Privacy Policy
Last updated: 26 September 2026
This policy explains what personal data we collect on https://www.worldofdanceromania.com and at the World of Dance Romania event, why we collect it, who receives it, how long we keep it and what rights you have. We process your data on the legal grounds listed below and ask for your consent only where the law requires it; registering for the event does not mean that you “automatically consent” to anything.
1. Who is responsible for your data
The data controller is ASOCIATIA PITICU DANCE STUDIO, Trade Registry no. 35/RA/2019, CIF 41448460, Traian Popovici Street, No 77 Bucharest 031425 Romania.
For anything related to your personal data, write to [email protected] or call +4 0770.295.383. We have not appointed a Data Protection Officer.
2. What we collect, why, and on what legal ground
| When | Data | Why | Legal ground (GDPR art. 6) |
|---|---|---|---|
| You create an account | name, e-mail, password (stored only as a hash), account type (studio, independent dancer, spectator), your optional newsletter choice | to give you access to your account, registrations, orders and invoices | contract (6(1)(b)) |
| You register a team, routine or battle entry | entry and team name, studio, choreographer, city, country, Instagram handle, contact person (name, phone, e-mail), team photo, music file, video link, short bio, stage props; the confirmations you tick (Terms and Contest Rules, parental statement, optional photo/video consent), with their date and exact wording | to organise the competition: selection, schedule, stage and sound, judging, results | contract with the account holder (6(1)(b)) |
| You add dancers to an entry | full name, date of birth, gender, optional notes | to check the age category, prepare access bracelets and the running order | our legitimate interest in organising the competition by age category (6(1)(f)) |
| You upload music | the music file and an automatic transcription of its lyrics | to check the lyrics before the event; the transcription runs on our own server and is not sent to any AI provider | legitimate interest (6(1)(f)) |
| You pay or we issue an invoice | name, e-mail, phone, address, company name and VAT/registration number, personal identification number (CNP, optional, for Romanian invoices to individuals), amount, order, payment status and the masked card number sent back by the payment processor | to take the payment, issue the invoice and keep accounting records | contract (6(1)(b)) and legal obligation under Romanian accounting and tax law (6(1)(c)) |
| You buy tickets, a camp pass, merchandise or a stream pass | name, e-mail, phone (optional; required for merchandise), chosen package or seats; for the Kids programme, the parent’s or legal guardian’s confirmation | to deliver the order, send the confirmation and the QR code, and check you in at the entrance | contract (6(1)(b)) |
| At the entrance | the QR code of your ticket or pass; our staff see your name and package | access control | contract (6(1)(b)) |
| Program and results | entry name, studio, city, country, level, division and scores, published on the website | transparency of the competition | legitimate interest (6(1)(f)) |
| Photos and video at the event | images and recordings of performances | event coverage, live streams and results; promotional use (website, social media, printed materials) of an entry’s images only if its registrant gave the optional photo/video consent | contract (6(1)(b)) and legitimate interest (6(1)(f)); consent (6(1)(a)) for promotional use |
| You subscribe to our newsletter | e-mail, date of sign-up, the wording you agreed to | to send news about registrations, guests and shows | consent (6(1)(a)), given with the box in the website footer or when you create an account; you can withdraw it at any time with the unsubscribe link in every e-mail |
| We e-mail you about your entry or order | for some e-mails about acceptance and payment: whether and when the e-mail was opened or a link was clicked, with IP address and browser | to know whether important payment e-mails reached you | legitimate interest (6(1)(f)); you can object at any time |
| You write to us (contact form, e-mail, WhatsApp) | your e-mail address and message | to answer you | legitimate interest (6(1)(f)) or steps before a contract (6(1)(b)) |
| You apply as a volunteer | name, age, city, phone, e-mail, Instagram, availability, languages, experience, driving licence, T-shirt size, your answers, IP address and browser; for applicants under 16 (under 18 in Türkiye), their parent’s or legal guardian’s agreement | to select and organise volunteers | steps before a contract (6(1)(b)) |
| You contact us as a partner, sponsor or influencer | name, company, contact details, message | to discuss the collaboration | legitimate interest (6(1)(f)) |
| Your cookie choices | a random ID, your choices, the date, your IP address with the last part removed, your browser type | to prove what you agreed to | legal obligation to demonstrate consent (GDPR art. 7(1), 6(1)(c)) |
| You browse the website | the section of the site you are on and whether you are signed in, linked to your session (no IP address or browser stored) | to show our team how many people are online | legitimate interest (6(1)(f)) |
| Security | IP address, browser, time and account e-mail for sign-in, registration and password events | to protect accounts and detect abuse | legitimate interest (6(1)(f)) |
Cookies and other information stored on your device are described in our Cookie Policy. Data marked as required in our forms is needed to register or to complete an order; without it we cannot provide the service. Dancers’ dates of birth are needed to place them in the correct age category. We do not take decisions based solely on automated processing.
