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Privacy Policy

This policy describes how we collect and use your personal and business information.

Last Updated: Friday 25 May 2018

1. Introduction

DanceCloud is a dance event ticketing and management service - owned and operated by Cloud Creativity Limited. Our aim is simple: make organising dance events easy, so you have more time to teach and more time to dance.

Our Policy

This Privacy Policy describes how Cloud Creativity Limited (‘Cloud Creativity’, ‘we’, and/or ‘our’) collects, uses, discloses and transfers the business and personal information that you provide when using services on the DanceCloud domain and its subdomains (‘the Service’).

Your information is very important to us. It is central to what we do and without it the Service would not function. We therefore take your privacy very seriously and are fully committed to protecting the information you provide us in accordance with this Privacy Policy.

Key Terms

In this privacy policy, these terms have the following meanings:

“User” is any person who is a registered user of the Service.
“Visitor” is any person who visits and uses the Service, without registering a User account or signing into an existing User account.
“Dancer” is a collective term for both Users and Visitors of the Service.
“Organiser” is any person, organisation, business or legal entity that has registered to use our event ticketing and/or management services. Organiser accounts are created by a User and are owned by the person, organisation, entity or business that they represent.
“Organiser Delegate” is any User that has been granted access to an Organiser account. An Organiser Delegate can either view all information within an Organiser account or is granted access to a limited set of information within an Organiser account.
“Contact” is any person about whom a Dancer or Organiser has given us information. When a Dancer purchases tickets through the Service, they may provide information on Contacts for whom they are also purchasing tickets, for example when buying the ticket on behalf of someone else or purchasing tickets for a group. An Organiser may also provide information on Contacts, for example if they manually create a ticket for a dance event.
“Personal Information” means any information that identifies or can be used to identify a Dancer, Organiser or Contact, either directly or indirectly. Examples of Personal Information include, but are not limited to, first and last name, email address, and any demographic information.
“Business Information” is any information that relates to a specific Organiser’s business, which does not fall into the category of Personal Information. Examples of Business Information include, but are not limited to, dates and times of dance lessons, sales volumes for a dance event, etc.

2. Privacy for Dancers

This section applies to the Personal Information we collect and process from a Dancer through the provision of the Service. If you are not a Dancer, the Contacts section of this policy may be more applicable to you and your data. In this section, “you” and “your” refer to Dancers.

Information We Collect

The Personal Information we may collect broadly falls into the following categories:

Information you provide to us: In the course of engaging with the Service, you may provide Personal Information about you and your Contacts. Personal Information is often, but not exclusively, provided to us when you sign up for the Service, purchase tickets through the Service, contact our customer support desk, send us an email, or communicate with us in any other way.

We will let you know prior to collection whether the provision of Personal Information we are collecting is compulsory or if it may be provided on a voluntary basis, and the consequences, if any, of not providing the information. By giving us this information, you agree to this information being collected, used and disclosed as described in our Terms of Service and in this privacy policy.

This information may include:

Account registration information: When you register for a User account, you will be asked to provide basic information, such as your first name, surname and email.
Event registration information: When you register for a dance event, including but not limited to purchasing tickets or joining a wait list, you will be asked to provide basic information, such as your first name, surname, email and the role (e.g. lead or follow) you want to dance at the event.
Contact information: When you purchase tickets through the Service, you will be asked to provide basic information on any Contacts for which you are purchasing tickets, such as their first name, surname, email and dance role.
Payment information: When you make purchases through the Service, your payment information is sent directly to our payment processor (Stripe), on behalf of the Organiser for which the transaction relates. See the “Payment Card Information” below for details.

Information Organisers provide to us: In the course of engaging with the Service, an Organiser may provide Personal Information about you and your Contacts. Personal Information is often, but not exclusively, provided to us when an Organiser decides to provide information collected outside of the Service, such as manually creating a ticket that was not sold via the Service.

This information may include:

Event registration information: When an Organiser manually creates a ticket for you at a dance event, they will be asked to provide basic information such as your first name, surname, email and the role (e.g. lead or follow) you want to dance at the event.
Event roster information: If an Organiser is using our event management capabilities, they can enter your name against a staff role at a dance event. For example, they may list you as a teacher, DJ or door person at an event.

