May Heydays at Evesham:
Privacy policy

Last updated: 31 October 2025

We value your privacy and are committed to protecting your personal information.
This policy explains how May Heydays (“May Heydays”, “MHD”, “we”, “us”, “our”) collects and uses your data.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

May Heydays is a non-profit, volunteer-run folk dance festival based in Evesham, UK.

Who We Are

Organisation: May Heydays
Location: Evesham, UK
Nature: Non-profit event run entirely by volunteers
Website: mayheydays.org.uk

Data Controller
For the purposes of UK GDPR, the Data Controller is:
May Heydays
May Heydays, c/o 7 St Cecilia's Gardens, BRIDPORT, DT6 3XF
Email: You must enable JavaScript to see this email address.

The festival committee acts as the Data Controller and is responsible for deciding how personal data is used.

What Personal Data We Collect and Why

We only collect the information we genuinely need to run the festival, communicate with you, and provide tickets.

1.  Ticket Purchases — Online (TicketTailor)

When you buy tickets online, we collect:

• Name(s)
• Email address
• Postal address (if required for booking)
• Mobile phone number
• Ticket details
• Payment confirmation details (processed securely via TicketTailor/payment provider)

Lawful basis: Contract (to process your booking) and Legitimate interests (event administration)

2.  Ticket Purchases — Offline (By PDF/DOCX Form via Email or Post)

If you book offline, we collect the same information from your form.

Lawful basis: Contract and Legitimate interests

3.  Mailing List / Newsletter (via Mailman)

If you sign up to our mailing list, we collect:

• Email address
• Name (optional)

We send festival news and updates only.

Lawful basis: Consent

You can unsubscribe at any time.

4.  Photos and Videos at the Festival

We take photos and video to promote the festival, document events, and share memories online and in printed/digital materials.

Images may appear:

• On our website
• On social media
• In printed and digital publications
• In newsletters

Don't want to be photographed?

Please speak to us at the event or contact us afterwards.  We will make reasonable efforts to avoid or remove identifiable images of you.

5.  Email Contact and Enquiries

If you email us, we will receive:

• Your Email address
• Your Name (if provided)
• Any details you choose to include

We only use this to respond to your enquiry.

Lawful basis: Legitimate interests (responding to communication)

Our Website and Cookies

• Our website is for information only.
• We do not collect personal data through the website
• We do not use online contact forms
• We do not use tracking or advertising cookies

This website does not store or collect personal data and does not use cookies.

We display an email address for contact — any information you send us by email is covered by this policy.

Server Logs

Our web hosting provider may collect standard security logs such as IP address and browser type.  These are anonymised and not used to identify individuals. 

Lawful basis: Legitimate interests (website functionality and security)

Links to Other Websites

Our website links to external sites (for example TicketTailor or festival information pages).  Those sites have their own privacy policies and may use cookies.  We recommend reading their policies before using their services.

Who We Share Data With and Why

We use trusted providers to help us run the festival.

Provider: TicketTailor
Purpose: Ticketing platform
Role: Data Processor (for your booking data) and Independent Data Controller (for its own fraud/security/legal compliance)

Provider: Mailman (Alain Williams)
Purpose: Newsletter mailing list
Role: Data Processor

We do not sell or rent personal information.

Some services may store data outside the UK; when they do, they must comply with UK GDPR and appropriate safeguards.

How We Store and Protect Your Data

We keep your data secure by:

• Restricting access to authorised volunteers
• Using secure, encrypted systems where possible
• Storing physical forms securely and destroying them once processed
• Using reputable third-party systems with GDPR controls

How Long We Keep Your Data

Data Type	Retention
Ticket booking details	Up to 2 years (admin/legal purposes)
Newsletter contacts	Until you unsubscribe
General enquiries	Up to 12 months
Photos and videos	Indefinitely (unless removal is requested)

We only keep what we need, and delete securely when no longer required.

Your Rights

You have the right to:

• Access your data
• Correct inaccurate information
• Request deletion (where applicable)
• Restrict or object to processing
• Withdraw consent (for newsletters)
• Request data portability
• Lodge a complaint with the ICO (Information Commissioner's Office)

ICO website: ico.org.uk

To request any of the above, contact: You must enable JavaScript to see this email address.

Children and Young People

We do not knowingly collect children's data except where necessary for ticketing, and only with a parent/guardian's knowledge.

Policy Updates

We may update this policy to reflect changes in law or festival practices.  The latest version will always be available on our website.

Thank You

We appreciate your trust and support for May Heydays.  If you have any questions about this policy or your information, please contact us.
You must enable JavaScript to see this email address.

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