Where's The Dance is a 501(c)(3) nonprofit, and we take seriously our responsibility to protect your information and the resources our community has entrusted to us. Below are our Privacy Policy, Terms of Service, Data Retention Policy, and nonprofit governance policies.
Effective date: [to be set upon Board adoption — drafted July 8, 2026]
Where's The Dance ("WTD," "we," "us," or "our") is a 501(c)(3) nonprofit organization (EIN 41-4275349) incorporated in the State of California, dedicated to helping square dancers, round dancers, callers, cuers, and clubs find each other, find events, and find dance partners. This Privacy Policy explains what personal information we collect through wheresthedance.com and our related services (the "Site"), how we use it, who we share it with, and the choices available to you.
If you have questions about this policy or about your own information, contact us at Update@WheresTheDance.com.
We collect information you provide directly to us, including:
We also collect limited information about how you were invited to WTD: if an existing member invites you using our "Invite a Friend" feature, we log who sent the invitation, the invitee's name and email, and the date, so we can track whether the invitation resulted in an account and a successful first login.
When you use the Site, we automatically log certain technical information, including:
We use a small number of first-party cookies to make the Site work and to remember your preferences. We do not use cookies to sell your information or to track you across other companies' websites.
| Cookie | Purpose | Duration |
|---|---|---|
user, user_email | Keeps you logged in | 1 year |
clubPriv | Remembers club-level permissions during your session | Session/varies |
wtdTimeFormat | Remembers your preferred 12/24-hour time display | 1 year |
wtdNewVisitor, wtdOverlaySeen | Avoids re-showing onboarding/welcome overlays | Varies |
wtdDonateClicked, wtdPartnerClicked | Remembers that you've already seen certain prompts | Varies |
wtdPostalSkipped | Remembers if you chose to skip entering a postal code | Varies |
| Search/filter cookies | Remembers your last event or club search filters | Varies |
Google Analytics separately sets its own cookies (typically _ga and _gid) for aggregate usage statistics. You can control cookies through your browser settings, though disabling essential cookies will prevent you from staying signed in.
We do not use your information for third-party advertising.
WTD's partner-matching feature is built around one core promise: we never share your name or contact information with a matched dancer unless and until you choose to. When you and another dancer are identified as a potential match for an event, each of you receives a private email with options to accept, ask a question, or opt out — all communicated anonymously through WTD's own relay system.
If you choose to share your phone number, email address, or any other personal contact information with your match, that is always your own choice, made inside a message you write. You can exchange messages back and forth as many times as you'd like before deciding whether to proceed, and opting out of a match only affects that one event.
We do not sell your personal information. We share information only in the following circumstances:
Donations are processed by Zeffy, and event payments are processed by Square, through their own hosted, secure checkout pages. WTD never sees or stores full credit card numbers, CVV codes, or expiration dates.
No method of transmission or storage is 100% secure, but we are committed to protecting your information and promptly addressing any issues we discover.
We retain personal information for as long as your account is active, or as needed to provide services, comply with our legal and financial obligations, resolve disputes, and enforce our agreements. See the Data Retention Policy tab above for our detailed schedule.
WTD is intended for adult dancers and is not directed to children. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us so we can remove it.
We may update this Privacy Policy from time to time. Material changes will be posted here with a new effective date. Continued use of the Site after a change becomes effective constitutes acceptance of the updated policy.
Where's The Dance is a 501(c)(3) nonprofit organization (EIN 41-4275349) incorporated in the State of California. Questions or requests: Update@WheresTheDance.com.
Effective date: [to be set upon Board adoption — drafted July 8, 2026]
These Terms of Service ("Terms") govern your use of wheresthedance.com and related services (the "Site"), operated by Where's The Dance, a 501(c)(3) nonprofit organization (EIN 41-4275349) incorporated in the State of California ("WTD," "we," "us"). By creating an account or otherwise using the Site, you agree to these Terms.
You must be at least 18 years old to create an account on WTD. By creating an account, you represent that you meet this requirement and that the information you provide is accurate and current.
