Mary Sumner House Privacy Policy

Last updated: 24 June 2026

1.0 Introduction

Mary Sumner House is committed to protecting and respecting your privacy. This policy explains what personal data we collect when you use our website, how we use it, and your rights in relation to it.

This website is operated by Mothers’ Union trading as MU Enterprises Ltd, whose registered address is Mary Sumner House, 24 Tufton Street, London SW1P 3RB.

2.0 Who We Are

For the purposes of UK data protection law, the data controller is Mothers’ Union trading as MU Enterprises Ltd.

If you have any questions about this policy or how we handle your personal data, please contact us at:

Email: conference@mothersunion.org
Post: Mary Sumner House, 24 Tufton Street, London SW1P 3RB

We are registered with the Information Commissioner’s Office (ICO). Our ICO registration number is: ZA873127.

3.0 What Personal Data We Collect

3.1 Website Enquiry Form

When you submit an enquiry through our website contact form, we may collect:

Your name
Your email address
Your telephone number
Your organisation or company name (if provided)
Details of your event or venue hire enquiry

3.2 Hire Agreement Form

When you proceed to make a booking, you will be asked to complete a Hire Agreement Form. This collects additional personal data, including:

Full name of the Hirer (the individual personally responsible for the booking)
Daytime and evening telephone numbers
Full postal address and PO number (where applicable)
Signature and date of agreement
Name and address of a liquor licensee (where alcohol is to be served and a licence is required)
Names of persons responsible for the event during the period of hire
Public Liability Insurance
PPL/PRS License

3.3 Guest Lists

Our Conditions of Hire require that hirers provide a list of all persons invited to the function not less than one month before the date of the event. This list will contain the names of third parties (your guests) and will be held by us solely for the purpose of managing access, health and safety, and compliance with our Conditions of Hire.

This information is confidentially destroyed post-event.

3.4 Website Analytics

We also automatically collect your IP address when you visit our website. This is collected as part of our Google Analytics service and is used only for statistical purposes. It does not identify you personally.

We do not collect any special category data (such as health information) through our website or hire agreement process.

4.0 How We Use Your Personal Data

We use the personal data you provide for the following purposes:

To respond to your initial venue hire enquiry
To process and administer your booking under the Hire Agreement
To manage access, health and safety, and compliance during your event
To comply with our legal and financial record-keeping obligations

We will not use your data for any other purpose without your knowledge and agreement.

4.1 Legal Basis for Processing

We rely on two legal bases under UK GDPR to process your personal data:

Pre-contractual steps (Article 6(1)(b)): where you submit an enquiry with a view to making a booking, we process your data as a necessary step towards entering into a contract with you.
Legitimate interests (Article 6(1)(f)): where an enquiry is exploratory and no booking follows, we process your data on the basis that it is in our legitimate interest, and yours, to respond to your enquiry. We have assessed that this does not override your rights and freedoms.

5.0 Cookies and Analytics

Our website uses cookies. A cookie is a small file placed on your device that helps us understand how the website is used.

What Are Cookies
Cookies are small text files stored on your device that help us provide and improve our services.

How We Use Cookies

Comment Cookies: If you leave a comment, you may opt-in to save your name, email, and website in cookies for convenience. These cookies last for one year.

Authentication Cookies: When you log in, we set cookies to save your login information and display preferences. Login cookies last for two days; screen option cookies last for one year. If you select “Remember Me,” your login persists for two weeks.

Session Cookies: Temporary cookies to determine if your browser accepts cookies. These are discarded when you close your browser.

Editor Cookies: If you edit or publish content, a cookie indicating the post ID is saved for one day.

Managing Cookies

You can control cookies through your browser settings. Note that disabling cookies may limit your ability to use certain Site features.

5.1 Your Consent

When you first visit our website, you will be asked to consent to the use of non-essential cookies before they are set on your device. You may accept or decline at that point. You can also withdraw your consent at any time by clearing your browser cookies and declining when prompted on your next visit.

5.2 Google Analytics

We use Google Analytics to collect anonymous statistical information about how visitors use our website, such as which pages are visited and how long people spend on the site. This data does not identify you personally.

Google Analytics sets cookies on your device. The data collected is processed by Google, which may be based outside the UK. Google LLC is certified under the UK–US Data Bridge, which provides appropriate safeguards for this transfer.

You can opt out of Google Analytics tracking at any time by installing the Google Analytics Opt-out Browser Add-on, available at: https://tools.google.com/dlpage/gaoptout

6.0 How Long We Keep Your Data

We will retain personal data submitted through our website enquiry form for 24 months from the date of your initial contact, unless a booking follows.

If a booking is made, we will retain all relevant records for 7 years from the date of the event or the conclusion of the booking relationship. This reflects our obligations under HMRC financial record-keeping requirements. As a registered charity, this also aligns with Charity Commission guidance on the retention of financial records.

After the applicable retention period has passed, your personal data will be securely deleted or anonymised.

6.1 Google Analytics Data

Data collected through Google Analytics is retained on Google’s servers, not ours. The period for which Google retains this data is governed by our Google Analytics account settings and by Google’s own privacy policy, available at https://support.google.com/analytics/answer/7318509?hl=en

We have configured our Google Analytics data retention period to 14 months. You can adjust or opt out of this data collection at any time using the method described in Section 5.2.

7.0 Who We Share Your Data With

We do not sell, rent, or share your personal data with third parties for marketing purposes.

We may share your data in the following limited circumstances:

With Google, solely in connection with the Google Analytics service described above
With law enforcement or regulatory authorities, if we are required to do so by law

8.0 Your Rights

Under UK data protection law, you have the following rights in relation to your personal data:

Right of access: You may request a copy of the personal data we hold about you.
Right to rectification: You may ask us to correct inaccurate or incomplete data.
Right to erasure: You may ask us to delete your personal data in certain circumstances.
Right to object: You may object to our processing of your data where we rely on legitimate interests.
Right to restrict processing: You may ask us to pause processing of your data in certain circumstances.
Right to data portability: Where we process your data on the basis of consent or contract, you may request that we provide it to you in a structured, commonly used, machine-readable format.
Rights related to automated decision-making: We do not use your personal data for automated decision-making or profiling. Should this change, we will update this policy accordingly.

To exercise any of these rights, please contact us at conference@mothersunion.org.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk or by calling 0303 123 1113.

9.0 Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated date. We encourage you to review this policy periodically.

10.0 Contact Us

If you have any questions or concerns about this privacy policy or how we handle your personal data, please contact:

Email: conference@mothersunion.org
Post: Mary Sumner House, 24 Tufton Street, London SW1P 3RB