.

We aim to collect only information that is relevant and necessary for the stated purpose.

3. How we obtain your information

We generally receive personal information directly from you when you:

make an enquiry or booking;
complete a booking, registration, health or dietary form;
attend a retreat;
contact us by email, telephone, website or social media;
subscribe to marketing;
complete a survey or provide feedback; or
participate in photography or recording.

We may also receive information from someone booking on your behalf, a retreat venue, a payment or booking provider, a retreat practitioner, or another supplier involved in delivering your retreat. If you provide information about another person, such as an emergency contact or another guest, you should make sure they know that their information has been given to us.

4. How and why we use your information

We may use personal information to:

respond to enquiries and provide information about our retreats;
administer bookings and payments;
manage accommodation, catering and retreat activities;
communicate important information before, during and after a retreat;
make reasonable adjustments and respond to accessibility requirements;
protect guests, practitioners, staff and others during a retreat;
manage cancellations, refunds, complaints and insurance matters;
maintain financial, tax and business records;
prevent fraud, protect our systems and establish or defend legal claims;
improve our retreats, services and customer experience;
send marketing where this is lawful; and
use approved photographs or recordings to promote our retreats.

5. Our lawful bases

UK data protection law requires us to have a lawful basis for each use of personal information. Depending on the circumstances, we may rely on:

Contract - where processing is necessary to take steps at your request before a booking or to provide a retreat you have booked.
Legal obligation - where we must retain or disclose information to comply with tax, accounting, health and safety or other legal duties.
Legitimate interests - where processing is reasonably necessary for our business or the interests of others, provided those interests do not override your rights. This may include responding to enquiries, improving our services, securing our systems, managing disputes and marketing similar services where permitted.
Consent - where you have made a clear choice, such as for certain marketing, non-essential cookies, promotional photography or particular uses of sensitive information.
Vital interests - where processing is necessary to protect someone's life in an emergency.
The applicable lawful basis may differ according to the purpose and circumstances.

6. Health and other sensitive information

Information about health, some dietary requirements, religious beliefs and certain other matters may be special category data. This receives additional protection under UK data protection law.

Where we need this information to support your safe and appropriate participation, we will identify both a lawful basis and an additional special-category condition. Depending on the circumstances, this will usually be your explicit consent or, in an emergency, protection of your or another person's vital interests.

You do not have to provide optional health or wellbeing information. However, if information is reasonably necessary for safety, accessibility or participation, failing to provide it may limit our ability to accommodate you or allow you to take part safely. Please tell us only what is relevant.

A retreat is not a substitute for medical diagnosis or treatment. Information you provide to an independent practitioner may also be governed by that practitioner's own privacy policy.

7. Sharing your information

Where necessary, we may share relevant information with:

the hotel, country house or other retreat venue;
retreat leaders, instructors, therapists and other practitioners;
caterers, particularly where they need allergy or dietary information;
booking, payment, email, website, IT and cloud-service providers;
professional advisers, insurers, accountants and legal representatives;
emergency services or healthcare professionals in an emergency; and
regulators, courts, law-enforcement bodies or other authorities where required by law.

We share only the information reasonably necessary for the relevant purpose. Providers acting on our instructions must handle personal information securely and use it only for authorised purposes. Some venues and practitioners may act as separate controllers for their own activities and should provide their own privacy information where applicable.

We do not sell your personal information.

8. Marketing

We may send information about retreats, events and related services where you have consented or where another lawful exception applies, such as the limited "soft opt-in" for similar services offered to existing customers.

You can unsubscribe at any time by using the link in a marketing email or contacting info@lumenvia.co.uk. Opting out of marketing will not prevent us from sending essential messages about a current booking.

Electronic marketing is subject to both data protection law and the Privacy and Electronic Communications Regulations. Consent normally requires a positive action, and individuals have an absolute right to object to direct marketing.