You are responsible for maintaining the confidentiality of your password and for all activity that occurs under your account. Notify us immediately at Update@WheresTheDance.com if you suspect unauthorized use of your account.
WTD provides a directory of square/round dance clubs, callers, and cuers; a listing of dance events; a donation platform supporting our nonprofit mission; and an optional partner-matching feature to help dancers find a compatible partner for a given event.
WTD's partner-matching feature is a communications portal only. WTD does not vet, background-check, or verify the identity, intentions, or suitability of any user, and does not select, endorse, guarantee, or recommend any match.
You may opt out of being matched for a given event, or disable partner matching entirely, at any time through your profile.
When using the Site, you agree not to:
We reserve the right to remove content, suspend, or terminate accounts that violate these Terms.
Donations are processed through Zeffy, and event payments through Square. WTD does not directly collect or store your full card number. Because WTD is a 501(c)(3) nonprofit, donations may be tax-deductible to the extent permitted by law — consult your own tax advisor. Event-fee refunds are subject to the policies of the organizing club, not WTD.
Club, caller, cuer, and event information is provided by clubs and other third parties and may change, including cancellations, without notice. WTD does not guarantee the accuracy, completeness, or timeliness of any listing — please confirm directly with the organizing club before traveling to an event.
The Site's design, text, graphics, and other content owned by WTD are protected by copyright and other intellectual property laws. You retain ownership of content you submit (such as a profile photo), but grant WTD a license to display it as part of operating the Site.
The Site is provided "as is" and "as available," without warranties of any kind, express or implied. WTD does not warrant that the Site will be uninterrupted, secure, or error-free, or that any match, introduction, or event listing will meet your expectations.
To the fullest extent permitted by law, WTD, its board members, officers, and volunteers will not be liable for any indirect, incidental, special, consequential, or punitive damages arising out of or related to your use of the Site — including any interaction, meeting, or relationship arising from the partner-matching feature. WTD's total liability is limited to the amount, if any, you paid to WTD in the twelve months preceding the claim.
You agree to indemnify and hold harmless WTD and its board members, officers, and volunteers from any claims, damages, or expenses arising from your use of the Site, your violation of these Terms, or your interactions with other users.
You may stop using the Site and request deletion of your account at any time by contacting Update@WheresTheDance.com. We may suspend or terminate your access for conduct that violates these Terms or is otherwise harmful to WTD or other users.
These Terms are governed by the laws of the State of California, without regard to its conflict-of-laws principles. Disputes are subject to the exclusive jurisdiction of the state or federal courts located in California.
We may update these Terms from time to time. Material changes will be posted here with a new effective date.
Questions about these Terms can be sent to Update@WheresTheDance.com.
Adopted: [date of Board adoption] — Draft prepared: July 8, 2026
Where's The Dance ("WTD") collects certain personal, operational, and financial information in order to operate its website and fulfill its mission of connecting square and round dancers, callers, cuers, and clubs. This policy establishes how long WTD retains that information, and how it is disposed of, so that WTD retains only what it reasonably needs — protecting both the users who have trusted WTD with their information and the donated resources WTD relies on to operate.
This policy applies to all personal data, operational data, and financial/corporate records held by WTD, whether stored in its website database, email systems, third-party service providers (Postmark, Zeffy, Square, Google Analytics, geocoding providers), or physical/board records. It works alongside WTD's Privacy Policy, which describes retention from a user-facing perspective, and its Document Retention & Destruction Policy, which governs corporate and governance records.
The Board of Directors designates a member of WTD's technical/administrative staff (currently accessible via the Update@WheresTheDance.com inbox) as responsible for implementing this schedule, including periodic purges of expired data and responding to user deletion requests. The Board reviews this policy at least annually.
