MHSASummer Fair

Privacy Policy

Last updated: 23 May 2026

Moss Hall Schools Association, known as MHSA, is the parent teacher association for Moss Hall Infant, Junior and Nursery schools. MHSA is a registered charity, charity number 278150.

This Privacy Policy explains how we collect, use and protect personal information when you use the MHSA Summer Fair website at https://summerfair.mhsa.charity/, buy tickets, make a donation, volunteer, book a stall, donate a prize, contact us, appear in approved event photography, or otherwise take part in the MHSA Summer Fair.

1. Who we are

The data controller is:

Moss Hall Schools Association
Registered charity number: 278150
Registered address: c/o Moss Hall Infant School, Moss Hall Grove, Finchley, London N12 8PE
Email: contact@mhsa.charity

2. What information we collect

Depending on how you use the website or take part in the fair, we may collect:

  • your name
  • your email address
  • your phone number
  • ticket type, ticket quantity and arrival slot
  • payment amount, payment status and payment reference
  • booking reference and QR code where used
  • volunteer preferences and availability
  • stall booking details
  • raffle, tombola or prize donation information
  • sponsor or supporter details
  • messages you send to us
  • approved event photographs
  • cookie preferences
  • technical information about your visit to the website, such as device type, browser type, pages visited and analytics information

We do not intentionally collect unnecessary personal information.

3. Children's information

The Summer Fair is a family event, but the website is intended mainly for adults such as parents, carers, volunteers, supporters and stall-holders.

We may process limited information relating to children where needed for tickets, event participation, safeguarding, incident management or approved event photography.

The website may show photos of children only where MHSA has approved the image and appropriate parent or carer consent has been given. Children's names must not be published on the website.

4. How we use your information

We use personal information to:

  • process ticket bookings
  • manage event entry and arrival slots
  • issue or check booking references and QR codes
  • confirm payments, donations and booking references
  • respond to enquiries
  • organise volunteers
  • manage stall bookings
  • manage prize donations, raffle support, tombola support and sponsorship
  • publish approved event photography
  • run the Summer Fair safely and effectively
  • keep basic financial and charity records
  • understand and improve website use through Google Analytics where consent has been given
  • use marketing or advertising tags only where consent has been given
  • meet legal, accounting, safeguarding, insurance or regulatory obligations

5. Lawful basis for using your information

We only use personal information where we have a lawful basis to do so.

Contract or pre-contract steps:
We use this basis where we need information to process a ticket booking, stall booking, payment or related enquiry.

Legitimate interests:
We use this basis to organise and run the fair, respond to enquiries, manage volunteers, manage sponsors and prize donors, keep appropriate records, prevent fraud, handle incidents, and carry out MHSA fundraising activity. We only rely on legitimate interests where our use of information is fair and does not override your rights.

Consent:
We use consent for optional cookies, Google Analytics, marketing tags, optional social media embeds and approved photos of children where consent is required. You can withdraw consent at any time.

Legal obligation:
We use this basis where we need to keep accounting, charity, safeguarding, insurance or regulatory records.

6. Payments and donations

Ticket payments may be processed by SumUp. Donations may be made through PayPal, QR code, SumUp or other MHSA-approved donation routes.

Payment providers process payment information under their own terms and privacy notices. MHSA does not need to store full card details. MHSA may receive limited information such as name, email address, payment amount, payment status, transaction reference, ticket type, booking reference and donation reference so that we can manage bookings, donations, financial records and event entry.

7. Who we share information with

We may share personal information with:

  • MHSA committee members and authorised Summer Fair volunteers
  • payment processors such as SumUp and PayPal
  • website hosting and technical service providers
  • form, email, spreadsheet, booking and admin tools used to manage the fair
  • analytics and marketing providers where consent has been given
  • social media platforms where a visitor chooses to interact with embedded social content
  • sponsors' websites where a visitor chooses to follow an outbound sponsor link
  • professional advisers, where needed
  • insurers, schools, public authorities, regulators or law enforcement where required for legal, safeguarding, incident or regulatory reasons

We do not sell personal information.

8. How long we keep information

We only keep personal information for as long as necessary.

Our standard retention periods are:

  • ticket and check-in operational records: 3 months after the fair, unless needed for finance, dispute, safeguarding, incident management or legal reasons
  • volunteer operational records: 3 months after the fair
  • stall-holder operational records: 12 months after the fair
  • prize, raffle, tombola and sponsor operational records: 12 months after the fair
  • general enquiry emails: 12 months after the enquiry has been resolved, unless needed for finance, dispute, safeguarding, incident management or legal reasons
  • cookie consent records: 6 months
  • Google Analytics data: the retention period set in Google Analytics, with a recommended maximum of 14 months unless MHSA has a specific reason to keep it longer
  • donation, payment, banking, invoice, Gift Aid where relevant, and accounting records: 6 years from the end of the financial year in which the record is made
  • safeguarding, accident or incident records: kept under the relevant school, MHSA, insurer or safeguarding process

Where we no longer need personal information, we will delete it, anonymise it or securely archive it where appropriate.

9. How we protect information

We use reasonable technical and organisational measures to protect personal information. Access is limited to MHSA committee members, authorised volunteers and service providers who need the information for MHSA purposes.

No website, payment service or email system is completely secure, so please avoid sending sensitive information unless it is necessary.

10. Your rights

Under UK data protection law, you may have the right to:

  • ask for a copy of your personal information
  • ask us to correct inaccurate information
  • ask us to delete information in certain circumstances
  • object to certain uses of your information
  • ask us to restrict how we use your information
  • withdraw consent where we rely on consent
  • complain to the Information Commissioner's Office

To exercise your rights, contact us at contact@mhsa.charity.

You can also contact the Information Commissioner's Office at https://ico.org.uk/.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will be published on this page.