Lodge

Lea Lodge No. 405 of Mark Master Masons is responsible for the personal details you enter here. If you have any questions, or want your details removed, please get in touch using our contact form.

What we collect

Your name, salutation, email address, Masonic rank, and whether you are dining, attending only, or sending apologies. If you add guests, we collect their name, rank and dietary needs from you. We also record any dietary requirements, reasons given for an apology, payment method, and whether you have paid and arrived on the night.

Why we use it

To manage attendance and catering for the meeting, to seat you at the Festive Board, to take payment, and to contact you about your booking. We rely on our legitimate interest in running the Lodge and organising its meetings.

Dietary requirements

Allergies are health information, and some dietary needs reveal religious belief. The law treats both as sensitive. We use this only to brief the caterer, and only where you have chosen to tell us — please leave the field blank if you would rather not say.

Who sees it

Lodge officers (Secretary, Senior Steward, Director of Ceremonies and Treasurer) and the venue’s catering staff, who receive names and dietary needs only. Your details are stored in Google Sheets and emails are sent via Gmail, so Google processes them on our behalf. We never sell your details or pass them to anyone else.

If you book for a guest

Please make sure your guest is happy for you to share their name, rank and any dietary needs with us, and let them know they can read this notice.

How long we keep it

Booking records are kept for roughly the last four meetings and then deleted. Emails sent to and from officers may be retained longer in the Lodge mailbox.

Your rights

You can ask to see the details we hold about you, have them corrected or deleted, or object to our use of them. Please contact us using our contact form. If you are not satisfied, you can complain to the Information Commissioner’s Office at ico.org.uk.

Last updated: 19/09/2026

1. About this service

This service is provided by Lea Mark Lodge No. 405 to manage attendance, apologies, dining arrangements, guest bookings, enquiries and related administration.

By submitting a booking, apology, enquiry or booking amendment, you agree to these Terms of Service.

2. Providing accurate information

You must provide information that is accurate and complete to the best of your knowledge.

You are responsible for checking:

• Your name and email address.
• Your attendance and dining selection.
• Your Lodge details and Masonic rank.
• The names and requirements of any guests.
• Dietary, allergy, accessibility or mobility information.
• The total charge shown before confirmation.

Please contact the Lodge promptly if any information is incorrect.

3. Booking on behalf of guests

You may include guests in your booking only with their knowledge and permission.

You are responsible for:

• Confirming that each guest intends to attend.
• Obtaining permission to provide their personal information.
• Giving the Lodge accurate dining and dietary information.
• Informing guests about the applicable parts of the Privacy Policy.
• Ensuring that the relevant dining charges are paid.

4. Dining charges

Where a dining charge applies, the amount will be displayed before the booking is submitted.

By selecting the payment acknowledgement and confirming the booking, you agree to pay the displayed amount using the payment details provided.

Different rates may apply to Lodge members, visiting members and guests. Official Provincial Grand Lodge or Grand Lodge visitors may be recorded as exempt where the Lodge has agreed to cover their dining cost.

Selecting an official-visit exemption when it does not genuinely apply may result in the booking being corrected or cancelled.

5. Payment status

A booking confirmation does not necessarily mean that payment has been received.

The dashboard may show a booking as unpaid until payment has been checked and recorded by the Treasurer. If you believe the payment status is incorrect, please contact the Treasurer and provide the booking reference and relevant payment information.

6. Capacity and waiting lists

Dining bookings are subject to the available capacity shown by the service.

If capacity has been reached, the Lodge may:

• Refuse additional dining bookings.
• Offer a waiting-list place.
• Contact people if places later become available.
• Set a time limit for accepting an offered place.

A meeting-only attendance response does not guarantee a dining place.

7. Booking deadline

Bookings and amendments should be submitted before the published deadline.

The service may refuse a booking or amendment submitted after that deadline. Late requests may be considered directly by the Lodge, but acceptance cannot be guaranteed.

8. Confirmations and calendar invitations

After a successful submission, the service may send a confirmation email and calendar invitation.

You are responsible for checking that:

• The confirmation has been received.
• The booking details are correct.
• The calendar entry contains the expected date, time and location.

Calendar invitations are provided for convenience. The Lodge summons and official Lodge communications remain authoritative if there is any discrepancy.

9. Booking codes

Your booking or cancellation code should be kept private. Anyone with access to the relevant email address and code may be able to view, amend or cancel the associated booking.

The Lodge is not responsible for unauthorised changes resulting from a code being deliberately shared or stored insecurely by the user.

10. Amendments and cancellations

Bookings may be amended or cancelled through the service where that facility remains available.

Cancellation does not automatically create a right to a refund. Refunds or transferred payments will be considered under the Lodge’s usual arrangements, taking account of whether costs have already been committed to the venue or caterer.

The Lodge may amend or cancel a booking where:

• Incorrect or misleading information has been supplied.
• Payment has not been received when required.
• The booking exceeds available capacity.
• The booking conflicts with Lodge or venue requirements.
• The meeting or Festive Board is changed or cancelled.

Where reasonably possible, the Lodge will contact the affected person.

11. Dietary requirements and allergens

The service allows dietary and allergy information to be passed to the Lodge and relevant dining providers.

The Lodge will take reasonable steps to communicate this information but cannot guarantee:

• An allergen-free preparation environment.
• That cross-contamination cannot occur.
• That every requested substitution will be available.
• That information supplied after the deadline can be accommodated.

Anyone with a serious or life-threatening allergy should contact the Dining Steward directly before attending and speak to the venue or catering team on arrival.

12. Availability of the service

We aim to keep the service available and accurate but do not guarantee uninterrupted or error-free operation.

The service may occasionally be unavailable because of maintenance, internet failure, Google service disruption or circumstances outside the Lodge’s reasonable control.

If the service is unavailable, please contact the Lodge Secretary or Dining Steward using the published contact details.

13. Acceptable use

You must not:

• Attempt to gain unauthorised access to bookings or the dashboard.
• Submit false, abusive or malicious information.
• Interfere with the operation or security of the service.
• Use automated tools to overload or probe the service.
• Use another person’s booking code without permission.
• Upload or submit unlawful, harmful or offensive material.

Access may be restricted where misuse is suspected.

14. Liability

Nothing in these terms excludes liability that cannot lawfully be excluded.

Subject to that limitation, the Lodge will not be responsible for indirect or consequential loss arising from use of the service, failure to receive an automated message, or reliance on a calendar invitation.

The Lodge’s responsibility for dining arrangements is subject to the arrangements and responsibilities of the venue and catering provider.

15. Privacy

Personal information submitted through the service is handled in accordance with the Lodge’s Privacy Policy.

16. Changes to these terms

We may update these terms where the service, Lodge arrangements or legal requirements change. The version in force when a booking is submitted will normally apply to that booking.

17. Governing law

These terms are governed by the law of England and Wales. Any dispute will be subject to the jurisdiction of the courts of England and Wales.

18. Contact

Questions about these terms or the booking service should be sent to:

The Lodge Secretary
Email: cajtaylor@gmail.com