At Affinity Dance Competition, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you register for our competition and use our website.

1. Information We Collect

1.1 Personal Information You Provide

When you register for Affinity Dance Competition, we collect the following information:

Parent/Guardian Information:

• Full name (first and last name)
• Email address
• Phone number
• Account password (encrypted)

Dancer Information:

• Full name (first and last name)
• Age
• Dance school/studio name
• Instructor name

Routine Information:

• Routine type (solo, duet, trio)
• Dance category and level
• Routine title and duration
• Partner names (for duets/trios)
• Music files

Payment Information:

• Credit/debit card information (processed securely through Stripe; we do not store full card numbers)
• Billing address (if required by payment processor)
• Transaction history

1.2 Information Collected Automatically

When you visit our website, we may automatically collect certain information:

• IP address
• Browser type and version
• Device information
• Pages visited and time spent on pages
• Referring website
• Date and time of visits

1.3 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website:

• Essential Cookies: Required for website functionality, including session management and security
• Analytics Cookies: Help us understand how visitors use our website (Google Analytics)
• Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings, but disabling certain cookies may limit website functionality.

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 Competition Administration

• Process and manage competition registrations
• Verify dancer eligibility and skill levels
• Organize competition schedules and routines
• Communicate important competition information
• Manage music submissions and technical requirements

2.2 Payment Processing

• Process registration fees and payments
• Issue receipts and payment confirmations
• Handle refunds when applicable
• Maintain financial records

2.3 Account Management

• Create and maintain user accounts
• Authenticate users and secure accounts
• Provide access to registration information
• Enable password reset functionality

2.4 Communication

• Send registration confirmations and updates
• Provide important competition announcements
• Send schedule changes or emergency notifications
• Respond to inquiries and support requests
• Send promotional emails (with your consent, which you can withdraw at any time)

2.5 Analytics and Improvement

• Analyze website usage and user behavior
• Improve website functionality and user experience
• Understand registration trends and preferences
• Enhance competition offerings

2.6 Legal Compliance

• Comply with legal obligations
• Enforce our terms and conditions
• Protect against fraud and security threats
• Resolve disputes

3. How We Share Your Information

We do not sell, rent, or trade your personal information. We may share your information in the following limited circumstances:

3.1 Service Providers

We work with trusted third-party service providers who assist us in operating our competition:

• Payment Processing: Stripe (for secure payment processing)
• Email Services: Brevo (for sending transactional and promotional emails)
• Web Hosting: Our hosting provider for website infrastructure
• Analytics: Google Analytics (for website usage analysis)

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

3.2 Competition Personnel

We share relevant information with:

• Judges (dancer names, routines, and categories)
• Technical staff (music files and routine information)
• Event coordinators (registration and scheduling information)

3.3 Legal Requirements

We may disclose your information if required by law or in response to:

• Legal process, subpoenas, or court orders
• Law enforcement requests
• Protection of our rights, property, or safety
• Investigation of fraud or security issues

4. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

4.1 Security Measures

• Encryption: SSL/TLS encryption for data transmission
• Secure Storage: Encrypted storage of sensitive data
• Password Protection: Passwords are hashed using industry-standard algorithms
• Access Controls: Limited access to personal information on a need-to-know basis
• Regular Updates: Security patches and system updates
• Monitoring: Regular security audits and monitoring

4.2 Payment Security

Payment information is processed through Stripe, a PCI-DSS compliant payment processor. We do not store complete credit card numbers on our servers. Only tokenized payment information is retained for transaction records.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy:

5.1 Active Registrations

• Registration and account information is retained while your account is active
• Competition records are maintained for the current and past competition seasons

5.2 Financial Records

• Payment records are retained for 7 years to comply with tax and accounting requirements
• Transaction information may be maintained longer if required by law

6. Your Privacy Rights

You have the following rights regarding your personal information:

6.1 Access and Correction

• You can access your account information by logging into your account
• You can update your personal information through your account dashboard
• Contact us if you need assistance accessing or correcting your information

6.2 Data Portability

• You have the right to request a copy of your personal information in a structured, commonly used format
• Contact us to request your data

6.3 Deletion

• You may request deletion of your account and personal information
• Please note that we may need to retain certain information for legal or administrative purposes
• Deletion requests will be processed within 30 days

6.4 Marketing Communications

• You can opt out of promotional emails by clicking the "unsubscribe" link in any marketing email
• You will continue to receive essential transactional emails (registration confirmations, payment receipts, etc.)
• You can manage your email preferences through your account settings

6.5 Cookie Preferences

• You can control cookies through your browser settings
• You can opt out of Google Analytics tracking

7. Children's Privacy

Affinity Dance Competition is designed for dancers of various ages, including minors. We collect information about child dancers only as necessary for competition registration and administration.

7.1 Parental Consent

• All registrations for minors must be completed by a parent or legal guardian
• Parents/guardians provide consent for the collection and use of their child's information
• Parents/guardians have the right to review, update, or delete their child's information

7.2 Limited Collection

• We collect only information necessary for competition participation
• We do not knowingly collect more information from children than is necessary
• Marketing communications are sent only to parent/guardian email addresses

7.3 Parental Rights

Parents and guardians may:

• Review the personal information we have collected about their child
• Request correction or deletion of their child's information
• Refuse further collection or use of their child's information
• Contact us with any questions or concerns about their child's privacy

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make changes:

• We will update the "Last Updated" date at the top of this policy
• Significant changes will be communicated via email to registered users
• Continued use of our website after changes constitutes acceptance of the updated policy

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

9. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: support@affinitydancecompetition.com
• Website: https://affinitydancecompetition.com

We will respond to your inquiry within 30 days.

10. Your Consent