Privacy policy

1. Controller responsible for data processing

The controller responsible for processing personal data on this website is:

Dancentra is an independently operated international online directory for Square Dance, Round Dance, Clogging and Contra Dance.

If you have questions about the processing of personal data or wish to exercise your data protection rights, you may contact the address given above at any time.

2. General information on data processing

We take the protection of your personal data seriously and process it solely in accordance with applicable data protection legislation, in particular the General Data Protection Regulation (GDPR).

Personal data means any information relating to an identified or identifiable natural person.

Our website allows users, in particular, to find people from different dance disciplines, make contact, publish their own profiles and look for event opportunities.

Public searches and contact through the designated contact forms are generally possible without registration.

A user account is required to create personal profiles, manage club requests on an ongoing basis and use certain advanced features.

We process personal data only to the extent necessary to provide our services, comply with legal obligations, pursue legitimate interests or on the basis of voluntary consent.

3. Hosting and server logs

Our website is hosted by the following provider:

ALL-INKL.COM – Neue Medien Münnich
Hauptstraße 68
02742 Friedersdorf
Germany
https://all-inkl.com

When you visit our website, the web server processes technically necessary information.

This may include, in particular:

• IP address of the accessing device
• date and time of access
• web address or file requested
• browser used and browser version
• operating system used
• amount of data transferred
• HTTP status code
• referrer information, where applicable

This information is processed to make the website technically available, analyse errors and ensure the security and stability of our systems.

Legal basis: Article 6(1)(f) GDPR.

Our legitimate interest is the secure and functional operation of the website.

Server access logging configured for this website is disabled. Technical processing needed to deliver the website still takes place. Separate security or operational processing by the hosting provider must be distinguished from this.

Hosting is covered by the supplied ALL-INKL.COM data processing agreement under Article 28 GDPR, dated 25 August 2026. It specifies storage of hosting data in Germany and names Neue Medien Münnich GmbH, Bautzener Straße 56, 02742 Neusalza-Spremberg, Germany, as a subprocessor.

4. SSL or TLS encryption

Our website uses an encrypted HTTPS connection.

This protects data transmitted between your browser and our web server against unauthorised interception during transmission.

An encrypted connection can usually be recognised by the use of https:// in your browser's address bar.

5. Registration and user accounts

5.1 Creating a user account

Interested individuals can register on our website to create their own profile or use other directory features.

During registration, we process in particular:

• Email address
• username or display name
• a securely stored password hash
• date and time of registration
• verification and approval status
• necessary technical security information
• language and account settings, where applicable

Passwords are not stored in plain text.

The processing serves to set up and manage the user account, authenticate users and provide the requested features.

Legal basis: Article 6(1)(b) GDPR.

Where data is processed to prevent abuse and protect user accounts, the legal basis is Article 6(1)(f) GDPR.

5.2 Verifying the email address

After registration, we send an email containing a verification link.

Verification serves to ensure that the email address provided is reachable and can be used by the registering user.

Daily cleanup removes only unverified, unused subscriber accounts with no associated content after 14 days. Accounts with profiles or other content and accounts with elevated permissions are not automatically deleted by this process.

5.3 Manual approval

New personal profiles are not published immediately after registration.

Before initial publication, an authorised administrator reviews the profile.

The profile information provided and its plausibility may be checked during this review.

The review serves, in particular, to ensure quality, prevent abusive entries and protect other users.

Legal basis: Article 6(1)(b) and (f) GDPR.

5.4 Changes to user profiles

Registered individuals can edit their own profile information.

Certain changes, particularly to the public name, location, profile photo or published contact details, may require renewed manual approval.

Until such a change is approved, the previously approved version of the profile may remain publicly visible.

This does not affect the right to withdraw consent to publication.

6. Public personal profiles

6.1 Purpose of the directory

Dancentra allows the voluntary publication of personal profiles in the following disciplines:

• Square Dance Caller
• Round Dance Cuer
• Clogging Instructor
• Contra Dance Caller and Prompter

One person may carry out several activities at the same time.

Public profiles enable clubs, event organisers, dancers and other interested parties to find and contact suitable people.

6.2 Published information

Depending on the information provided voluntarily and the publication settings, the following information may be displayed publicly:

• name or display name
• country and approximate region of residence or activity
• profile photo
• personal description
• languages spoken
• dance programmes offered and qualifications
• Calling and Teaching programmes
• Round Dance phases
• Clogging levels
• Contra Dance activities
• club affiliations
• types of events offered
• regularly unavailable weekdays
• information on sound systems and equipment
• Website
• telephone numbers voluntarily approved for publication
• other voluntary contact information

The email address used for the user account is not displayed publicly by default.