Information we collect automatically: When you use the Service, we may automatically collect certain information about your device and the usage of the Service. We use cookies and other tracking technologies to collect some of this information. Our use of cookies and other tracking technologies is discussed in our Cookie Policy.

This information may include:

Device information: We collect information about the device and applications you use to access the Services, such as your IP address, your operating system, your browser ID and other information about your system and connection.
Log data: Our web servers keep log files that record data each time a device accesses these servers and those log files contain data about the nature of each access, including originating IP addresses.
Product usage data: We collect usage data about you whenever you interact with our Services, which may include the dates and times you access the Service and your browsing activities (such as what portions of the Service are used). We also collect information regarding the performance of the Service. This information allows us to improve the content and operation of the Service and facilitate research and analysis of the Service.

Information we collect from other sources: From time to time, we may obtain information about you or your Contacts from third-party sources, such as the third-party services that we use to deliver our Service.

Examples of the information we receive from other sources include email deliverability reporting and transactions information from our payment processor. We use this information, alone or in combination with other information (including Personal Information) we collect, to enhance our Service, investigate technical issues and respond to support requests you submit to us.

Use of Personal Information

We may use the Personal Information we collect through the Service or other sources for a range of reasons, including:

To notify you of ticket availability when you consent to being notified of availability at a specific event. When you join a wait list for places at a dance event, we will use your Personal Information to notify you if the places you request become available. We only notify you if you consented to be notified for a specific dance event. Consent is given when you join the wait list, and you are only added to a wait list if you consent. You can leave a wait list at any point via your User account or using the link in any wait list notification we send you, or by contacting our customer support desk.
To bill or collect money owed to an Organiser. This includes sending you emails asking you to pay for available tickets if you are on a wait list, sending you order confirmation emails when you have successfully paid, and notifying you of any refunds an Organiser may issue to you.
To enable an Organiser to effectively run and manage a dance event. When you register for a dance event, the Personal Information you provide is accessible by the Organiser of that event. This enables an Organiser to manage a dance event. For example, to notify event attendees of changes to the event’s schedule, amend registration information, issue refunds and other uses.
To communicate with you about your account and provide customer support. For example, if you contact our support desk we will access your Personal Information to investigate any issues you report and to help us answer your query.
To enforce compliance with our Terms of Service and applicable law.
To meet legal requirements and to respond to lawful requests by public authorities.
Other purposes. To carry out other legitimate business purposes, as well as other lawful purposes about which we will notify you.

Organiser Access to Personal Information

Personal Information you provide when registering for a dance event is accessible by the Organiser of that event. This includes Personal Information for you and your Contacts. We allow Organisers to access, export and modify the Personal Information that has been provided when registering for their events so that they can fulfil their lawful business activities.

Organisers can only access the Personal Information you have provided for their dance events. They cannot access Personal Information for dance events in other Organiser accounts.

Personal Information provided for an Organiser’s dance event will also be available to any Organiser Delegates that have been granted access to the event. The granting of Organiser Delegate access is at the Organiser’s discretion. You agree that we are not responsible for which Users are added as Organiser Delegates on an Organiser’s account.

Organisers are bound to treat your Personal Information in accordance with this Privacy Policy, as described below in the Privacy for Organisers section. In addition, they may handle your Personal Information in accordance with their own privacy and security policies. Cloud Creativity is not responsible for the privacy or security practices of our Organisers, which may differ from those set forth in this privacy policy. Please check with individual Members about the policies they have in place.

If at any time you have concerns about how an Organiser or Organiser Delegate is handling your Personal Information, you should contact us immediately via our support desk.

Payment Card Information

We use Stripe as our payment service specifically because it means there is no need for us to collect or store your sensitive payment card information in our Service. All Personal Information relating to your payment is sent directly to Stripe from your web browser. We store a record of the transaction so that we and the Organiser know you successfully paid but do not store the sensitive card payment information used because at no point is this information provided to us.

