Dance World is software that dance schools use to run their classes, enrolments, fees and communication, and that dancers and their families use through our mobile app. This policy explains what personal information we collect, why, and what you can do about it.
It is written to meet the New Zealand Privacy Act 2020. If you are outside New Zealand, your own privacy laws may give you additional rights, and we will honour those where they apply.
1. About this policy
In this policy, “we”, “us” and “Dance World” mean Dance World. “You” means anyone whose personal information we hold — a dance school’s staff, a parent or guardian, or a dancer.
This policy covers our website at https://www.danceworld.co.nz, our web portal for dance schools, and our mobile app for dancers and families.
2. Your studio, and us
There are two organisations involved in your information, and it matters which is which.
- Your dance school is the organisation you enrolled with. It decides what information to collect about its students, how long to keep it, and what to do with it. In privacy terms it is the agency responsible for that information.
- Dance World provides the software the school uses. We hold and process that information on the school’s behalf and under its instructions. We do not decide what your school collects, and we do not use your school’s information for our own purposes.
In practice this means: if you want to correct your dancer’s details, ask about a fee, or have the school’s records about you deleted, your dance school is the one who can act on it. If you want us to delete the account you use to sign in, that is us — see your rights.
We are directly responsible for the information you give us in our own right: your sign-in details, anything you send through this website, and the diagnostic information our apps collect.
3. What we collect
Account and sign-in information
Your name, email address and phone number. There are no passwords — we sign you in with a one-time code sent to your email — so we store the codes we have issued (as a one-way hash, never the code itself) and the session tokens that keep you signed in.
Information your dance school records about its students
- The dancer’s name and date of birth
- Emergency contacts, and their relationship to the dancer
- Medical requirements, allergies and similar notes the school needs to keep dancers safe in class
- Which classes they are enrolled in, and their enrolment and attendance history
- Exam entries and results, where the school runs exams
Some of this is sensitive — a child’s date of birth and medical information especially. We treat it accordingly, and section 10 explains how.
Billing information
Invoices your school raises, what they were for, and whether they have been paid. We do not process card payments and we never see or store card numbers or bank details. Your school handles payment itself, through its own accounting system.
Content shared through the app
Notices your school posts, files it shares with a class — choreography videos, music, term letters — and messages and notes staff record. Files are stored as your school uploaded them.
Technical and diagnostic information
Device type, operating system, app version, and error and performance data when something goes wrong. We use this to fix faults and keep the service running. Our session-recording tool is configured to mask all on-screen text and all form inputs, so it does not capture the content of what you see or type.
What you send us through this website
The name, email address and message you submit through our contact form or our data-deletion request form.
4. Children’s information
Dance World holds information about children, because dance schools teach children. We want to be plain about how that works.
- Children do not have their own accounts. A parent or guardian holds the family account, and the dancers on it are profiles within that account rather than separate logins.
- A parent or guardian provides the information about their dancer, or the dance school records it from what the family gave the school directly.
- Only the family and the school can see it. A dancer’s details are visible to their own family account and to the staff at their dance school. They are never visible to other families.
- We do not use children’s information for marketing, profiling or advertising of any kind, and we never sell it.
If you believe a child’s information has been given to us without a parent or guardian’s consent, contact us at support@danceworld.co.nz and we will remove it.
5. How we use it
- To provide the service — showing timetables, taking enrolments, producing invoices, sharing files and notices
- To sign you in and keep your account secure
- To send you the emails and notifications the service depends on, such as your sign-in code, an enrolment confirmation or a notice from your school
- To support you when you contact us
- To find and fix faults, and to keep the service reliable
- To meet our legal obligations
We do not sell personal information, and we do not share it with advertisers or data brokers. We do not use your school’s information, or your family’s, to train machine-learning models.
6. Who we share it with
Your dance school
Staff at the dance school your dancer attends can see the information relating to their school. Which staff see what depends on the role the school gave them.
Service providers we use to run Dance World
These providers process information on our behalf, under contract, and only to provide their service to us:
| Provider | What they do |
|---|---|
| Amazon Web Services | Hosting, databases and file storage |
| SendGrid (Twilio) | Sending email, including sign-in codes |
| Xero | Accounting and invoicing, where your school has connected it |
| Firebase Cloud Messaging (Google) | Delivering push notifications to the app. It is not used to sign you in. |
| New Relic | Error and performance monitoring |
| Cloudflare | Turnstile, the check that tells a person from a bot on this website’s forms. It receives your IP address and basic details about your browser when you submit one. |
Others
We may disclose information where the law requires it, where it is necessary to protect someone’s safety, or to establish or defend a legal claim. If Dance World is ever sold or merged, information may transfer to the new owner — and this policy, or one at least as protective, would continue to apply.
7. Where it is stored
Your information is stored on Amazon Web Services infrastructure in the Asia Pacific (Sydney) region in Australia.
Some of the providers listed above operate in other countries, so your information may be accessed or stored outside New Zealand. Where that happens we require the provider to protect it to a standard comparable to the Privacy Act 2020.
8. How long we keep it
We keep information for as long as your dance school needs it to run its school, and for as long as we are required to by law.
- Your account — while it is active, and then until you ask us to delete it.
- Sign-in codes and sessions — codes expire within minutes; sessions expire and are removed automatically.
- Enrolment, invoicing and attendance records — your dance school decides, and it may be required to keep financial records for seven years to meet its tax obligations.
- Diagnostic data — a short rolling window, then deleted.
9. Your rights
Under the Privacy Act 2020 you have the right to:
- Access the personal information we hold about you
- Correct it if it is wrong
- Ask us to delete your account and the information we hold about you
- Complain if you think we have handled your information badly
To ask us to delete your account, use our request to delete data page. Read it first — it explains what your dance school keeps and why, since that part is their decision rather than ours.
For anything about your enrolment, your fees or your dancer’s records, ask your dance school. They hold those records and they are the ones who can change them.
We will respond to a request within 20 working days, as the Privacy Act requires. We may need to confirm your identity first.
10. Security
- Everything is encrypted in transit (HTTPS) and at rest
- There are no passwords to steal or reuse — signing in requires a one-time code sent to your email, and we store only a one-way hash of it
- Sessions expire, and a refresh token that appears to have been reused revokes the whole session family
- Access is scoped: a dance school can only reach its own data, and a family only their own
- Our session-recording tool masks all text and all inputs, so it does not capture children’s names, dates of birth or medical notes
No system is perfectly secure. If a privacy breach happens that is likely to cause serious harm, we will notify the affected people and the Office of the Privacy Commissioner, as the Privacy Act requires.
11. Cookies and similar technologies
This marketing website uses no advertising or tracking cookies.
The contact and deletion-request forms are protected by Cloudflare Turnstile, which checks that a person rather than a script is filling them in. It may store a short-lived token in your browser to do that. It is used only to make that check — never to build a profile of you or to follow you to other websites.
Our web portal sets a small number of cookies that are necessary for it to work — keeping you signed in and remembering which dance school you are working in. Our mobile app stores similar information on your device rather than in cookies. None of it is used for advertising.
12. Changes to this policy
We will update this page when our practices change, and the date at the top will tell you when. If a change materially affects how we handle your information, we will tell you in the app or by email rather than relying on you to notice.
13. Contact us
Email support@danceworld.co.nz with any question about this policy or about your information.
If you are not satisfied with how we have handled a privacy matter, you can complain to the New Zealand Office of the Privacy Commissioner at privacy.org.nz.