Privacy Policy

SmartScore Pro is owned and operated by Nicholas Strelic, a sole proprietor (“we,” “us,” or “our”). We provide software for dance studios, families, and competition organizers (the “Service”). We operate from Saskatchewan, Canada, and we handle personal information in line with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA). This policy explains what we collect, why, who we share it with, and the choices you have.

1. Who Is Responsible For Your Information

Studios and organizers. When a dance studio or competition organizer adds dancers, families, classes, or registrations to the Service, that organization decides what to collect and is responsible for it. We process that information on the organization’s behalf and only to provide the Service. Questions about how a studio uses your family’s information should go to the studio first; we will help them respond.

Our own accounts. For the account you create with us (your name, email, and sign-in details) and for our own emails to you, we are responsible directly.

Privacy officer. Our privacy officer is accountable for our compliance with this policy and can be reached at [email protected].

2. Information We Collect

Account Information

Name, email address, password (stored by Google Firebase Authentication, never by us in plain text), and the role you choose when you sign up. We also record when you accepted these policies and which version you accepted.

Dancer And Family Information

Studios and parents or guardians may enter information about dancers, many of whom are children. This can include:

name, date of birth, gender, classes, routines, and competition results;
parent or guardian names, email addresses, phone numbers, and home address;
emergency contact details;
medical notes (for example allergies) and costume measurements, which we treat as sensitive information;
practice videos and routine recordings that a studio or organizer uploads;
signed waivers and registration forms.

Payment Information

Invoices, payment history, and billing contact details. Card and bank details are collected and stored by Stripe; we never receive full card numbers.

Information Collected Automatically

Sign-in session cookies, basic device and browser details, IP address, and error reports needed to keep the Service secure and working. We do not use third-party advertising or analytics trackers.

3. Children's Information

The Service is built for dance studios, and dancers are often under 18. Accounts are meant to be created and controlled by adults: studio staff, organizers, judges, and parents or guardians. When you sign up you confirm that you are 18 or older, or that you are the parent or guardian of the dancers on your account.

Information about a child should be provided by the child’s studio or by a parent or guardian. When a registration form is submitted for a dancer under 18, we ask the person submitting it to confirm they are that dancer’s parent or guardian, and we record that confirmation.

A parent or guardian can ask to see, correct, or delete their child’s information at any time through the studio or by contacting us at [email protected].

4. How We Use Information

To run the Service: registrations, classes, billing, competitions, scoring, schedules, and results.
To process payments and send receipts, invoices, and account notices.
To send studio and competition communications on behalf of the organizations you deal with.
To send our own product news, only if you opted in. You can unsubscribe at any time.
To keep the Service secure, prevent fraud and abuse, and fix errors.
To meet legal, tax, and accounting obligations.

We do not sell personal information, and we do not use it for advertising.

5. Who Can See It

Your studio can see the dancer and family records it manages.
Teachers at the studio can see class rosters, emergency contacts, and medical notes, so they can keep dancers safe. They can also see a parent or guardian's name, email, and phone so they can reach them. They cannot see billing addresses, balances, or payment details.
Competition organizers can see dancer names, dates of birth (for age divisions), routines, and results for entries submitted to their events. They cannot see contact details or medical notes.
The public can see only what a studio or organizer chooses to publish, such as competition schedules, programs, and results.
Service providers listed below, only to operate the Service.
Authorities, when the law requires it.
A buyer of our business, if one occurs, under this same policy and with notice to you.

6. Service Providers And Storage Outside Canada

We use these service providers to run the Service:

Google Cloud / Firebase: Hosting, sign-in, database, and file storage for all account and studio data.
Google Gemini: Optional AI features (in-app assistant, roster import, costume sizing, scheduling help).
Stripe: Card and bank payments, subscriptions, and payouts to studios.
Resend and Google Gmail: Sending account, billing, and studio emails; Resend also stores contact lists for product news.
Mux: Hosting and streaming practice videos and routine recordings.
Sentry: Error monitoring. We remove email addresses, request bodies, and cookies before errors are sent.
Upstash: Rate limiting to prevent abuse (stores account IDs, not names or contact details).
Cloudflare: Routing for studio and competition microsite addresses, and bot checks on public forms (Turnstile).

Some of these providers store or process information outside Canada, including in the United States. While it is there, it is subject to the laws of that country and may be accessed by its courts, law enforcement, or national security authorities. We choose providers that protect information under contract and use it only to provide their service to us.

For AI features, we send Google Gemini only what the feature needs. For example, the in-app assistant receives a dancer’s first name, last initial, and age rather than full names and birth dates, and costume sizing receives measurements without names. Text you paste into AI roster import is sent as you typed it.

7. Consent

We rely on your consent, and on the consent studios obtain from families, to collect and use personal information for the purposes in this policy. We ask for express consent for sensitive information such as medical notes. You may withdraw consent at any time, subject to legal or contractual limits; some features may not work without the information they need.

8. Retention

We keep account and studio records while the account is active and delete or de-identify them after a deletion request or account closure.
Practice videos and routine recordings are deleted according to the retention settings chosen by the studio or organizer, and after a subscription ends.
Invoices and payment records are kept for as long as Canadian tax law requires (generally six years).

9. Security

We use encryption in transit (TLS), Firebase Authentication, and database security rules that limit each role to the information it needs. Error reports are stripped of email addresses, request bodies, and cookies before they leave the Service. No system is perfectly secure, and we cannot guarantee absolute security.

If a breach of our security safeguards creates a real risk of significant harm, we will notify affected individuals and organizations and report it to the Office of the Privacy Commissioner of Canada, as PIPEDA requires. We keep a record of every breach for at least 24 months.

10. Your Rights And Choices

Access: download a copy of your data from Profile > Privacy, or ask us for it.
Correction: update your details in the app, or ask your studio or us to fix them.
Deletion: request account deletion from Profile > Privacy, or email us.
Emails: every marketing or newsletter email has an unsubscribe link. Account, billing, and schedule notices are still sent while you have an account.
Withdraw consent at any time, as described above.

We respond to requests within 30 days. We may need to confirm your identity first. Send requests to [email protected].

If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner of Canada.

11. Cookies

We use cookies and browser storage only for sign-in, security, and remembering your settings. We do not use advertising cookies.

12. Changes To This Policy

When we change this policy in a meaningful way, we update the version and effective date above and ask signed-in users to review and accept the new version.

13. Contact Us

Nicholas Strelic, operating as SmartScore Pro, Saskatchewan, Canada
Privacy officer: [email protected]