These Terms & Conditions for Organizers ("Terms") govern the use of the DanceMeetup platform (the "Platform") by event organizers, i.e. individuals and legal entities who create an organizer account to list, promote or manage dance events ("Organizer", "you").

The Platform is operated by XWare, s.r.o., Na suchých 320, 252 50 Jesenice u Prahy, Czechia ("DanceMeetup", "we", "us"). By creating an organizer account, you agree to these Terms and confirm that you have legal capacity to enter into this agreement. If you act for an organization, you confirm that you are authorised to bind it.

The Organizer of each event sets its own terms for attendees. These Terms do not replace those terms, applicable law or any separate terms governing an attendee's Platform account.

A separately agreed license or order governs the specific scope and price of paid services. A data processing agreement governs processing on your behalf. If those agreements conflict with these Terms, they take precedence in their respective areas, subject to mandatory law. Our Privacy Policy describes our own processing of personal data and is not a substitute for a data processing agreement.

You must provide true, accurate and current information and keep it up to date. We may request information reasonably needed to verify your identity, your authority to represent an Organizer or a change of its administrator. Verification is not a guarantee of an event's quality or safety.

You are responsible for keeping your credentials confidential and for granting team members only the access they need. You are responsible for their use of your organization's account and their compliance with these Terms.

Please notify us without undue delay at info@dancemeetup.com if you suspect unauthorised use of your account.

The basic service — creating an organizer account and listing your events in the DanceMeetup marketplace — is free of charge.

Additional modules, such as registration, pass sales, payments, guest management, communications and check-in, may be available under a separately agreed license or order.

Before activation, the license or order must specify the Organizer, relevant events or modules, price, currency and applicable tax, the platform fee under section 5, billing and payment terms, duration, renewal if any, price change rules, and termination terms. Listing an event does not by itself activate a paid module.

We may develop or change the Platform. We will give reasonable notice of changes that materially reduce a paid service you use. Your rights concerning an affected license are governed by that license and applicable law.

You are responsible for the events you organize. Providing the Platform or promoting a third party's event does not by itself make DanceMeetup its organizer or co-organizer. If XWare or a related entity organizes an event, the actual organizer and applicable attendee terms must be identified for that event.

• Identify the actual event organizer and provide an accessible contact. State whether you act as a business where required.
• Keep event information, including dates, venue, programme, artists, prices and conditions, accurate and not misleading.
• Before a binding order, make your attendee terms and privacy information available, including the total price, included services, payment, cancellation, refund and transfer rules.
• Explain whether a submission is an application, a waiting-list entry, an accepted registration or an order, when a contract is formed and when a valid pass is issued. Any admission criteria must be transparent and lawful; dance roles are not the same as a person's gender.
• Deliver the event as advertised and obtain the permits, licenses, insurance and approvals required by law.
• Without undue delay, update the listing and inform affected attendees of a cancellation, postponement or other material change. Honour your obligations to attendees, including applicable refund rights.
• Handle attendee requests and complaints through an accessible contact and within applicable legal time limits. Notify us of serious problems affecting the listing or payments.
• Meet your tax, accounting and consumer protection obligations, including issuing invoices or receipts where required.

Where your license covers paid sales, DanceMeetup earns a platform fee on each completed paid sale made through the Platform within the scope of that license. The applicable rate, and any fixed or minimum amount, is the one agreed in your license or service order before activation.

Depending on the agreed commercial model, rates may for example be 0%, 3%, 5% or 10%. These examples are informative only; they are not a binding or exhaustive price list. A sale at an agreed rate of 0% remains within the scope of the license.

Paid sales include in particular:

• tickets and event passes;
• pass upgrades and other paid add-ons;
• additional virtual passes;
• access to recorded DJ sets;
• workshop videos;
• other paid digital content and online media.

Your license states whether sales paid by bank transfer, on-site cash sales or sales by another payment method recorded in the Platform are included.

The fee basis is the price of the ticket or other item as sold to the buyer through the Platform, after any discounts actually applied. It is not reduced by payment-provider charges or by the platform fee itself. For example, for a ticket sold for 100 at an agreed rate of 3%, the platform fee is 3.

Under the agreed Stripe platform-fee model, a fee deducted as an application fee is a final amount payable by you and is not increased by a separate VAT charge. XWare accounts for any VAT due on that fee under its own tax regime. This pricing arrangement does not determine the VAT treatment of the ticket or other item sold by you. Amounts we invoice to you directly, such as license fees or platform fees on sales not settled through the Platform (for example on-site cash sales), are stated in your license exclusive of VAT; VAT is added at the applicable rate where required.

For a later upgrade or additional purchase, the fee is calculated on the new amount paid. The part of a sale that has already been subject to a fee is not counted again.

