Privacy Statement for Dance Studio Manager

Dance Studio Manager, LLC (“Dance Studio Manager,” “DSM,” “we,” “us,” or “our”) provides software used by dance studios to manage students, families, classes, attendance, billing, payments, communications, and related studio operations. This Privacy Policy explains how we collect, use, disclose, and protect information through our website, DSM software platform, client portal, mobile applications, APIs, integrations, and support services.

Because DSM is used by independent studios, there are situations where a dance studio controls the information entered into DSM and DSM processes that information to provide the service. That distinction is explained below.

Scope of This Policy

This policy applies to information collected or processed through:

the DSM marketing website and related forms
the DSM admin platform used by studios and staff
the DSM client portal and web app used by parents, students, and customers
mobile applications and backend services connected to DSM
integrations, payment, communication, and notification features offered through DSM
support requests, demos, and other communications with us

It does not govern third-party websites, payment processors, communication providers, or other external services except to the extent DSM directly controls the information shared with them.

Our Role and the Studio’s Role

When you visit our website, request a demo, contact us, or otherwise communicate directly with Dance Studio Manager, we collect and use information as the operator of our own business and services.

When a dance studio uses DSM to manage its students, parents, guardians, staff, schedules, attendance, billing, payments, communications, waivers, and related records, the studio generally decides what information is collected and how it is used. In those cases, DSM provides the software, hosting, support, security, and related processing needed to operate the service.

If you are a parent, student, guardian, teacher, or staff member using DSM through a studio, privacy requests about your account or your child’s account should usually be directed to that studio first. We may assist the studio with access, correction, export, deletion, or other support where appropriate.

Information We Collect or Process

Account and Contact Information

This may include names, usernames, passwords, email addresses, phone numbers, mailing addresses, and other contact details provided through website forms, support requests, studio setup, or account registration.

Student, Family, and Profile Information

Depending on how a studio configures DSM, the platform may process guardian names, student names, birthdates, gender, family relationships, profile details, photos, custom fields, notes, and other information submitted during registration or account management.

Studio Operations Data

DSM is designed to help studios manage classes, schedules, attendance, registrations, waivers, agreements, lesson or account notes, purchases, orders, gift cards, reports, ledgers, charges, payments, balances, and similar operational records.

Health or Sensitive-Adjacent Information

Some studios may choose to collect health-related or care-related information such as medication details, medical instructions, or similar registration notes. We process that information only as needed to provide the DSM service and related support to the studio using the platform.

Payment and Billing Information

DSM may process billing records, invoices, balances, transaction history, recurring payment settings, and payment-method metadata needed to support studio payments and accounting workflows. As explained below, payment processors may also return payment tokens, transaction IDs, method type, last four digits, expiration details, and similar payment metadata for ongoing use within DSM.

Communications and Notification Data

DSM may process email addresses, SMS-related contact details and consent-related fields provided by studios, message templates, recipient lists, scheduled communications, attachments, message history, call history, and push notification subscription data.

Technical, Device, and Security Data

We may collect IP addresses, login activity, device or browser information, service logs, session data, cookies, local storage data, and related technical information used for authentication, troubleshooting, abuse prevention, diagnostics, and service security.

Support Information

If you contact us for help, we may receive information you include in emails, support forms, screenshots, attachments, records, or troubleshooting communications.

How We Use Information

to provide, operate, maintain, and improve DSM and related services
to authenticate users and manage account access
to support studio registration, scheduling, attendance, billing, payments, and communications workflows
to send operational notices, reminders, confirmations, and service-related messages
to respond to support requests, demos, and customer inquiries
to monitor security, detect misuse, prevent fraud, and investigate incidents
to maintain backups, logs, and disaster-recovery capabilities
to comply with legal obligations, enforce agreements, and protect our rights or the rights of others
to send marketing or promotional communications where permitted, subject to available opt-out choices

Payment Information

DSM does not intend to store full credit card numbers, CVV codes, or full bank account numbers on DSM servers as part of normal payment processing workflows.