Contact is possible through an internal contact form.

6.3 Legal basis for publication

Personal profile information is published on the basis of explicit, voluntary consent pursuant to Article 6(1)(a) GDPR.

Consent to public profile publication is obtained separately from registration.

Additional publication settings or consent may be provided for individual optional details, in particular profile photos, telephone numbers and display on the map.

Consent may be withdrawn at any time with effect for the future.

6.4 International accessibility

Our website is intended for users worldwide.

Profiles approved for public display can therefore generally be accessed by people in Germany, other European countries and countries outside the European Union.

Published information may also be indexed by search engines and displayed in their search results.

We cannot completely prevent publicly accessible information from being copied, stored or redistributed by third parties.

Following erasure or withdrawal of consent, we remove the relevant data from our own public areas and caches under our control.

7. Profile photos

Registered individuals may voluntarily upload a profile photo.

The photo is used to display the personal profile.

Manual approval takes place before publication.

Legal basis: Article 6(1)(a) GDPR.

Profile photos can be removed by the profile owner.

Where technically possible, unnecessary metadata is removed when uploaded images are processed.

Only images for which the person concerned holds the necessary usage rights may be uploaded.

After publication is withdrawn or the profile is deleted, the images are removed from public display and deleted in accordance with our erasure procedures.

8. Interactive maps and location searches

8.1 Map display

We use interactive maps to display the geographical locations of personal profiles and club requests.

The maps are displayed using the Leaflet JavaScript library.

The maps use OpenStreetMap data.

External map content is loaded only after deliberate activation by the visitor.

The following information may be transmitted to the map provider:

• IP address
• browser information
• time of access
• map areas requested
• referrer information, where applicable

Legal basis: Article 6(1)(a) GDPR, where transmission to the external map provider is based on voluntary consent.

Where information is stored on or read from the user's device, we also comply with Section 25 TDDDG.

8.2 Map providers used

Once activated, map tiles load directly from tile.openstreetmap.org. The provider is the OpenStreetMap Foundation, St John’s Innovation Centre, Cowley Road, Cambridge, CB4 0WS, United Kingdom. It processes connection data as an independent controller and uses a worldwide delivery network.

OpenStreetMap Foundation www.openstreetmap.org

Privacy information: OpenStreetMap Privacy Policy

Leaflet 1.9.4 also loads from unpkg.com only after map activation. unpkg uses Cloudflare’s worldwide network; the delivery service receives data including the IP address, browser information and requested file. This external library does not load without map activation.

unpkg · Cloudflare

8.3 Location details in personal profiles

Individuals may voluntarily consent to their approximate location being displayed on a public map.

The centre of the specified town or a larger region is generally used for this purpose.

An exact private home address is not required to participate in the directory.

Private home addresses should not be published as map markers.

Legal basis: Article 6(1)(a) GDPR.

9. Geocoding with LocationIQ

The LocationIQ service may be used to search for places, regions and distances.

LocationIQ / Unwired Labs https://locationiq.com

Privacy: LocationIQ Privacy Policy

When a location search is performed, the entered place name or search details are transmitted to LocationIQ.

The service determines geographical coordinates from this information, which are required for the search feature.

Requests are sent server-side through our WordPress server to eu1.locationiq.com.

In this server-side request, the visitor's IP address is not transmitted directly to LocationIQ as the sender IP address.

Depending on the configuration, however, search details or location information may relate to an identifiable person.

Legal basis: Article 6(1)(a) GDPR, where personal data is transmitted to the external service on the basis of voluntary consent.

LocationIQ offers a European API endpoint. However, this does not automatically guarantee that all processing takes place exclusively within the European Union.

LocationIQ identifies Unwired Labs (India) Pvt Ltd as its provider. The European API endpoint does not rule out access from third countries. Place queries and technical details of our server are transmitted, not account passwords or contact forms. Please do not enter private home addresses in the public place search.

Successful geocoding results are cached on our server for up to 30 days; published profile coordinates remain stored until changed, withdrawn or deleted.

LocationIQ DPA

10. Route planning with openrouteservice

The openrouteservice routing service may be used to search for events and available Caller along a driving route.

The service is provided by HeiGIT.

Website: https://openrouteservice.org

Privacy: HeiGIT privacy policy

When route searching is used, the following details may be processed:

• starting location entered
• destination entered
• optional intermediate stops
• travel date or travel period
• selected search radius
• geographical coordinates

This information is needed to calculate a road route and identify matching search results along it.

Transmission takes place after appropriate information has been provided and the feature has been activated.

Legal basis: Article 6(1)(a) GDPR, where personal location data is transmitted on the basis of voluntary consent.

