1. Who is who
This template is between a studio that uses DanceFlow and DanceFlow (“we”, “us”).
For the records a studio keeps about its students, families, teachers and staff, the studio decides why and how they are used. In data protection terms the studio is the controller and DanceFlow is its processor: DanceFlow handles that data for the studio and on its instructions.
For a person’s own account (their sign-in, language and devices), DanceFlow is the controller. That is covered by the Privacy.
2. What is processed, and why
What a studio puts into DanceFlow, or what its students and families enter for it:
- People: students, parents and guardians, teachers and staff, and people who ask about lessons.
- Data: names and contact details, dates of birth where the studio records them, lessons and attendance, packages, invoices and payment records, signed waivers and agreements, messages, photos, and competition entries and results.
- Health or medical notes only if the studio chooses to write them. DanceFlow does not ask for them.
- Purpose: running the studio’s schedule, billing, records and communication. Nothing else.
- For how long: while the studio uses DanceFlow, and until it deletes the data or asks for it to be deleted.
3. What DanceFlow commits to
In handling a studio’s data, DanceFlow:
- acts only on the studio’s instructions, which are what the studio does in the app and what it asks for in writing;
- keeps it confidential, and limits access to the people who need it to run and support the service;
- does not sell it, does not use it for advertising, and does not use it to train AI models;
- helps the studio answer requests from the people the data is about, and questions from a regulator, as far as the software allows.
4. Security
The measures in place today, each one checkable, are described on the page Trust.
- Connections are encrypted with TLS, and stored data is encrypted at rest by the hosting provider.
- The database checks who may read each record on every read, so one studio cannot reach another’s, and each role sees only its own part.
- Card numbers are typed into Stripe’s own page and never reach DanceFlow.
- Public pages are rate limited, uploads are limited to pictures in the uploader’s own folder, and sending has a daily ceiling.
- There is no SOC 2 or ISO 27001 certification and no penetration test report to share.
5. Subprocessors
DanceFlow uses other companies to host and deliver the service. They are listed, with what each does and when it is used, on the page Subprocessors.
A new subprocessor is added to that page before it is used. A studio that objects can write to us, and can stop using the service and take its data with it.
6. People’s rights
The tools a studio has for answering a request from a student, a parent or a teacher:
- A copy: an owner or admin can download everything the studio holds about one student or one family, as a workbook or as JSON.
- Their own copy: a student, and a parent for their children, can download their own record from their profile, unless the studio has turned that off.
- Correction: the studio edits the record, and people can edit their own details.
- Deletion: anyone can delete their own account in the app. Their personal details, their photos and their name in the activity log are removed. Payment records and signed documents stay, because they are the studio’s legal records.
- For anything the app cannot do, the studio writes to us and a person answers.
7. If something goes wrong
If DanceFlow learns of a breach of security that affects a studio’s data, it tells the studio without undue delay, with what is known: what happened, which data, and what is being done.
Telling the people affected and any regulator is the studio’s decision as controller. DanceFlow helps with the facts.
8. Where the data is, and transfers
A studio’s records are stored in the United States. For a studio in the European Union, the European Economic Area or the United Kingdom, that is a transfer of personal data to another country.
The standard contractual clauses that usually cover such a transfer have to be signed by a registered company. DanceFlow does not have one yet, so those clauses are not in place today. Take that into account in your own assessment before you put personal data from those countries into DanceFlow.
9. Leaving, deletion and backups
A studio can take its data with it at any time: the whole studio in one workbook or as JSON, from Settings.
Closing a studio is done by writing to us. We delete its records and tell you when it is done.
There are no restorable backups of the database today. Your own download is the copy to keep. This line will change when backups are in place.
10. Using this template
Review it against your own obligations. If your studio needs this in writing between the two of us, or needs different terms, write to us.
If this template and the Terms of Use say different things about a studio’s data, the Terms of Use apply until something else is agreed in writing.
We aim to respond to privacy requests within 30 days.