Payment information is processed through third-party payment processors and merchant service providers. DSM may store or receive payment tokens, customer or payment profile identifiers, payment method type, last four digits, expiration date, card type, transaction IDs, payment history, billing records, and related metadata so studios can process payments, refunds, recurring billing, and account balances.

Those processors may maintain their own privacy, security, and compliance practices. If you have specific processor-related questions, you may also need to review the policies of the payment provider being used by your studio.

Communications, SMS, Email, and Push Notifications

DSM includes communication tools that may allow studios or DSM to send emails, SMS messages, reminders, announcements, confirmations, attachments, and similar operational communications. Studios may also use templates, filters, scheduled sending, and communication histories within the platform.

If browser or app-based notifications are enabled, DSM may also process push notification subscription information and related identifiers needed to deliver those notifications.

Marketing emails sent directly by Dance Studio Manager will include an opt-out method when appropriate. Operational messages about accounts, billing, service use, or studio activity may still be sent when needed to provide the service.

Cookies, Logs, and Similar Technologies

We may use cookies, session technologies, local storage, and service logs to keep users signed in, remember preferences, operate features, measure performance, troubleshoot issues, and protect the service.

IP addresses and related technical information may also be used for security analysis, diagnostics, rate limiting, abuse prevention, and incident investigation.

How Information Is Shared

We may share information with the following categories of recipients when necessary to operate DSM, provide support, or comply with legal obligations:

the dance studio, school, or organization that controls the account or record
hosting, infrastructure, backup, and data-center providers
payment processors and merchant service providers
email, SMS, and notification delivery providers
service providers, contractors, or developers who need access to operate, secure, maintain, or support DSM
professional advisors, legal authorities, regulators, or law enforcement where required or appropriate
other parties in connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to applicable protections

We do not describe public disclosure of student or customer records as part of DSM’s normal service operation.

Data Retention and Backups

We retain information for as long as needed to provide DSM services, maintain service continuity, support legitimate business operations, resolve disputes, comply with legal obligations, and preserve security, backup, and disaster-recovery capabilities.

If data is deleted, corrected, or anonymized within the live service, copies may still remain in backups, logs, or recovery systems for a limited period until those systems rotate or are replaced in the ordinary course of business.

Security

We use administrative, technical, and physical safeguards designed to protect personal information, including access controls, secure connections, backups, monitoring, and limited access for personnel and service providers who need the information to operate and support DSM.

No method of storage, transmission, or internet-based service can be guaranteed to be completely secure, so we cannot guarantee absolute security.

Children’s Information

DSM is used by many dance studios that serve children. We do not intend for our marketing website to collect personal information directly from children without appropriate involvement from a parent, guardian, or responsible adult.

Within the DSM platform, information about minors may be entered by parents, guardians, authorized studio personnel, or other users acting on behalf of the studio for enrollment, scheduling, attendance, billing, communications, waivers, and related studio administration. The studio is generally responsible for obtaining any permissions or consents required for its own collection and use of that information.

Parents or guardians seeking access to, correction of, or deletion of a child’s information stored by a studio through DSM should normally contact that studio first. We may assist the studio where appropriate.

International and Regional Privacy Requests

Depending on where you live and how DSM is being used, you may have rights to request access to, correction of, deletion of, restriction of, or export of certain personal information, subject to applicable law and legitimate exceptions.

If your information is held by a dance studio using DSM, that studio is usually the first point of contact for your request because it generally controls the account and the underlying business relationship. DSM may support the studio in responding to such requests where appropriate.

For more information related to controller and processor responsibilities, you can also review our General Data Protection Policy.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, practices, vendors, operations, or legal obligations. When we do, we may update this page and the effective wording of the policy accordingly.

Contact Us

If you have questions about this Privacy Policy, our privacy practices, or a privacy-related request, please contact us.