Privacy Policy

1. Who We Are

Routine Roster is a UK-focused SaaS platform for dance studios to manage students, routines, music, and competition workflows. For privacy questions, contact support@routineroster.co.uk.

2. Data We Collect

• Account information such as name, email, role, and login identifiers.
• Studio data including studio name, contact details, and settings.
• Student and parent data entered by studios, such as names and contact details.
• Routine and event data, including notes and entry statuses.
• Music files and related metadata uploaded to the platform.
• Billing and subscription data (processed with Stripe).
• Technical and security data such as IP address, device/browser data, and audit logs.

3. How We Use Personal Data

• To provide and maintain the Routine Roster service.
• To authenticate users, manage access, and enforce permissions.
• To process subscriptions, invoices, and payments.
• To support customer service, troubleshoot issues, and improve reliability.
• To monitor service security, prevent abuse, and investigate incidents.
• To comply with legal and regulatory requirements.

4. Lawful Bases (UK GDPR)

We rely on one or more of the following lawful bases for processing:

• Performance of a contract (to deliver the service you signed up for).
• Legitimate interests (for service security, fraud prevention, and product operations).
• Legal obligation (for required financial, tax, and compliance records).
• Consent where applicable (for optional communications/cookies if enabled).

5. Sharing Data

We share data only as necessary to run the service, including with trusted processors such as hosting, database, email, and payment providers.

• Infrastructure and hosting providers.
• Payment processor (Stripe) for subscription/billing workflows.
• Email providers for account notifications and operational messages.
• Professional advisers or authorities where legally required.

6. International Transfers

Some service providers may process data outside the UK. Where this happens, we use appropriate safeguards (for example, contractual protections and transfer mechanisms) to protect personal data.

7. Retention

We retain personal data for as long as needed to provide the service, meet legal obligations, resolve disputes, and enforce agreements. We aim to delete or anonymise data when it is no longer needed.

8. Security

We apply technical and organisational controls designed to protect personal data, including access controls, authentication safeguards, and audit logging. No method of transmission or storage is guaranteed to be 100% secure.

9. Children's Data

Routine Roster is intended for studio and parent workflows. Studio owners are responsible for ensuring they have an appropriate lawful basis and permissions to upload/manage student data, including data about minors.

10. Your Rights

Under UK data protection law, individuals may have rights including:

• Access to personal data.
• Correction of inaccurate data.
• Erasure in certain circumstances.
• Restriction or objection to certain processing.
• Data portability where applicable.

To exercise rights, email support@routineroster.co.uk.

11. Cookies

We use essential cookies and similar technologies needed for login, session management, and service security. If non-essential cookies are introduced, we will update this policy and request consent where required.

12. Changes to This Policy

We may update this policy from time to time. Material updates will be reflected by changing the “Last updated” date and, where appropriate, via in-app notice or email.

13. Contact and Complaints

Contact us at support@routineroster.co.uk. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO).