Privacy Policy

What Data We Collect

We collect personal data only where necessary. This includes:

• Registration data — your name, email address, dance role preference, experience level, and pass type selected.
• Payment data — transaction records processed through our payment provider. We do not store full card details ourselves.
• Competition entries — name, partner name (where applicable), and division entered.
• Accessibility or dietary requirements — only where voluntarily provided by you so we can make appropriate arrangements.
• Communications — any correspondence you send us via email or the contact form on this website.
• Technical data — basic analytics such as pages visited and browser type, collected in aggregate and not linked to your identity.

How We Use Your Data

• To process your registration and confirm your place at the Event.
• To process payments and issue refunds where applicable.
• To send you essential event information — schedule updates, logistics, and any material changes to the programme.
• To manage competition entries and publish results and heat sheets (which may include your name).
• To fulfil any accessibility or dietary requirements you have shared with us.
• To respond to enquiries submitted via our contact form or email.
• To comply with our legal obligations, including financial record-keeping.

We will only send you marketing or promotional communications — such as announcements about future events — if you have given your explicit consent to do so. You may withdraw that consent at any time.

Legal Basis for Processing

Where applicable under the General Data Protection Regulation (GDPR), we process your personal data on the following lawful bases:

• Contractual necessity — to fulfil our obligations to you as a registered attendee.
• Legitimate interests — for event administration, security, and safety purposes.
• Legal obligation — to comply with applicable laws and regulations.
• Consent — for optional communications such as future event announcements, where explicitly given.

Who We Share Your Data With

We do not sell your personal data. We share it only in the following limited circumstances:

• Payment processors — to handle transactions securely on our behalf.
• The event venue — where necessary to fulfil accessibility or accommodation arrangements.
• Competition organisers and adjudicators — names and division information required for competition administration.
• Email and communications platforms — used to send you event updates (subject to their own privacy policies).
• Legal or regulatory authorities — where we are required to do so by law.

All third parties with whom we share data are required to handle it in accordance with applicable data protection law.

How Long We Keep Your Data

• Registration and event data is retained for up to 2 years following the Event, after which it is securely deleted unless there is a legal reason to retain it longer.
• Financial transaction records are retained for 7 years in accordance with standard accounting and legal obligations.
• Communications are retained for as long as they remain relevant to an open matter, and then deleted.
• If you withdraw consent for marketing communications, we will remove you from our mailing list promptly and retain only the minimum data necessary to honour your opt-out.

Your Rights

Under GDPR and applicable data protection law, you have the right to:

To exercise any of these rights, please contact us using the details below. We will respond within 30 days. You also have the right to lodge a complaint with your national data protection authority if you believe we have not handled your data correctly.

Cookies

This website uses only essential cookies necessary for the site to function (such as session management). We do not use tracking or advertising cookies. No cookie consent banner is required for strictly necessary cookies under current applicable law.

If this changes in future, we will update this policy and display an appropriate notice on the site.

Data Security

• We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure.
• All data is transmitted over encrypted connections (HTTPS).
• Access to personal data is restricted to those who need it for event administration purposes.
• In the unlikely event of a data breach that poses a risk to your rights, we will notify you and the relevant supervisory authority as required by law.

Changes to This Policy

• We may update this Privacy Policy from time to time. Material changes will be communicated to registered attendees by email.
• The current version of this policy is always available on this page, with the date of last update shown below.