Calculated road routes are cached server-side for up to 7 days to reduce external requests.

Using route search does not automatically publish private travel routes.

11. Leader wanted: publication of club requests

11.1 Purpose of the feature

Through Leader wanted, clubs, associations and event organisers can publish requests seeking a Caller, Cuer, Clogging Instructor or Contra Dance Caller/Prompter.

The feature covers:

• regular club nights and substitute engagements
• special events and dance events
• workshops and classes
• multi-day events and dance weekends

Publication is possible with a registered club account or without a permanent user account.

11.2 Data processed

• name of the club or event organiser
• name of the contact person
• email address of the contact person
• telephone number provided voluntarily
• Event type
• event location and country
• date, time and time zone
• dance discipline and programmes sought
• voluntary information on fees and travel costs
• additional event description

The contact person's email address is generally not displayed publicly.

11.3 Verification and approval

For submissions without a user account, the email address provided is verified through a confirmation link.

Each request is approved by an administrator before it is displayed publicly.

Time-limited editing links may be provided to manage guest requests.

Legal bases: Article 6(1)(b) and (f) GDPR.

Voluntary publication of personal contact information takes place pursuant to Article 6(1)(a) GDPR, where consent is the intended legal basis.

11.4 Expiry and erasure

Requests can be marked as filled, edited or withdrawn by their creator.

After the event date has passed, they are removed from the regular public search.

Expired approved requests currently remain in an archive excluded from public search. Automatic permanent deletion of these records is not enabled. They are deleted manually when the processing purpose ends or following a valid erasure request, unless a retention obligation applies.

Unverified guest requests are removed by daily cleanup after 14 days. Additional cleanup of old unpublished drafts and resolved reports is currently disabled.

11.5 Club accounts and permissions

For club memberships we store the club name, optional city and country details, linked user ID, role, review status and requested name changes. Membership and permissions are reviewed manually. Approved club details may appear in club directories; internal role and review data are not displayed publicly.

Legal basis: Article 6(1)(b) and (f) GDPR.

12. Existing optional entries

The following information concerns voluntary entries already stored. The associated feature is not currently offered publicly.

12.1 Data processed

• associated user account and personal profile
• specified region of stay
• planned arrival and departure dates
• periods of availability offered
• starting and destination regions of a journey
• optional intermediate stops
• maximum acceptable detour
• dance programmes offered
• additional availability information

12.2 Public display

Publication of such entries requires a separate, voluntary decision by the user.

As a rule, only approximate regions of stay or generalised travel routes may be used for public display.

The following should not be displayed publicly:

• private holiday addresses
• exact accommodation addresses
• live GPS locations
• complete private movement profiles
• intermediate stops not approved for publication

Additional details may be made accessible to registered and approved users only where the person concerned has explicitly authorised this.

Legal basis: Article 6(1)(a) GDPR.

12.3 Withdrawal and erasure

Publication of an optional entry may be withdrawn at any time.

Following withdrawal, the entry is removed from public search results and map views.

The paused feature does not publish these historical records. Its former automatic expiry cleanup is disabled. Records remain stored until manual deletion when the purpose ends, a valid erasure request or account deletion.

13. Automatic matching of requests and availability

Our directory may suggest matching search results to registered individuals and clubs.

The following details may be compared:

• Dance discipline
• programmes offered and sought
• event date
• available periods
• Event location
• specified region of stay
• geographical distance

Automatic matching is used solely to find potentially suitable contacts and events.

The results are non-binding suggestions.

No automated decision is made that directly results in a binding booking, rejection or comparable legal effects.

Legal basis: Article 6(1)(b) GDPR for expressly requested search features.

Where applicable, separate consent is obtained for voluntary notifications.

14. Saved searches and notifications

Registered individuals may voluntarily save searches.

These may include:

• dance discipline sought
• programme and level
• preferred event period
• preferred region
• search radius
• preferred event types

If enabled, users may be notified by email when new matching entries are published.

Notifications are sent only if the user has explicitly enabled this feature.

Legal basis: Article 6(1)(a) GDPR.

Consent can be withdrawn at any time through the user account or an unsubscribe link provided.

Saved searches can be deleted by the user.

15. Contact forms

15.1 Contacting listed individuals

Visitors can contact registered Caller, Cuer, Instructor and Prompter through a contact form.

Registration is not required for this.

In doing so, we process in particular:

• sender's email address
• message content
• selected recipient
• technical information to prevent abuse

The message is forwarded to the selected person.

The recipient receives the email address entered by the sender and the message content so that they can reply.

The recipient's email address is not automatically disclosed to the sender.