3. Children
Many of our dancers are under 18. We receive their data from the studio, coach or parent who registers them. When you register an entry, you confirm, with a box we keep a record of, that for every dancer under 16 (under 18 for World of Dance Türkiye) you are their parent or legal guardian or have their parent’s or legal guardian’s consent. Orders for the Kids programme must be placed by a parent or legal guardian, who confirms this at checkout, and volunteers under that age need their parent’s or legal guardian’s agreement. Please do not include health information in the dancers’ notes.
4. Who receives your data
We do not sell your data. We share it only with the service providers below, who process it for us or provide the service you asked for, and with authorities when the law requires it.
| Recipient | What for | Data | Where |
|---|---|---|---|
| Contabo GmbH | hosting of the website, database, files and our e-mail server | all data described above | Germany (EU) |
| Cloudflare, Inc. | security and delivery of the website (all traffic passes through Cloudflare), hiding e-mail addresses from spam robots, network error reports; video streaming for stream pass holders | IP address, browser data, pages requested, data sent through forms | USA / global network |
| Netopia Financial Services S.A. | card payments | name, e-mail, amount, order description; you enter your card details on Netopia’s page and we never see them | Romania (EU) |
| Stripe, PayPal | alternative payment methods, only for accounts where they are enabled | name, e-mail, amount, order description | Ireland / Luxembourg (EU), USA |
| Google (Google Workspace) | our mailbox [email protected] and internal notifications about payments | the messages you send us, name, e-mail, order details | USA / EU |
| World of Dance (international organiser) | the list of competitors and results, so that eligible participants can be invited to World of Dance international events (see the Participation Regulation) | entry name, studio, results, contact person | USA |
| YouTube (Google) | videos of routines published on the official World of Dance YouTube channels | recordings of performances | USA |
| WhatsApp (Meta) | only if you contact us on WhatsApp; the pre-filled message may include your order number and e-mail | phone number, message | USA / EU |
| Our accountant and the Romanian tax authority (ANAF) | accounting and tax reporting | invoice data | Romania (EU) |
Transfers outside the EU/EEA. Some of these providers are based in, or can access data from, countries outside the EU/EEA, mainly the USA. These transfers rely on the EU–US Data Privacy Framework for certified providers or on the European Commission’s Standard Contractual Clauses. The list of competitors sent to World of Dance is transferred because it is necessary for the qualification and invitation to the World of Dance international events that this competition is part of (GDPR art. 49(1)(b)).
5. How long we keep your data
| Data | Kept for |
|---|---|
| account | until you delete it or ask us to |
| entries, dancers, music and team photos | as long as your account exists, until you delete them or the account; results (entry name, studio, scores) stay in the competition archive |
| invoices and accounting records | the period required by Romanian accounting law |
| orders and payment records | paid orders: as long as the invoices they belong to; unpaid orders: 24 months |
| newsletter | until you unsubscribe; we keep the unsubscribed address so that we do not e-mail you again |
| e-mail open and click data | 5 years |
| contact messages | 5 years |
| volunteer applications | 5 years |
| records of your cookie choices | 1095 days |
| confirmations given in our forms | as long as the entry, order, application or subscription they belong to |
| security logs | 180 days |
| online visitor counter | 1 day |
6. Your rights
You have the right to access your data, to have it corrected or deleted, to restrict its processing, to receive it in a portable format, and to object to processing based on legitimate interest, including at any time to direct marketing. Where we rely on your consent, you can withdraw it at any time; this does not affect processing done before. You can download the data in your account and delete your account from the account page, or write to [email protected] for any request. We answer within one month; for complex requests this can be extended by two more months, and we will tell you if so.
If you believe we process your data unlawfully, you can complain to the Romanian supervisory authority, the Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal (ANSPDCP), B-dul G-ral. Gheorghe Magheru 28-30, Sector 1, București, www.dataprotection.ro, or to the data protection authority of the EU country where you live or work.
7. Changes
We will update this policy when our processing changes. The date at the top shows the latest version.