Our Privacy Policy

Last updated: 5 November 2026

At Moira Canal Festival, we take your privacy seriously. Whether you're contacting us, applying to trade, volunteering, performing or getting involved in the festival, we want you to feel confident about how your personal information is handled.

This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, and your rights under UK data protection law.

1. Who We Are

Moira Canal Festival is organised by the Moira Canal Festival Organising Committee, a volunteer-led group responsible for planning and delivering the annual festival.

For the purposes of UK data protection law, the Moira Canal Festival Organising Committee is responsible for the personal information collected and used in connection with its activities.

Contact details:

Moira Canal Festival Organising Committee
c/o Moira Furnace Museum & Country Park
Furnace Lane, Moira
Swadlincote, DE12 6AT

Email: hello@moiracanalfestival.com

Website: www.moiracanalfestival.com

2. What Information We Collect

We may collect personal information when you contact us, complete an application form or participate in the festival.

Depending on how you interact with us, this may include:

Your name, email address, telephone number and postal address.
Business or organisation names and relevant contact details.
Information submitted through trader, charity, entertainment, volunteer, boat or classic vehicle applications.
Details of your proposed activities, equipment, pitch requirements or participation.
Supporting documentation, such as insurance certificates, risk assessments or relevant licences.
Booking, invoicing and payment information.
Correspondence with festival committee members.
Information you voluntarily provide when contacting or working with us.

We may also collect limited technical information when you visit our website, such as information generated through cookies or similar technologies.

Where additional information is needed for accessibility, safeguarding or safety arrangements, we will explain why it is required and handle it with appropriate care.

We only seek to collect information that is relevant and necessary for the purposes described in this policy.

3. How We Use Your Information

We use personal information to organise and operate Moira Canal Festival effectively. This includes:

Applications & Participation

Reviewing and responding to applications.
Assessing suitability and availability for festival participation.
Managing trader pitches, entertainment, volunteers, boats and classic vehicles.
Communicating important information before, during and after the event.

Bookings & Payments

Confirming bookings and participation.
Issuing invoices and processing payments or refunds.
Maintaining appropriate financial and administrative records.

Health, Safety & Event Management

Reviewing insurance, licensing and safety documentation.
Planning site arrangements and managing operational requirements.
Supporting the safety of visitors, traders, volunteers and other participants.

Enquiries & Communications

Responding to questions and requests.
Providing information about applications or existing arrangements.
Communicating relevant updates about the festival.

We do not use application information for unrelated marketing purposes without an appropriate lawful basis and any permissions required by law.

4. Our Legal Basis for Using Your Information

Under the UK General Data Protection Regulation (UK GDPR), we must have a lawful reason for collecting and using personal information. Depending on the circumstances, we may rely on:

Contractual Necessity

Where information is needed to process an application, arrange a booking or fulfil an agreement with an individual.

Legitimate Interests

Where processing is reasonably necessary for the effective organisation and administration of the festival, including responding to enquiries, coordinating participants and managing event operations. We consider individuals' rights and interests before relying on this basis.

Legal Obligations

Where information must be processed or retained to comply with applicable legal requirements, such as financial record-keeping or safety obligations.

Consent

Where we specifically request permission for an activity that requires consent. Where consent is our lawful basis, you may withdraw it at any time.

If we need to process particularly sensitive information, such as health information, we will ensure that an additional legal condition applies and explain this where appropriate.

5. How We Store & Protect Your Information

We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.

Depending on the purpose, information may be held in:

Microsoft Forms, for collecting applications and responses.
Microsoft 365 and SharePoint, for managing applications, documents and festival administration.
Our festival email systems, including Zoho Mail.
SumUp, for invoicing and payment processing.
Other systems used by authorised festival organisers where necessary.

Access to personal information is restricted to authorised committee members and other individuals who need it to carry out their responsibilities.

We take reasonable steps to ensure that information is stored securely and handled appropriately.

6. Who We Share Information With

We do not sell or rent your personal information to third parties. However, we may share relevant information where necessary to organise and deliver the festival. This may include:

Authorised members of the Moira Canal Festival Organising Committee.
Service providers supporting our website, email, application management and payment processes.
Venue representatives, event contractors or suppliers where information is needed for operational or safety arrangements.
Relevant authorities, insurers or emergency services where required by law or necessary for legitimate safety purposes.

Organisations providing services on our behalf are expected to handle personal information securely and in accordance with applicable data protection requirements.

Some service providers may process information outside the UK. Where international transfers take place, we will ensure that appropriate legal protections are in place.

7. How Long We Keep Your Information

We only retain personal information for as long as it is reasonably necessary for the purpose for which it was collected, or where a longer period is required by law. Our normal retention periods are:

General enquiries: Up to 12 months after the last relevant correspondence.
Unsuccessful or withdrawn applications: Up to 12 months after the relevant festival.
Confirmed participant and booking records: Normally up to 24 months after the relevant festival, unless longer retention is justified.
Financial records: Normally up to six years after the relevant financial year, where necessary to meet accounting, tax or other legal requirements.
Safety and incident records: For as long as necessary to meet applicable legal, insurance or claims-related requirements.

Where information is no longer required, it will be securely deleted or anonymised. We may retain certain records for longer where there is an ongoing dispute, legal requirement or another justified reason.

8. Website Cookies

Our website is hosted by Wix and uses cookies and similar technologies to support its operation, maintain security and help us understand how visitors use the site.

We use Usercentrics to manage cookie consent. When you first visit our website, you can choose whether to accept or decline non-essential cookies, including those used for analytics or marketing where applicable.

Essential cookies required for the website to function may be used without consent.

You can review or change your cookie preferences at any time using the cookie settings available on our website.

For more information about the cookies used, please refer to the information provided through our cookie consent settings.

9. Photography & Filming

Photography and filming may take place during Moira Canal Festival to document the event and promote future festivals.

Images or recordings may be used on our website, social media channels and other festival publicity materials.

Where images identify individuals, we will handle them in accordance with applicable data protection requirements and take particular care where children are involved.

If you have concerns about an image featuring you or someone you are responsible for, please contact us.

10. Your Data Protection Rights

Under UK data protection law, you have rights regarding your personal information. Depending on the circumstances, these may include the right to:

Request access to the personal information we hold about you.
Ask us to correct inaccurate or incomplete information.
Request deletion of your personal information where applicable.
Ask us to restrict how your information is used.
Object to certain uses of your information, particularly where we rely on legitimate interests.
Request transfer of your information where the right to data portability applies.
Withdraw consent at any time where we rely on consent.

These rights are not absolute, and some information may need to be retained to comply with legal obligations.

To exercise any of your rights, please email hello@moiracanalfestival.com.

We will respond in accordance with applicable data protection requirements.

You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Website: www.ico.org.uk

11. Third-Party Websites & Services

Our website may contain links to external websites, social media platforms or third-party services.

These organisations may have their own privacy policies and data protection practices.

We encourage you to review their policies when using their services, as we are not responsible for how independent third parties handle your information.

12. Automated Decision-Making

We may use automated systems to collect, organise and manage application information.

However, decisions about accepting or declining festival applications are made by festival organisers rather than solely through automated decision-making.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our activities, systems or legal requirements.

Any changes will be published on this page, together with an updated revision date.

14. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact:

Moira Canal Festival Organising Committee

Email: hello@moiracanalfestival.com