| Data Category | Retention Period | Trigger / Starting Point | Disposition |
|---|---|---|---|
| Account & profile information (name, email, phone, address, dance experience, password hash) | Life of account, plus 3 years | Account creation / last login | Anonymized or deleted 3 years after the account becomes inactive (no login) or upon a verified user deletion request, whichever is sooner |
| Partner-matching preferences & match history | Life of account, plus 1 year | Event date / account status | Deleted or anonymized with the parent account, or 1 year after the related event, whichever is later |
| Message relay content (anonymous partner-matching messages) | 1 year after the related event | Event date | Permanently deleted |
| Login security log (IP, device, success/failure) | 2 years | Login attempt date | Purged on a rolling basis |
| Invite-a-Friend log (inviter, invitee, dates, login outcome) | 3 years | Invitation date | Purged on a rolling basis; may be retained longer in aggregate, de-identified form for leaderboard/recognition purposes |
| Email delivery logs (bounces, rejections, blast history) | 1 year | Send date | Purged on a rolling basis |
| Donation transaction records (Zeffy) and event payment records (Square) | 7 years | Transaction date | Retained per financial recordkeeping requirements (Section 5), then purged or archived |
| Legacy paymentInfo table — non-card fields (amount, event, payee, date) | Retained indefinitely for historical reporting | N/A — already in place | Card number, CVV, and expiration fields were permanently cleared in 2025 and must never be repopulated |
| Geocode cache (postal code → approximate coordinates) | Indefinite | N/A | Not personal data on its own; retained for performance |
| Google Analytics usage data | Per Google Analytics account configuration | N/A | WTD will configure GA4 data retention to the shortest practical setting available |
As a 501(c)(3) organization, WTD follows standard nonprofit-sector recordkeeping practice:
| Data Category | Retention Period | Trigger | Disposition |
|---|---|---|---|
| Articles of Incorporation, Bylaws, IRS determination letter | Permanent | N/A | Retained permanently |
| Board meeting minutes and resolutions | Permanent | Meeting date | Retained permanently |
| IRS Form 990 filings and supporting workpapers | Permanent | Filing date | Retained permanently |
| Annual financial statements / audit or review reports | Permanent | Fiscal year end | Retained permanently |
| General ledger, bank statements, donation & payment records | 7 years | Fiscal year end | May be securely destroyed after 7 years unless under legal hold |
| Contracts and agreements | 7 years after expiration | Contract expiration | May be securely destroyed after 7 years unless under legal hold |
| Insurance policies | Permanent for expired policies through the period of possible exposure | Policy expiration | Review before destruction |
| Personnel/volunteer records | 7 years after end of service | End of service | Securely destroyed after 7 years |
When a user requests deletion of their account, WTD will remove or anonymize personally identifying fields (name, contact information, profile content) associated with that account. Where a record must be retained for financial, tax, or legal reasons, WTD retains only the minimum information necessary for that purpose and removes the rest.
If WTD becomes aware of pending or reasonably anticipated litigation, a government investigation, or an audit, all relevant data — regardless of the schedule above — will be preserved until the matter is resolved and the hold is formally lifted.
While data is retained, it is protected under the same safeguards described in WTD's Privacy Policy: passwords are stored using bcrypt one-way hashing, the Site is served over HTTPS, and administrative access is restricted to authenticated staff/board accounts.
The Board of Directors, or a committee it designates, reviews this policy at least once per year and updates it as WTD's systems, service providers, or legal obligations change.
Adopted by the Board of Directors of Where's The Dance on: ______________________
Signature: ______________________ Title: ______________________
Draft prepared: July 8, 2026
This section contains three related, independently adoptable policies: (I) Conflict of Interest Policy, (II) Whistleblower Policy, and (III) Document Retention & Destruction Policy.
This Conflict of Interest Policy is intended to protect the interests of Where's The Dance ("WTD") when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of WTD, or might result in a possible excess benefit transaction. This policy supplements, but does not replace, any applicable state or federal laws governing conflicts of interest for nonprofit corporations.
1. Interested Person. Any director, officer, or member of a committee with governing board delegated powers who has a direct or indirect financial interest, as defined below, is an "interested person."
2. Financial Interest. A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:
A financial interest is not necessarily a conflict of interest — a person who has a financial interest may have a conflict of interest only if the appointed governing body or committee decides that a conflict of interest exists, as set forth in Article III below.
1. Duty to Disclose. An interested person must disclose the existence and nature of their financial interest to the directors and committee members considering the proposed transaction or arrangement.