Rates may change only in accordance with the price change rules agreed in your license or order. Unless your license provides otherwise, we will notify you of a change of rate or price at least 30 days before it takes effect. A change applies only to sales completed after it takes effect and never retroactively to sales already completed.

For payments through Stripe Connect, the fee is deducted as an application fee from each payment created on your connected Stripe account. Where the fee is not deducted at the time of payment, including for GoPay, bank transfers or on-site cash sales, it is invoiced or settled as agreed in your license. We will correct a fee charged because of our error.

Online payments may be handled by third-party providers, including Stripe or GoPay. The provider, account used, payout arrangements and provider fees depend on the enabled integration and the applicable agreements. A bank transfer may instead be made directly to an account specified by the Organizer.

For Stripe Connect, checkout payments are created on your connected Stripe account, and refunds and disputes are handled on that account under Stripe's terms. GoPay can use an event-specific account or a platform-configured account; its payment and settlement arrangements must be agreed for the relevant service.

You fund refunds of tickets, add-ons and digital products sold for your events. You are responsible for your obligations to buyers, including event cancellations, complaints and valid refund requests. You must make funds available for valid refunds, including after a payout, and provide information needed for a dispute within the provider's deadlines.

The platform fee for a completed paid sale is remuneration for the Platform service already provided. It is not returned or reduced if the sale is later fully or partially refunded, the event is cancelled or a chargeback occurs. You therefore fund any refund in full, including the part corresponding to a platform fee already paid to us.

This applies only between you and DanceMeetup. It does not limit any buyer's statutory rights. You may not reduce a refund owed to a buyer by the platform fee or payment-provider charges unless the law allows it.

The non-refundability of the platform fee does not apply to the extent that a refund, cancellation or chargeback is caused by our own error or breach, such as a duplicate or incorrectly calculated charge or a Platform failure attributable to us, or where mandatory law requires otherwise. In those cases we will return the affected platform fee; any further claims are governed by section 12.

Where a payment was processed through an account held by XWare, including a platform-configured GoPay account, and the provider debits a refund, chargeback or related documented cost to XWare, you must reimburse that documented amount to the extent attributable to your event and not caused by our error, subject to applicable law. We will provide sufficient details for you to review the charge.

If we assist with or carry out a refund for you, we do so only where authorised by you, separately agreed or required by law.

For digital content and online media, such as recorded DJ sets or workshop videos, you are responsible for lawful delivery and access terms, pre-contractual information and any consumer consent and acknowledgement required regarding the right of withdrawal. Rules that apply to dated event tickets do not automatically apply to digital content.

Prices of services we invoice to you directly are exclusive of VAT, and VAT is added where applicable, as set out in your license. Platform fees deducted from payments follow section 5.

You retain your rights to the content you upload. You grant us a non-exclusive, worldwide, royalty-free license to host, display, reproduce and adapt it as needed to provide the Platform and your chosen services.

For material you make public for an event, this license also covers promotion of that event and the Platform, including in the marketplace, newsletters, applications and social media. Private registrations, guest lists, notes and messages are not licensed for general promotion.

After public material is removed, we will stop active promotion using it within a reasonable period. Copies may remain in technical caches or backups, and previously distributed material may remain where it cannot reasonably be withdrawn, subject to applicable law.

You must have the rights and permissions needed to use and publish your content, including rights of photographers, artists and people depicted, and any consents required by law. For recorded DJ sets, workshop videos and other media you sell or make available, this includes the rights of authors, performers, producers and instructors and any licenses required from collective rights management organisations.

XWare acts as an independent data controller for separately identified Platform purposes, including accounts, authentication, security operations, service communications and the attendee archive described in our Privacy Policy. For event registration, booking, check-in and CRM data processed on your documented instructions, you generally act as controller and we act as your processor. Performing our security obligations under the Data Processing Agreement does not by itself make us an independent controller of your event data. A payment provider's role depends on the specific service, contract, account holder and purpose.

Processing on your behalf is governed by our Data Processing Agreement under Article 28 of the GDPR, which you accept separately when creating your organizer account. Our Privacy Policy and these Terms alone do not replace that agreement.

You are responsible for your lawful basis, informing attendees and limiting collection and access to what is needed for your purposes. Special-category data, such as health information, requires an appropriate basis under Article 6 and a condition under Article 9 of the GDPR; voluntary entry alone is not necessarily sufficient. Do not collect copies of identity documents unless lawful and necessary.

Your team may use attendee data only for authorised purposes and must not access another Organizer's data without authorisation. Closing your Organizer account is not itself a request to delete an attendee's separate DanceMeetup account or archive, nor data held by another Organizer. Data return, deletion and legally required retention for your event data are governed by the Data Processing Agreement and applicable law.