Legal basis: Article 6(1)(b) GDPR, where its requirements are met, or Article 6(1)(f) GDPR.

15.2 Contacting clubs

Corresponding rules apply when making contact regarding published club requests.

The contact details and messages submitted by the sender are forwarded to the contact person specified for the request.

15.3 Storage of contact enquiries

Contact enquiries are generally processed only for as long as necessary for delivery, troubleshooting and preventing abuse.

Permanent storage of all contact enquiries in the directory database is not intended.

Technically necessary delivery logs may nevertheless be generated.

16. Email delivery and FluentSMTP

We use the email functions of our WordPress installation to send technical emails.

These include, for example:

• registration confirmations
• email verifications
• password resets
• profile approval notifications
• contact enquiries
• information about club requests
• voluntary search notifications
• data protection and erasure confirmations

FluentSMTP is used to send emails.

Emails are sent through the configured ALL-INKL SMTP connection.

The address data and message content required for this purpose are processed.

FluentSMTP may also store delivery logs. Depending on the configuration, these may contain recipient addresses, subject lines, message content and technical delivery information.

Storage is limited to what is necessary.

Currently configured retention period: 30 days. Email logging in FluentSMTP is enabled.

Legal basis: Depending on the purpose, Article 6(1)(a), (b), (c) or (f) GDPR.

17. Voluntary support via PayPal

Our directory can be supported through voluntary one-off payments.

We provide a link to PayPal for this purpose.

Support is voluntary and has no effect on registration, publication of a profile or placement in search results.

Clicking the relevant link takes you to a PayPal website.

PayPal (Europe) S.à r.l. et Cie, S.C.A.
Luxembourg

Privacy information: PayPal privacy statement

The payment itself is processed by PayPal.

We do not store complete credit card details or bank account details in our directory database.

In connection with a payment, we may receive payment information through our PayPal account, such as name, amount, transaction number and payment date.

This information may be processed to allocate payments and comply with statutory retention obligations.

Legal basis: Article 6(1)(b) and, where legal obligations apply, point (c) GDPR.

18. Cookies and technically necessary storage

Our website is based on WordPress.

Technically necessary cookies or comparable storage mechanisms may be used when certain features are accessed.

This applies in particular to:

• user login
• maintaining logged-in sessions
• security-related features
• storage of necessary user settings
• technical provision of requested features

Technically necessary storage may be permitted without additional consent under Section 25(2) TDDDG where its requirements are met.

Where personal data is processed in this context, the processing is also governed by the GDPR.

The required consent is obtained for non-essential cookies or comparable technologies.

idd_lang: Stores the explicitly selected language for 180 days. For signed-in users, the language is also stored in the account until changed or deleted.

wordpress_logged_in_* and wordpress_sec_*: Used for login and authentication. Without “Remember me” they are session cookies; selecting it sets a normal lifetime of 14 days. The underlying login without that option is normally valid for no more than 2 days.

wordpress_test_cookie: Checks cookie support on the WordPress login page; lasts until the session ends. wp-settings-* and wp-settings-time-*: Store personal WordPress interface settings for up to 1 year.

Where Polylang sets the pll_language cookie, it normally stores the selected language for 1 year. Polylang’s browser-language redirect is currently disabled.

Cookies can be deleted in browser settings. This may require signing in or choosing a language again. Dancentra’s automatic language detection only reads the language preference sent by the browser and does not store a browser profile from it.

The optional Dancentra app uses a service worker and browser cache storage. Only the four supplied public app icons are stored offline, not profiles, forms, HTML pages or API responses.

This icon cache has no fixed expiry period. Old plugin cache versions are removed when the service worker updates; you can delete the storage at any time through your browser’s site-data settings. The app currently offers no push notifications.

19. Protection against spam and abuse

To protect our users and technical systems, we take measures against spam, automated registrations and abusive contact enquiries.

These may include, in particular:

• technical input validation
• time limits on repeated requests
• hidden form fields to detect bots
• verification of confirmation links
• security-related logging
• manual review of suspicious entries

Legal basis: Article 6(1)(f) GDPR.

Our legitimate interest is to protect the directory, its users and its technical infrastructure.

Dancentra limits repeated requests using server-side identifiers derived from the IP address. These temporary counters last one hour or one day depending on the feature. The moderation log stores the time, editor ID, record ID and status action, not messages or profile content; it holds up to 200 entries, with entries older than 90 days removed on the next event.

Independently of disabled server access logs, Rank Math’s simple 404 monitor is active. It records failed request paths, hit counts and access times. URL query parameters are ignored; the log is limited to 100 entries, not a fixed number of days. The data helps detect and repair broken links.