2. Determining Whether a Conflict of Interest Exists. After disclosure and discussion, the interested person shall leave the meeting while the remaining board or committee members discuss and vote on whether a conflict of interest exists.
3. Procedures for Addressing the Conflict. The interested person may make a presentation but shall leave the meeting during the discussion of, and vote on, the transaction. The board or committee shall determine whether WTD can obtain a more advantageous transaction with reasonable effort from a party without a conflict of interest, and shall determine, by majority vote of disinterested directors, whether the transaction is in WTD's best interest and is fair and reasonable.
4. Violations. If the board or committee has reasonable cause to believe a member has failed to disclose an actual or possible conflict of interest, it shall inform the member of the basis for such belief, afford an opportunity to explain, and — if the failure to disclose is confirmed — take appropriate disciplinary and corrective action.
Minutes shall document the names of interested persons, the nature of the financial interest, actions taken to determine a conflict, the board's decision, and a record of votes taken.
No voting board or committee member who receives compensation, directly or indirectly, from WTD may vote on matters pertaining to that member's own compensation.
Each director, officer, and committee member with board-delegated powers shall annually sign a statement affirming receipt, understanding, and agreement to comply with this policy.
The board shall periodically review this policy, including whether compensation arrangements and benefits are reasonable and the result of arm's-length bargaining.
Where's The Dance requires directors, officers, staff, and volunteers to observe high standards of business and personal ethics. This policy is intended to encourage and enable anyone associated with WTD to raise serious concerns internally, without fear of retaliation, so that WTD can address and correct improper conduct.
This policy covers reporting of any action or suspected action that is illegal, dishonest, fraudulent, financially improper, or in violation of any adopted policy of WTD, including this policy and the Conflict of Interest Policy above.
No director, officer, staff member, or volunteer who in good faith reports a concern shall suffer harassment, retaliation, or adverse consequence. Anyone who retaliates against a good-faith reporter is subject to discipline up to and including removal from their position.
Concerns should first be shared with a direct supervisor or relevant program lead, if comfortable doing so. Otherwise, concerns should be reported directly, in writing, to the Board Chair (or, if the concern involves the Board Chair, to any other officer of the Board), at Update@WheresTheDance.com.
The recipient will acknowledge receipt within a reasonable period and arrange for an appropriately independent investigation. The Board, or a committee it designates, will oversee the investigation and take corrective action as necessary, up to and including notifying appropriate authorities.
Reports and investigations shall be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.
This policy shall be distributed to all directors, officers, staff, and volunteers of WTD.
This policy ensures that WTD retains its important corporate, financial, and governance records for an appropriate period of time, disposes of other records when no longer needed, and complies with legal obligations regarding preservation of documents — including under the Sarbanes-Oxley Act's prohibition on destroying documents in connection with an official proceeding.
Retention periods are set out in WTD's Data Retention Policy (Section 5), incorporated here by reference. In summary: governing documents, board minutes, and Form 990 filings are retained permanently; general financial records, contracts, and personnel records are retained for at least 7 years.
Retention of personal data collected through wheresthedance.com is governed by WTD's Data Retention Policy (Section 4) and Privacy Policy, both incorporated here by reference.
Electronic documents are retained as if they were paper documents. Emails related to financial transactions, contracts, or board business should be preserved for the periods indicated in the Data Retention Policy; routine correspondence with no ongoing business or legal significance need not be retained beyond its useful life.
WTD's designated administrator is responsible for identifying records that have met the required retention period and overseeing their destruction — by shredding for paper records containing personal or financial information, and by secure deletion for electronic records.
If WTD is served with a subpoena or becomes aware of pending or threatened litigation, audit, or government investigation, all relevant document destruction must cease immediately and not resume until the Board (or its designated officer) confirms the matter is fully resolved.
Failure to comply with this policy, including improper destruction of documents subject to a legal hold, can result in personal criminal liability under applicable law, in addition to any organizational consequences.
The Board reviews this policy, and the retention schedules it incorporates by reference, at least annually.
Adopted by the Board of Directors of Where's The Dance on: ______________________
Signature: ______________________ Title: ______________________