Security, support, and how we run events with you

Security & privacy

SmartScore Pro is a cloud-hosted web application. Traffic between your browser and our service is protected with encryption in transit (TLS), consistent with our Privacy Policy.

Identity and access

• Accounts use Firebase Authentication for sign-in and session management.
• Access to competition, studio, judge, and dancer data is enforced with Firestore security rules and role-based permissions in the product (for example organizers, studio managers, judges, and dancers see the data appropriate to their role).
• Data is separated logically by competition and organization as designed in the app—so each event and workspace only reaches the users you invite.

Payments

Payments are processed by Stripe. Card numbers are entered only on Stripe-hosted pages or Stripe Terminal readers. We do not store full card numbers on our servers; billing details are handled by our payment provider, as described in the Privacy Policy. For Stripe's own practices, see Stripe security and Stripe privacy.

Service providers & data location

We rely on vendors to operate the service: Google Cloud / Firebase (hosting, sign-in, database, storage), Google Gemini (optional AI features), Stripe (payments), Resend and Google Gmail (email), Mux (video), Sentry (error monitoring), Upstash (rate limiting), and Cloudflare (microsite routing and bot checks). The full list and what each one receives is in our Privacy Policy. Some of these providers store or process data outside Canada, including in the United States. Canadian-only data residency is not offered today. Studio data-handling commitments are in the “Studio Data Responsibilities” section of our Terms of Service.

Optional assisted features

When you use optional assisted entry or scheduling features in the product, text or structured data you submit may be processed by Google Gemini as described in the Privacy Policy. We send only what a feature needs (for example first name, last initial, and age instead of full names and birth dates).

Children's And Sensitive Data

• Accounts are held by adults; registrations for dancers under 18 record a parent or guardian confirmation.
• Emergency contacts, medical notes, and household contact details are visible to the studio, the family, and the studio's teachers. Competition organizers do not see contact details or medical notes.
• Error reports are stripped of email addresses, request bodies, and cookies before they leave the service.
• Families can download their data or request deletion from their profile.

Canadian Privacy And Email Rules

SmartScore Pro is a Canadian business, and our privacy practices are built around Canada's private-sector privacy law (PIPEDA). In practice:

• We respond to access, correction, and deletion requests within 30 days.
• If a breach creates a real risk of significant harm, we notify the people and organizations affected and report it to the Office of the Privacy Commissioner of Canada.
• Invoices and payment records are kept as long as Canadian tax law requires (generally six years). Other account records are deleted or de-identified after a deletion request or account closure.
• Announcement emails sent through SmartScore Pro, including ones from studios, show who sent them, a mailing address, and an unsubscribe link. Product news emails are opt-in, and unsubscribes take effect right away.

Your responsibilities

• Invite only trusted admins and staff; remove access when roles change.
• Use strong passwords and protect devices used for judging or organizer work, especially on show days.

Reporting security issues

If you believe you've found a security vulnerability, contact us at [email protected] with enough detail to reproduce the issue. Please do not test against production accounts without permission.

What we do not claim

We do not represent that we hold SOC 2, ISO 27001, HIPAA, or similar certifications unless we have published verification. We do not publish uptime percentages or availability guarantees on this page. No method of transmission over the internet is completely secure; we follow industry-standard practices and describe them in our Privacy Policy.

Support

• Self-serve: Platform documentation covers organizers, studios, and judges.
• Email: [email protected] for account access, billing questions (Stripe-backed flows), and issues or feature requests.
• Scope: We help with SmartScore Pro configuration and product behavior. We do not provide on-site venue IT or network troubleshooting for your facility.
• Show week: We are building priority coverage around live events; share your event dates when you reach out so we can align expectations.

Migration & pilot rollout

Most teams start with a pilot: one competition or one weekend—enough to prove entries, judging, and your public program. The outline below is illustrative, not a contract; timelines depend on roster size, data quality, and how many people need training.

Pilot success (example goals)

• Studios or entries are loaded and visible to organizers.
• Judges can sign in and complete scoring for assigned work.
• Your public competition site reflects schedule and results as you intend.

Parallel run

Many organizers keep a backup spreadsheet or legacy tool for the first event. That is an operational choice on your side; we focus on making SmartScore Pro accurate and easy for your team during the pilot.

Data import (what the product supports today)

• Studios: spreadsheet and CSV import flows for roster-related data (templates and validation in the studio workspace).
• Organizers: CSV import paths and optional assisted bulk creation where enabled in your workspace—subject to plan limits. This speeds up entry of routines and related data; it is not a guarantee of full automatic migration from every legacy system.
• Expect cleanup and review after any import: categories, levels, and judge assignments still need organizer judgment.

Example timeline (planning only)

1. Week 1: Workspace setup, roles, first competition shell.
2. