Privacy Policy

Dance Track has been making club management software since 2008. This policy explains what information we collect, how we use it, who we share it with and how we protect it. It covers our website (clubdancetrack.com), the Dance Track software clubs use, and the job application and schedule pages clubs share with entertainers, staff and applicants.

1. Who this covers

Website visitors and prospective customers. People who visit clubdancetrack.com or ask us for a demo.

Clubs. The businesses that use Dance Track and the owners, managers and staff who sign in to it.

People a club manages in Dance Track. Entertainers, staff and job applicants whose information a club enters into Dance Track or collects through its application or schedule pages.

2. Information we collect

From website visitors

• What you send us through our forms: your name, role, club name, email, phone, city, state or province, country, the system you use today, your number of rooms and stages, and your message.
• Basic technical information: your IP address, the page that referred you and any campaign tags in the link. We use this to stop spam and to understand which ads and posts bring people to us.

From clubs using Dance Track

• Account details for each user: name, username, permissions, sign-in times, and security settings such as two-step sign-in.
• How the club runs: rooms, prices, schedules, fees and settings.
• Activity in the software: check-ins and check-outs, rotation and stage times, room sessions, dances, fees, fines, payouts, reports and an audit trail of who did what.

About entertainers and staff, entered by the club

• Stage name, legal name, contact details, date of birth, start date, notes and work history at the club.
• Documents the club keeps in a personnel file, such as ID images, photos, agreements and tax documents.
• Sensitive details the club chooses to record, such as a Social Security number or driver's license number.
• Schedules, time-off requests, days they can't work, and attendance.

From job applicants, through a club's application page

• Name, stage name, position, contact details, date of birth, city, availability, experience and how they heard about the club.
• Uploaded ID images, a selfie, photos and a resume if the club asks for them.
• Messages and notes about the application.

3. How we use information

• To provide, maintain and support Dance Track for the clubs that use it.
• To run the features a club turns on, such as hiring, scheduling, reports, and sending texts or emails the club asks us to send.
• To answer demo requests and questions, and to follow up with prospective customers.
• To keep the service secure: to detect spam, fraud and misuse, and to investigate problems.
• To improve the software, fix bugs and plan new features.
• To meet legal obligations.

We do not sell personal information, and we do not use a club's data to market to that club's entertainers, staff or applicants.

4. Service providers

We use trusted third-party service providers to run Dance Track. They process information only on our instructions and only to provide their service to us. They include:

• Cloud hosting and databases, where Dance Track and its data are stored and run.
• Email and text message delivery, when a club sends messages to applicants, staff or entertainers, or when we send account notices.
• Report and data processing. When someone at a club asks Dance Track for a report, the request and the club data needed to answer it may be processed by a service provider to build the report. Report requests only read data; they never change it.
• Payment processing, if a club takes card payments through Dance Track.
• Website fonts, loaded from a font service that receives your IP address when a page loads.

5. When we share information

Apart from our service providers, we share information only:

• With the club the information belongs to, and with the people that club authorizes.
• When required by law, subpoena or court order, or to protect the rights, property or safety of Dance Track, our customers or others.
• As part of a merger, acquisition or sale of our business, in which case this policy continues to apply to the information transferred.
• With your permission.

6. Payment cards

Dance Track never stores full card numbers. For card payments we keep only the last four digits and the payment processor's reference, so a club can match a payment to its records.

7. How we protect information

• Encrypted connections (HTTPS) on every page and for all data sent to and from Dance Track.
• Sensitive fields such as Social Security numbers are encrypted in the database and masked on screen by default.
• Each user has their own sign-in, with optional two-step verification, and a permission for every sensitive action. Viewing sensitive information is logged.
• Each club's data is kept separate from every other club's.
• Regular backups.

No system is perfectly secure. If we learn of a breach that affects your information, we will notify the affected club and, where the law requires, the people affected.

8. How long we keep information

• Club data is kept while the club uses Dance Track. When a club leaves, we return or delete its data on request, except where we must keep records by law or to resolve disputes.
• Job applications that are declined or withdrawn have their uploaded files deleted automatically after a period each club sets, between 30 days and two years (90 days unless the club changes it).
• Demo requests are kept as long as they are useful for following up, and you can ask us to delete yours at any time.
• Backups are overwritten on a rolling schedule.

9. Cookies and browser storage

Our website does not use advertising or tracking cookies. The Dance Track software stores a small amount of information in your browser, such as your sign-in session and which club you are using, so you stay signed in. Clearing your browser data signs you out.

10. Your choices and rights

Depending on where you live, you may have the right to ask to see, correct or delete personal information about you, or to limit how it is used.

• If you asked us for a demo, contact us and we will update or delete your information.
• If a club holds your information (as an entertainer, staff member or applicant), contact the club. It controls that information, and we will help it respond.
• You can stop marketing emails from us at any time by replying to one of them or contacting us.

We will not treat you differently for exercising your privacy rights.

11. Age

Dance Track is for businesses and adults. Clubs set a minimum age for applicants, and we do not knowingly collect information from anyone under 18. If you believe we have, contact us and we will delete it.

12. International clubs

Dance Track is run from the United States, and information may be stored and processed there. Clubs outside the U.S. are responsible for making sure their use of Dance Track meets local law, and we will work with them on any agreements that law requires.

13. Changes to this policy

We may update this policy as Dance Track changes. The date at the top shows when it last changed. If we make a significant change, we will let clubs know before it takes effect.

14. Contact us

Dance Track Inc. Email our support team, or reach us through the contact form.