When you pay for tickets using our Service, the transaction occurs on the Organiser’s Stripe account, not ours. Payment information is accessible by that Organiser within their Stripe account. We have access to the Organiser’s Stripe account because they have granted us access to manage their payments for them – Stripe call this service ‘Stripe Connect’.

As per our Terms of Service, when you use Stripe to pay for tickets on the Service you are bound by Stripe’s applicable terms of service, including but not limited to all applicable privacy policies. We, and all Organisers, are bound by all applicable Stripe terms of service, including but not limited to their privacy policies.

For more information, see Stripe’s website for details of their policies and security procedures.

Data Protection Rights

You and your Contacts may have the following data protection rights:

To access, correct, update or request deletion of Personal Information. Cloud Creativity takes reasonable steps to ensure that the data we collect is reliable for its intended use, accurate, complete and up to date. We are working to enable you to manage many of your individual account and profile settings within the User dashboard provided through the Service (at dancer.dancecloud.com). In the meantime, you may contact us directly via our support desk. If you need to access, correct update or request deletion of your information. You can also manage information about your Contacts either within the User dashboard or via our support desk.
In addition, individuals who are residents of the EEA can object to processing of their Personal Information, ask to restrict processing of their Personal Information or request portability of their Personal Information. You can exercise these rights by contacting us via our support desk. If any of your Contacts wishes to exercise any of these rights, they should contact you directly, or contact us as described in the "Privacy for Contacts" section below.
Similarly, if Personal Information is collected or processed on the basis of consent, the data subject can withdraw their consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your Personal Information conducted in reliance on lawful processing grounds other than consent.
The right to complain to a data protection authority about the collection and use of Personal Information. For more information, please contact your local data protection authority.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection law. We may ask you to verify your identity in order to help us respond efficiently to your request. If we receive a request from one of your Contacts, we will either direct the Contact to reach out to you, or, if appropriate, we may respond directly to their request.

3. Privacy for Contacts

This section applies to the information we process about our Dancers’ and Organisers’ Contacts as a data controller pursuant to our legitimate business interests, as explained in the “Legal Basis for Processing” section below. For the purposes of this section, “you” and “your” refer to Contacts.

Information We Collect

The Personal Information that we may collect or receive about you broadly falls into the following categories:

Information we receive about Contacts from our Dancers: A Dancer may provide Personal Information about you through the Service. For example, when a Dancer purchases a ticket for a dance event on your behalf, they will be asked for information such as your first name, surname and email. We collect this information so that an Organiser can properly manage their dance event in line with lawful business practices.

Information we receive about Contacts from our Organisers: An Organiser may provide Personal Information about you to us through the Service. For example, when an Organiser manually creates a ticket for you at a dance event, they will be asked for information such as your first name, surname and email. We collect this information so that an Organiser can properly manage their dance event in line with lawful business practices.

Information you provide us: We may hold information on you if you have contacted us directly without using the Service as a Dancer. For example, if you email us directly or contact us via our support desk, we will hold the information you provided in the correspondence.

Information we collect from other sources: From time to time, we may obtain information about you from third-party sources. For example, if we are sending you an email in relation to a dance event for which you are registered, we can access information on the deliverability of this email via our third-party mailing service.

Use of Personal Information

We may use the Personal Information we collect or receive about you for our legitimate business interests, including:

To enable an Organiser to effectively run and manage a dance event. When you are registered for a dance event, the Personal Information provided about you is accessible by the Organiser of that event. This enables an Organiser to manage a dance event. For example, to contact event attendees about changes to the event, amend registration information, issue refunds and other uses.
To communicate with you and provide customer support. For example, if you contact our support desk we will access your Personal Information to investigate any issues you report and to help us answer your query.
To enforce compliance with our Terms of Service and applicable law.
To meet legal requirements and to respond to lawful requests by public authorities.
Other purposes. To carry out other legitimate business purposes, as well as other lawful purposes about which we will notify you.