9. Photographs and recordings

We may take photographs or recordings during retreats. Where images identify you and are intended for promotional use, we will explain the intended use and seek appropriate permission.

You may decline to participate without affecting your booking. You can withdraw consent for future use by contacting us, although withdrawal will not affect use that was lawful before consent was withdrawn. It may not always be possible to remove material already printed or placed beyond our reasonable control.

Guests should respect the privacy of others and obtain permission before posting identifiable images or sensitive information about other attendees.

10. Cookies and website technologies

Our website may use cookies or similar technologies to operate, remember preferences, understand website use and support marketing.

Strictly necessary technologies may be used without consent where permitted by law. We will request consent before setting non-essential cookies or similar technologies that require it. You can manage your choices through any cookie controls provided on our website and through your browser settings.

A privacy policy alone is not a substitute for an appropriate cookie notice and consent mechanism. Non-essential cookies should not be set before valid consent is obtained.

11. International transfers

Some service providers may process personal information outside the United Kingdom. Where this happens, we will use an appropriate safeguard required by UK data protection law, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another lawful transfer mechanism.

You may contact us for further information about the safeguards relevant to your information.

12. How long we retain information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, insurance and dispute-resolution requirements.

Retention periods depend on the type of information and relevant circumstances. In general:

enquiry information that does not lead to a booking will normally be retained for up to 12 months after the last meaningful contact.

Booking, contractual, payment and financial records will normally be retained for up to six years after the end of the relevant financial year or contractual relationship.

Health, dietary, accessibility and emergency information will normally be deleted or anonymised within three months after the retreat, unless a longer period is needed because of an incident, complaint, legal obligation or claim.

Marketing information will be retained until you opt out or it is no longer needed, while a minimal suppression record may be kept to ensure that your opt-out is respected.

Consent records will be retained for as long as necessary to demonstrate the permission given; and
photographs and recordings approved for promotional use may be retained until consent is withdrawn or the material is no longer required.

We may retain information for longer where required by law or where necessary to establish, exercise or defend legal claims.

13. Security

We use appropriate organisational and technical measures designed to protect personal information from accidental loss, unauthorised access, misuse, alteration or disclosure.

Access is restricted to people who need the information for a legitimate purpose. However, no internet transmission or storage system can be guaranteed to be completely secure.

14. Your rights

Subject to legal conditions and exceptions, you may have the right to:

be informed about how we use your information;
request access to your personal information;
ask us to correct inaccurate or incomplete information;
ask us to erase information;
ask us to restrict how information is used;
receive certain information in a portable format;
object to processing based on legitimate interests;
object at any time to direct marketing;
withdraw consent at any time, without affecting earlier lawful processing; and
challenge certain decisions made solely by automated means.

We do not currently use personal information to make solely automated decisions that have legal or similarly significant effects.

To exercise a right, contact info@lumenvia.co.uk or telephone 01904 530221. We may need to verify your identity. There is normally no fee, although the law permits a reasonable fee or refusal in limited circumstances.

15. Children

Our retreats are generally intended for adults unless a particular event is clearly described as suitable for children or families. Where we knowingly collect information about a child, we will apply appropriate safeguards and, where required, obtain consent or information from a parent or guardian.

A parent or guardian should not provide sensitive information about a child unless it is necessary for the child's safe participation.

16. Complaints

Please contact us first if you have concerns about how we use your personal information:

Email: info@lumenvia.co.uk
Telephone: 01904 530221

You also have the right to complain to the Information Commissioner's Office, the UK regulator for data protection. Current contact and complaints information is available at
ico.org.uk
.

17. Other websites and independent providers

Our website or communications may link to third-party websites, venues, practitioners or booking services. Those organisations may be responsible for their own use of personal information. We recommend reading their privacy policies before providing information to them.

18. Changes to this policy
We may update this privacy policy to reflect changes in our services, suppliers, technology or legal obligations. The latest version should be published on our website with its revision date.