Privacy | Thegreenroom

Privacy Policy

Last updated: 17 September 2026

The Greenroom is a competition management platform operated by Ridgewood Irish Dance LLC ("we", "us"). This policy explains what information we hold, why, who sees it, and what you can do about it.

Most of the people who compete through The Greenroom are children. We have written this policy to be read by their parents.

1. Who is responsible for your information

Ridgewood Irish Dance LLC, 580 N Maple Ave, Ridgewood, NJ 07450 — support@dancegreenroom.com

We are the controller of the information you give us through the platform. Event hosts, schools and governing organizations that receive information through the platform are separately responsible for what they do with it.

2. What we collect

Account information. Name, email address, password (stored by our website platform, never visible to us in readable form), phone number if you give it, your role on the platform, and the school you are connected to.

Competitor information. For each dancer added to the platform: first and last name, date of birth, school, teacher, and the parent or guardian account they belong to. We generate a Greenroom competitor ID and store any membership numbers issued to that dancer by a governing organization.

Entry information. The events a competitor is entered in, the competitions and dances selected, competitor numbers, age group, entry fees, payment status, credits, who submitted the entry, and the date and time it was submitted or changed.

Payment information. Amounts, dates, status, refunds, credits, and a reference to the payment held by our payment processor. We never see or store card numbers. Card details are entered on our payment processor's own secure page.

Host information. If you host an event, the business and identity information needed to set up your payment account. Most of this goes directly to our payment processor rather than to us — see section 5.

Teacher and adjudicator information. Teaching and adjudicating qualifications and the organization that issued them, school affiliation, and for adjudicators, the schools they are connected to so conflicts of interest can be flagged.

Results. Placements, scores, competition details, and adjudicator comments.

Technical information. Our website platform records log data such as IP address, browser type, pages visited and session information, and uses cookies. See our Cookie Notice.

Information from your school or an event host. A teacher or event host may upload records of past events, which can include a dancer's name, school, approximate level, ages and past results, and a parent's email address. See section 8.

3. Why we use it, and on what basis

What forWhy we are allowed to

Creating and running your accountTo perform our agreement with you

Taking entries, calculating fees, taking payment, issuing creditsTo perform our agreement with you

Checking age and level eligibility against an event's rulesTo perform our agreement with you

Building schedules, stage sheets, competitor numbers and running the eventOur legitimate interest, and the host's, in running the event

Showing a teacher the dancers at their schoolOur legitimate interest in supporting how schools operate

Publishing schedules and resultsOur legitimate interest, and the long-standing practice of the activity

Sending receipts, entry confirmations and event noticesTo perform our agreement with you

Inviting a family to claim a dancer record uploaded by their schoolOur legitimate interest in connecting a family to their own records — see section 8

Keeping audit records of who changed whatOur legitimate interest in accuracy and dispute resolution, and our legal obligation to keep financial records

Security, fraud prevention and platform improvementOur legitimate interest

We do not use your information for advertising, we do not sell it, and we do not share it for anyone else's marketing.

4. Who can see what

A parent sees their own family's dancers, entries, payments and results.
A teacher sees the dancers at their own school, their entries and their results. Teachers do not see other schools' dancers.
An event host sees the competitors entered in their own event — name, school, teacher, date of birth and age, competitor number, entries and payment status. They do not see families or dancers unconnected with their event.
An adjudicator sees the competitors in the competitions they are judging.
A governing organization sees its own members' records.
We can access all data on the platform in order to operate and support it.

What is public. Published event schedules and published results — including a competitor's name, school, age group and placement — are visible to anyone. This is how competition results have always worked, but you should know it before entering.

Adjudicator comments are not public. They are released only to the dancer and their teacher, and only when the event host approves their release after the event closes.

5. Who we share it with

Event hosts, for the events you enter, as described above.
Your school and teacher, as described above.
Governing organizations, where a dancer holds a membership with them and the information relates to their events, rules or records.
Stripe, our payment processor. When you provide personal data in connection with a payment or with setting up a host payment account, Stripe receives that personal data and processes it in accordance with Stripe's Privacy Policy (https://stripe.com/privacy). For hosts, Stripe may also obtain information from credit agencies and identity verification services to verify identity, as described in its policy.
Wix, which hosts our website, our database and our outgoing email, under Wix's own privacy policy and data processing terms.
Anyone you ask us to share with, or where we are required to share by law, or to protect someone's safety.

6. Children

Accounts on The Greenroom are for adults. You must be 18 or over to create an account, add a dancer, or make a payment. Dancer records are created and managed by a parent or guardian, or by a teacher on behalf of their school.

We do not knowingly allow children to create their own accounts or to give us information directly. If you believe a child has created an account, contact support@dancegreenroom.com and we will remove it.

A parent or guardian can at any time see, correct or ask us to delete everything we hold about their dancer, subject to section 9.

7. Where your information is stored

Our platform is hosted by Wix. Wix stores and processes data in data centres in the United States, Ireland, Israel and other locations as needed to deliver its services. Stripe processes payment data in the United States and elsewhere.

If you are in the UK, Ireland or the EEA, this means your information may be transferred outside your country. Those transfers are made under the safeguards our providers have in place, including standard contractual clauses and, for Israel, the European Commission's adequacy decision. Ask us if you want details.

8. Records uploaded by schools and event hosts

To help schools get started, a teacher or event host may upload records from events that have already taken place. These come from entry and results records the school or host already holds.

Uploaded records are visible only to that school's teachers and to us. They are not public and do not appear in any search.
We use them to invite the family to claim the dancer's record. Invitations are sent to a parent or guardian's email address, never to a child.
Every invitation says which school uploaded the record and includes a link to have it removed.
If nobody claims a record within 12 months, we delete it.
You can ask us to delete an uploaded record at any time, before or after any invitation, by replying to the invitation or emailing support@dancegreenroom.com. We will delete it and tell the school we have.

If you never want your child's records uploaded in this way, tell your school and tell us.

9. How long we keep things

WhatHow long

Account and dancer recordsWhile the account is active, and 12 months after it is closed

Entry and payment records7 years from the event, for financial and tax record-keeping

ResultsKept as a permanent competition record, because levels, grades and qualifications depend on past results

Audit records of changes7 years

Uploaded, unclaimed records12 months

On a deletion request, results and audit records are anonymized rather than erased — the entry stays in the competition history with the identifying details removed. We cannot remove a result from a published historical record entirely without damaging the integrity of other competitors' records, and we are required to keep financial records for a set period.

10. Your rights

Depending on where you live, you can ask us to give you a copy of what we hold about you or your child, correct anything inaccurate, delete it (subject to section 9), restrict or object to how we use it, give you a portable copy, or let you withdraw consent at any time.

Email support@dancegreenroom.com. We will respond within one month. We may need to confirm your identity first, and for a request about a dancer, that you are their parent or guardian. Where information is held by our hosting provider, we will ensure your request covers that too.

If you are in the UK, Ireland or the EEA and are unhappy with our response, you can complain to your data protection authority — in Ireland the Data Protection Commission, in the UK the Information Commissioner's Office.

If you live in California: we do not sell or share your personal information as those terms are defined under California law, and we do not use it for cross-context behavioural advertising. You have the rights above and will not be treated differently for exercising them.

11. Security

Access to the database is restricted by role and enforced on our servers, not in your browser. Card details never reach our systems. Traffic is encrypted. We keep an audit trail of changes to entries, payments and results.

No system is perfectly secure. If a breach affects your information, we will tell you and the relevant authority where the law requires it.

12. Changes

We will post any change here with a new date. For anything material we will email account holders.

13. Contact