Matching Contact Information to Users

If Personal Information relating to a Contact can be positively matched to a registered User then it will also be treated as their Personal Information. They will have access to the information, for example seeing a ticket purchased on their behalf within their User dashboard. Matching may involve techniques such as matching Contact email addresses to emails of registered Users and may occur at any point after the Contact information was provided. We may use matched Contact information in the manner described above in the “Privacy for Dancers” section.

If Personal Information relating to Contacts cannot be matched to a registered User, the Service will use it as part of its functions for managing the specific event to which the information relates. This includes without limitation, making the information accessible to the event Organiser, allowing the event Organiser to message attendees via the Service, and for sending messages related to the dance event for which the Contact information was provided.

We will not use unmatched Contact information for any purpose other than the dance event for which it was provided. This includes not using this Personal Information for marketing purposes.

Legal Basis for Processing

We process Personal Information about you as a data controller as described in this section, where such processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. Our legitimate interests typically include: improving, maintaining, providing, and enhancing our technology, products and services; and ensuring the security of the Services and our Website.

Data Protection Rights

You may have the following data protection rights:

To access, correct, update or request deletion of Personal Information. Cloud Creativity takes reasonable steps to ensure that the data we collect is reliable for its intended use, accurate, complete and up to date. You may contact us directly via our support desk at any time about accessing, correcting, updating or deleting your Personal Information. We will consider your request in accordance with applicable laws.
In addition, individuals who are residents of the EEA can object to processing of their Personal Information, ask to restrict processing of their Personal Information or request portability of their Personal Information. You can exercise these rights by contacting us via our support desk.
The right to complain to a data protection authority about the collection and use of Personal Information. For more information, please contact your local data protection authority.

As described above, the Personal Information we collect and process about Contacts is provided by either Dancers or Organisers. If you are a Contact and want to exercise any data protection rights that may be available to you under applicable law or have questions or concerns about how your Personal Information is handled, you should contact the relevant Dancer or Organiser that is using the Service, and for Organisers refer to their separate privacy policies.

If you no longer want to be contacted by one of our Organisers through our Services, please contact the Organiser directly to update or delete your data. If you contact us directly, we may remove or update your information within a reasonable time and after providing notice to any relevant Organisers of your request.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws. We may ask you to verify your identity in order to help us respond efficiently to your request.

4. Privacy for Organisers

This section applies to the Personal Information and Business Information we collect and process from a Organiser or potential Organiser through the provision of the Service. In this section, “you” and “your” refer to Organisers and Organiser Delegates.

Information We Collect

The Personal and Business Information we may collect broadly falls into the following categories:

Information you provide to us: In the course of engaging with the Service, you may provide Personal and Business Information about you and your Contacts. Personal Information is often, but not exclusively, provided to us when you create an Organiser account on the Service, create and manage dance events, contact our customer support desk, send us an email, or communicate with us in any other way.

This information may include:

Account registration information: When you register for an Organiser account, you will be asked to provide basic information about your organisation, business or entity that the account relates to. This will include but not be limited to contact information and the User that owns the Organiser account.
Account management information: You will be asked for information to enable the effective management of your Organiser account. This includes but is not limited to the Users who have access to your account, the information they can access and connections to your third-party services that we require to provide the Service, such as your payment processor account.
Billing and communications information: If you purchase our Service, you may also need to provide us with payment and billing information, such as your credit card details and billing address. We will also maintain a record of your billing transactions and purchases, and any communications and responses.
Information we process on your behalf: In order to sell tickets for a dance event or use any of our event management tools, you will need to provide information about a dance event. This includes but is not limited to the date of the event, the capacity of activities (lessons and dancing), the ticket choices for customers to purchase and descriptive information about the event. It also includes any data you provide for performance reporting purposes, such as sales made outside of the Service (for example, door sales). We use and process this information to provide the Service in accordance with your instructions.
Contact information: You may provide Personal Information on customers who are attending dance events but have not purchased their tickets through the Service. You may also provide details of the Contacts or Dancers who are involved in running or organising your event, including but not limited to teachers, DJs, door staff and others.