Antispam Bee checks WordPress comments locally where applicable. External Gravatar, country and language checks are disabled. Comments retained as spam are cleaned up after 60 days under the current setting. This does not apply to Dancentra contact forms.

20. Recipients and international data transfers

Personal data is generally disclosed only to recipients whose involvement is necessary to provide our services or for which another legal basis exists.

This may include, in particular:

• hosting providers
• email service providers
• map and geocoding providers
• routing service providers
• payment service providers
• recipients of contact enquiries deliberately sent

Processing by ALL-INKL.COM is governed by the agreement named in section 3. LocationIQ provides an online DPA; its incorporation into this account and the required transfer safeguards have not yet been conclusively verified.

Some service providers may be based outside the European Union or the European Economic Area, or may process data in third countries.

Where personal data is transferred to a third country, we comply with the requirements of Articles 44 et seq. GDPR.

Actual providers are ALL-INKL.COM for hosting and email, OpenStreetMap Foundation and unpkg/Cloudflare after map activation, LocationIQ for consented place searches, HeiGIT for activated route requests, and PayPal after opening the support link. Message recipients receive the information explicitly sent to them.

OpenStreetMap and worldwide delivery networks may process connection data outside the EEA; LocationIQ identifies a provider in India. A European endpoint or consent to display a map does not replace any required evidence under Articles 44 et seq. GDPR. No specific certification or executed standard contractual clauses are asserted here. Information on safeguards documented in an individual case is available through the controller’s contact address.

21. Storage and erasure of personal data

We generally retain personal data only for as long as necessary for the respective processing purposes or where statutory retention obligations apply.

The hosting provider’s backups are used for recovery after data loss, not as an active directory. A specific rotation or deletion period for hosting backups has not currently been verified; it can be requested from the controller. No particular number of days is therefore guaranteed.

Following an erasure request, we remove the data concerned unless a legal basis for further retention exists.

For technical reasons, data in backups may not be fully removed until the end of the relevant backup cycle.

When backups are restored, erasures and withdrawals that have occurred in the meantime are taken into account.

22. Data protection rights

Subject to the legal requirements, you have the following rights:

Access pursuant to Article 15 GDPR

You may request information about the personal data we process about you.

Rectification pursuant to Article 16 GDPR

You may request the correction of inaccurate data or completion of incomplete data.

Erasure pursuant to Article 17 GDPR

You may request the erasure of your personal data where the legal requirements are met.

Restriction pursuant to Article 18 GDPR

Under certain conditions, you may request restriction of processing.

Data portability pursuant to Article 20 GDPR

Where the legal requirements are met, you may receive certain data in a structured, commonly used and machine-readable format.

Objection pursuant to Article 21 GDPR

Where processing is based on Article 6(1)(f) GDPR, you may object on grounds relating to your particular situation.

Withdrawal pursuant to Article 7(3) GDPR

You may withdraw consent you have given at any time with effect for the future.

This does not affect the lawfulness of processing carried out before consent was withdrawn.

To exercise your rights, you may contact the following address:

privacy@philippaff.de

Right to lodge a complaint

Under Article 77 GDPR, you have the right to lodge a complaint with a data protection supervisory authority.

For an operator based in Rheinland-Pfalz, the following authority is particularly relevant:

The State Commissioner for Data Protection and Freedom of Information of Rheinland-Pfalz www.datenschutz.rlp.de

23. Data security

We implement technical and organisational measures to protect personal data against loss, manipulation and unauthorised access.

These include, in particular:

• encrypted data transmission
• access restrictions for administrative functions
• role-based user permissions
• protection against unauthorised form submissions
• security checks on file uploads
• regular software updates
• data backups
• protected administrative access

Security measures are reviewed and adjusted in line with technical capabilities and existing risks.

24. Further planned features

Our directory is continuously being developed.

Additional features may be introduced in future.

Club and event organiser accounts

Club accounts and memberships already exist; their current processing is described in section 11.5.

Favourites and saved lists

Registered users can save interesting profiles or events for later use.

Extended availability calendars

Caller may voluntarily provide specific availability or periods when they are unavailable.

Extended notifications

Users can individually specify which new events or availability they wish to be notified about.

These features are offered only where they are actually activated on our website.

Before introducing new processing operations, we review their lawfulness under data protection legislation, provide the necessary information and obtain additional consent where required.

This privacy policy does not constitute blanket consent to future data processing.

25. Changes to this privacy policy

We reserve the right to amend this privacy policy where technical changes, new features or legal developments make this necessary.

The current version is available on our website.

Where changes require renewed information or consent, we will inform the users concerned accordingly.