It is very important that the information we hold about you is accurate and up to date. Please update your profile account if at any time your personal information changes.

Personal data means any information capable of identifying an individual. It does not include anonymised data. We may process the following categories:

• Profile & Account Data

  The following personal data may be collected and stored when you use our platform, iOS application, Android application or Apple Watch application:

  • Account name and e-mail address
  • Profile photograph
  • Dance style preferences and skill level
  • Event registrations and pass bookings
  • Event participation history, old pass records and links to event memories, such as available photos, videos and recorded sets
  • QR pass and booking identifier
  • Check-in status
  • DJ set likes
  • Push notification token
  • Device information, application version, IP address and diagnostics
  • Dietary restrictions or allergy information, where voluntarily provided
  • Travel details you provide for an event, such as a flight number and date
  • Photos you upload to create an event profile image, and the generated images

  We process account and profile information to provide and secure your account. Registration, booking, pass and check-in information is processed to provide requested event services and administer your attendance. We also maintain an account archive of event history, old passes and memories links as a separate Platform purpose; this is distinct from an organiser's CRM. DJ set likes are processed to provide the feedback feature and event statistics. Photos uploaded for an event profile image are processed, with your consent, to create that image at your request, and travel details are processed to show flight information for event transport. Push notification tokens and internal notification identifiers may be processed to deliver notifications, measure delivery and opening of notifications, prevent duplicate delivery and improve the reliability of our communication services. Technical data may also be processed to maintain security, diagnose problems and improve service reliability.

  Depending on the processing activity, our lawful bases include performance of a contract, compliance with legal obligations, our legitimate interests in operating and improving the platform, and consent where required.

• Communication Data

  This includes any communication that you send to us whether that be through the contact form on our website, through email, text, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful grounds for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.

• Customer Data

  This includes data relating to purchases of services, such as your name, billing information, email address, phone number, purchase details, payment status and transaction reference. Payment card information is processed directly by the relevant payment provider. We do not receive or store full payment card details.

• User Data

  This includes data about how you use our website and any on-line services together with any data that you post for publication on our website or through other on-line services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain backups of our website and/or databases and to enable publication and administration of our website, other on-line services and business. Our lawful grounds for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.

• Technical Data

  This includes technical information about your use of our websites and applications, such as your IP address, login data, browser or device type, operating system, application version, time zone, page views, navigation paths and diagnostic information. We process this data to operate, secure and improve the DanceMeetup platform, diagnose technical problems and understand how our services are used. Our lawful basis for this processing is our legitimate interest in administering, protecting and improving our platform and services.

• Marketing Data

  This includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions such as competitions, prize draws and free give-aways, to deliver relevant website content and advertisements to you and measure or understand the effectiveness of this advertising. Our lawful grounds for this processing is our legitimate interests which in this case are to study how customers use our products/services, to develop them, to grow our business and to inform our marketing decisions.

Website analytics and advertising technologies may be used on our websites, subject to applicable cookie and consent requirements. These technologies may help us understand the effectiveness of our communications and advertising. The DanceMeetup mobile applications do not use this information to track users across third-party applications or websites for advertising purposes.

We do not intentionally collect special categories of personal data, except where you voluntarily provide dietary requirements or allergy information for an event. Where this information reveals health-related data, it is processed only for catering, safety and event administration purposes and on an appropriate legal basis, including your explicit consent where required by law.

We do not collect any information about criminal convictions and offences.

Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver services to you). If you do not provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time.

We will only use your personal data for the purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this please email us. In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing.

We may process your personal data without your knowledge or consent where this is required or permitted by law.

We may collect data about you by you providing the data directly to us (for example by filling in forms on our site, iOS, Android, or Apple Watch applications or by sending us e-mails). We may automatically collect certain data from you as you use our website by using cookies and similar technologies.

We may receive relevant information from event organisers, payment providers, communication providers and technical service providers used to operate the DanceMeetup platform. Our websites may also use analytics and advertising services, such as services provided by Google or Meta, subject to applicable cookie and consent requirements.

We may send you marketing communications where you have consented to receive them or where otherwise permitted by applicable law. We may also send service and event-related communications that are necessary to administer your account, registration or attendance.

You can stop receiving marketing communications at any time by using the unsubscribe link included in the message or by contacting us. Opting out of marketing does not prevent us from sending essential transactional, account, security or event-related communications.

Marketing by DanceMeetup and by individual event organisers is separate. Registering for an event does not by itself give general permission for marketing by all organisers or by DanceMeetup.

We do not share or sell our mailing list to third parties for their own marketing purposes. If we ever wish to share personal data for independent third-party marketing, we will obtain your explicit consent first.