Some optional features you enable for your event use third-party services. The event profile photo feature sends the photo selected by the attendee, your event artwork and the text shown in the image, such as the attendee's first name or nickname, to an external AI image-processing provider engaged by us to generate the image. When you enable this feature for your event, you act as controller of that processing, we process the photo on your behalf as your processor and the AI provider acts as our sub-processor. The current provider list is in the Data Processing Agreement; planned additions or replacements are notified to the Organizer by email at least 30 days before processing starts, with an opportunity to object. The Platform sends a photo only after the attendee has given recorded consent in the generator for each generation; you must not configure prompt templates or styles that add attendee data beyond what is needed for the image. Flight tracking sends only a flight number and date to a flight-data service, without information identifying the attendee. Our Privacy Policy and the Data Processing Agreement describe these services; review them before enabling such features.

Transactional messages, such as confirmations, payment reminders and passes, may be sent using a Platform sending address under your organization name or another agreed sender configuration. You are responsible for the content of messages you create and must identify the responsible sender and provide an appropriate contact.

Marketing must have a lawful basis and comply with the requirements for the sender and channel, including any required opportunity to object when contact details are collected and in each marketing message. Registration, a waiting-list entry or an app notification permission is not by itself a general consent to marketing.

Your marketing and DanceMeetup's own marketing are separate. We may send you service and account messages and, where permitted by law, Platform news; you may unsubscribe from marketing messages.

Marketplace pages currently display published upcoming events for the relevant organization or department in order of their start date. Visitors can filter results by date, dance style and search terms. Paid modules do not currently change this order.

We may review and restrict content that breaches these Terms or the law, or where we reasonably suspect fraud or a security risk. Depending on the situation, we may hide a listing, restrict a feature or suspend access. Where permitted by law, we will explain the reason and you may contact us to request a review. Urgent action may be taken without advance notice.

You must not:

• List fake, fraudulent or non-existent events, or events you are not authorised to promote.
• Publish illegal, discriminatory, offensive or misleading content, or content infringing third-party rights.
• Send spam or use attendee data for purposes unrelated to your events.
• Attempt to access other organizers' data, circumvent security, overload the Platform or reverse-engineer it, except where such activity cannot lawfully be restricted.
• Resell or sublicense the Platform without our written consent.

We provide the Platform with reasonable professional care and take appropriate measures to protect personal data. We do not guarantee uninterrupted or error-free operation. Planned maintenance will be performed, where possible, outside peak times.

You should keep available exports of data critical to your event, such as guest lists, and plan for a temporary interruption. This does not replace our own obligations under applicable law or an agreed data processing agreement.

Providing the Platform does not make us responsible for a third-party Organizer's event or its disputes with attendees. This does not exclude responsibilities we may have as the organizer of an event or under applicable law.

To the maximum extent permitted by law, our total liability towards you for damages arising from use of the Platform is limited to the platform fees you paid us in the twelve (12) months before the event giving rise to the claim. To the same extent, we are not liable for indirect damages, lost profits or loss of data.

These limitations do not apply to intentional or grossly negligent harm, or to any liability that cannot lawfully be excluded or limited, including protection of personal rights and a weaker party where applicable. They do not remove attendees’ or data subjects’ rights.

Nothing in these Terms or the Data Processing Agreement limits data subjects' rights or the powers of supervisory authorities under applicable data protection law.

You agree to indemnify us for reasonable third-party claims and costs caused by your event, your content or your breach of these Terms, but not to the extent caused by our own breach or fault. We will notify you of a claim as reasonably practicable and cooperate with you; any settlement affecting your obligations requires your agreement, not to be unreasonably withheld.

You may request closure of your organizer account at any time by contacting us at info@dancemeetup.com. The terms of any paid license and your obligations to attendees of existing events continue to apply as appropriate.

We may hide specific content, stop new sales or communications, restrict access, end a license or terminate the entire relationship for a breach, legal or payment-provider requirement, suspected fraud or a security risk. We will choose a proportionate measure and, where permitted and reasonable, explain it, allow a remedy and consider a request for review. An urgent restriction is not automatically termination of the entire relationship.

For termination of the entire relationship, we will provide any advance notice required by law, including the 30-day notice under the EU Platform-to-Business Regulation where applicable, unless a legal exception applies.

Contact us about available exports, records and the handling of outstanding registrations, refunds and other obligations. Any continued access is subject to the applicable agreement, security and legal requirements. Data return, deletion and retention are governed by the applicable data processing agreement and law.

We may update these Terms. We will notify you of material changes at least 30 days before they take effect using a durable medium, such as an email containing the updated terms or an attached copy and their effective date. Any shorter notice is subject to applicable law.

If you do not agree, you may close your account before the changes take effect. Continued use afterwards means acceptance, subject to mandatory law and any separately agreed terms for an existing paid license.

These Terms are governed by the laws of the Czech Republic. Disputes will be resolved by the competent courts of the Czech Republic, without prejudice to mandatory consumer protection or other applicable rules.

If any provision of these Terms is found invalid, the remaining provisions remain in effect.