This information may include:

Device information: We collect information about the device and applications you use to access the Services, such as your IP address, your operating system, your browser ID and other information about your system and connection.
Log data: Our web servers keep log files that record data each time a device accesses these servers and those log files contain data about the nature of each access, including originating IP addresses.
Product usage data: We collect usage data about you whenever you interact with our Services, which may include the dates and times you access the Services and your browsing activities (such as what portions of the Services are used). We also collect information regarding the performance of the Services. This information allows us to improve the content and operation of the Services and facilitate research and analysis of the Services.

Examples of the information we receive from other sources include email deliverability reporting and transactions information from our payment processor. We use this information, alone or in combination with other information (including Personal and Business Information) we collect, to enhance our Services, investigate technical issues and respond to support requests you submit to us.

Use of Personal and Business Information

We may use the Personal and Business Information we collect through the Service or other sources for a range of reasons, including:

To sell tickets to your dance events and manage your dance event wait lists. The Service does this based on the information you provide about the dance event and the information it collects from Dancers.
To bill or collect money owed to you by a Dancer. This includes communicating with your payment processor account to collect money from Dancers, sending wait list and order confirmation emails to your customers on your behalf and issuing refunds via your payment processor when initiated by you.
To enable you to effectively run and manage a dance event. We provide access to the Personal and Business information we collect from Dancers for your dance events, so that you can properly manage the event. This includes but is not limited to the people on your wait list, the people attending your event, customers who have cancelled places and more.
To communicate with you about your account and provide customer support. For example, if you contact our support desk we will access your Personal and Business Information to investigate any issues you report and to help us answer your query.
To enforce compliance with our Terms of Service and applicable law.
To meet legal requirements and to respond to lawful requests by public authorities.
Other purposes. To carry out other legitimate business purposes, as well as other lawful purposes about which we will notify you.

Organiser Access to Personal Information

Your Organiser account gives you access to the Personal Information we collect from Dancers when they register for a dance event, including the ability to export the data. You are bound to treat this Personal Information in accordance with this Privacy Policy and your own privacy policies as applicable.

Personal Information must only be used for the purpose which it is provided, namely the Dancer or Contact attending a specific dance event. The Service does not collect consent for you to use Personal Information for other purposes, including but not limited to marketing. You must collect consent for other purposes yourself or via other services. For example, you may choose to use a service such as Mailchimp to collect Personal Information and consent for marketing purposes.

User Access to Personal and Business Information

Business information related to the public sale of tickets at a dance event is available to any Dancer using the Service. Private business information, such as the number of sales at an event or the Personal Information provided by Dancers registering for an event can only be accessed by Users who are granted access to your account.

When you grant access to your Organiser account to a User of the Service, we use a Role Based Access Control (‘RBAC’) model to limit their access to the Personal and Business Information in the account. Collectively these roles are referred to as Organiser Delegates. The roles are as follows:

The current owner of an Organiser account (‘Owner’). This is either the User who registered the account or a Dancer to which control of the account has been transferred. An Owner can access and modify all information within the account.
An accessor of an Organiser account (‘Accessor’). This is a registered User who has been granted access to all the information in an Organiser account by the Owner or another Accessor. Accessors can be given either read-only or read/write access to the account.
A User who has been given limited access to an Organiser account (‘Member’). Access is limited by the function that the Member undertakes for an Organiser. For example, a Member who is a door person for a specific event can access details of who has booked to attend that event and can submit door sales information.

Roles are on a per-Organiser account basis. For example, a User could be an Owner of one Organiser account and a Member in another Organiser account. Their access to each Organiser’s account will be based on their role for that specific account.

If a User has none of the above roles for an Organiser’s account, they are not able to access Personal or Business Information for that Organiser account, unless the information is public or the Personal Information relates to them. For the latter, the “Privacy for Dancers” section above applies.

Each Organiser account has a name that is used as their sub-domain on the Service. For example, if an Organiser account’s name is wedance, their sub-domain will be wedance.dancecloud.com. When accessing an Organiser sub-domain, a Dancer will only access the information available for that Organiser, subject to their access rights.

When a Dancer accesses a sub-domain that is not an Organiser sub-domain, for example the User dashboard, we may provide access to available information from any Organiser, subject to their access rights for each Organiser account.