We may share your data with:

• Event organisers — organisers of events for which you register or hold an event pass may receive the information necessary to manage your registration, attendance, catering requirements and communication relating to the event.
• Hosting and infrastructure providers — providers that host our websites, applications, databases, backups and related technical infrastructure.
• Apple — where you use the DanceMeetup iOS or Apple Watch application, certain information may be processed through Apple services, including the App Store, Apple Push Notification service (APNs) and Apple Wallet. APNs receives a device push token and the notification payload needed to deliver a push notification. Apple process this information according to their own privacy policies.
• Google — where you use the DanceMeetup Android application, certain information may be processed through Google services, including Google Play and Firebase Cloud Messaging for application distribution and push notification delivery. Firebase Cloud Messaging receives a device push token and the data payload needed to deliver a push notification. Google processes this information according to its own privacy policy.
• Email delivery provider — transactional emails and event communications are sent through our configured SMTP provider (currently Web4u), which receives recipient addresses, message content and delivery metadata.
• Meta / WhatsApp — when an organiser uses WhatsApp messaging, Meta's WhatsApp service receives the recipient phone number, message content and delivery metadata. Meta may process some information for its own purposes under its applicable terms.
• AI image-processing provider — when you use the event profile photo feature, the photo you select, event artwork and image-creation instructions, which may include your first name and/or chosen nickname and event details, are sent to an external AI image-processing provider engaged by us to generate the image. The feature is optional. We send your photo only after you have ticked the confirmation in the generator and started a generation; this processing is based on your consent, which we record together with the time it was given. You can withdraw your consent at any time by not generating further images or by contacting the event organiser or us; withdrawal does not affect generations already made. The feature is provided for the organiser's event: the organiser is the controller of this processing, XWare, s.r.o. processes the photo on the organiser's behalf and the AI provider acts as our sub-processor. Event-specific source uploads and generated files are deleted from active event storage one year after the event ends. A separate account profile photo reused as input is governed by the account-archive retention rules below and is not deleted by the event-photo purge. Any copies in separate file backups, if applicable, follow their relevant backup lifecycle. The current provider is identified in the Data Processing Agreement provider list; that list is also updated before a new sub-processor starts processing.
• Flight data service — to show flight information for event travel, we send only the flight number and date to an external flight-data provider. We do not send your name, contact details or any identifier of you; the link between a flight and a participant stays within DanceMeetup.
• Payment providers — payment information may be processed by the payment provider used for the relevant event. We do not receive or store full payment card details.
• Professional advisers — including lawyers, accountants, auditors, insurers and banks.
• Public authorities — where disclosure is required by law or necessary to establish, exercise or defend legal claims.

Service providers acting on our behalf are required to protect personal data, process it only for agreed purposes and comply with applicable data protection law. Third parties acting as independent data controllers process personal data according to their own privacy notices and legal obligations.

Depending on the service and provider, personal data may be processed outside the EEA. We use a provider for such processing only where an applicable transfer mechanism under Chapter V GDPR is in place. The relevant mechanism depends on the provider and service; the provider list in our Data Processing Agreement identifies details where verified.

We have security measures in place to prevent accidental loss, unauthorised use, alteration, or disclosure of your data. Access is limited to employees and partners with a legitimate business need, who process it only under our instructions and in confidence.

We have breach-response procedures in place and will notify you and any applicable regulator where legally required.

Your DanceMeetup account archive includes event participation history, old pass records and links to event memories where available. We retain this archive as an ongoing account service, including when an account is inactive or closed, until you request erasure, subject to applicable legal exceptions. This archive is separate from an organiser's CRM data processed on that organiser's instructions. Optional or sensitive event form responses, such as allergy information, are not retained merely because archive records remain.

Organisers determine how long they need their event registration and CRM data, subject to their legal obligations. When an organiser's services end, return or deletion of that data is governed by the Data Processing Agreement. Accounting, invoice and transaction records may be retained separately for the period required by applicable law, including up to ten years where Czech law requires it.

Event-specific source photos uploaded for the profile-photo feature and generated files stored by that feature are deleted from active event storage automatically one year after the event ends. A separate account profile photo reused as input is part of your account profile and is not removed by this event-photo purge. Any copies in separate file backups, if applicable, follow their relevant backup lifecycle.

Push notification tokens are retained only while needed to deliver notifications or until they become invalid, notifications are disabled, or the account is deleted.

Under data protection law you have the right to: access, correct, erase, restrict, transfer your data, object to processing, and (where processing is based on consent) withdraw consent at any time.

To exercise any right, we may need to verify your identity first. We aim to respond to all legitimate requests within one month; complex requests may take longer and we will notify you.

You may request deletion of your DanceMeetup account and associated personal data by contacting info@dancemeetup.com. Certain information may be retained where required by law or necessary for the establishment, exercise or defence of legal claims.

You also have the right to lodge a complaint with the Office for Personal Data Protection of the Czech Republic at uoou.gov.cz .

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

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