Data Protection Rights

You may have the following data protection rights:

To access, correct, update or request deletion of Personal and Business Information. Cloud Creativity takes reasonable steps to ensure that the data we collect is reliable for its intended use, accurate, complete and up to date. You may access your Personal and Business information through your Organiser account on your DanceCloud sub-domain. If you need to correct, update or delete any information that cannot be altered through the account, you may contact us directly via our support desk.
In addition, individuals who are residents of the EEA can object to processing of their Personal Information, ask to restrict processing of their Personal Information or request portability of their Personal Information. You can exercise these rights by contacting us via our support desk. If any of your Contacts wishes to exercise any of these rights, they should contact you directly, or contact us as described in the "Privacy for Contacts" section above.
Similarly, if Personal Information is collected or processed on the basis of consent, the data subject can withdraw their consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your Personal Information conducted in reliance on lawful processing grounds other than consent.
The right to complain to a data protection authority about the collection and use of Personal Information. For more information, please contact your local data protection authority.

5. General Information

Area of Operation

We operate in the United Kingdom and our servers are located in data centres in the UK.

Cookies

Cookies are small text files that websites often store on computer hard drives or mobile devices of visitors to their sites. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. You can find out more detailed information about what cookies are used on the Service in our Cookie Policy.

Sharing of Information

We do not rent, sell or share Personal or Business Information collected by the Service with other people or non-affiliated companies except to provide or improve the products or services you have requested, when we have your permission, or under the following circumstances:

when we request that you share such information and you choose to do so;
to respond to your questions or concerns, to fulfil your requests, or to share knowledge about an issue;
we may disclose your Personal Information to any law enforcement agency, court, regulator, government authority or other third party where we believe this is necessary to comply with a legal or regulatory obligation, or otherwise to protect our rights or the rights of any third party;
we may disclose your Personal Information to any third party that purchases, or to which we transfer, all or substantially all of our assets and business. Should such a sale or transfer occur, we will use reasonable efforts to try to ensure that the entity to which we transfer your personal information uses it in a manner that is consistent with this Privacy Policy.

Retention of Information

We retain Personal Information where we have an ongoing legitimate business or legal need to do so. Our retention periods will vary depending on the type of data involved, but, generally, we'll refer to these criteria in order to determine retention period:

Whether we have a legal or contractual need to retain the data.
Whether the data is necessary to provide our Service.
Whether our Organisers have the ability to access and delete the data within their Organiser account.
Whether our Organisers and Dancers would reasonably expect that we would retain the data until they remove it or until their accounts are closed or terminated.

When we have no ongoing legitimate business need to process your Personal Information, we will either delete or anonymize it or, if this is not possible (for example, because your Personal Information has been stored in backup archives), then we will securely store your Personal Information and isolate it from any further processing until deletion is possible.

Other Websites and Social Networking

The Service may contain links to other websites that are outside our control and are not covered by this Privacy Policy. If you access other websites using the links provided, the operators of these websites may collect information from you which will be used by them in accordance with their privacy policy, which may differ from ours.

The Service may also offer you the opportunity to share or follow information about the Service (or the products and/or services available through it) using third party social networking functionality (such as through “share this”, “like” or “follow” buttons).

We offer this functionality in order to generate interest in the Service among the members of your social networks, and to permit you to share and follow opinions, news and recommendations about the Service with your friends. However, you should be aware that sharing personal or non-personal information with a social network may result in that information being collected by the social network provider or result in that information being made publicly-available, including through internet search engines.

Please note that we do not endorse or control the policies or practices of any website to which we provide a link or any third party social network whose functionality you may access through the Site. You should always read the privacy policy of any website you access or social network through which you share information carefully in order to understand their specific privacy and information usage practices.

Updates to this Privacy Policy

We may amend this Privacy Policy from time to time. If we make substantial or material changes in the way we wish to use your personal information we will communicate providing a prominent notice on the Service.

If you do not agree to these changes, please do not continue to use the Service.

Contact Us

If you have any questions about this Privacy Policy, the Service, or your relationship with us, you can contact us at support [at] dancecloud.com or via our support desk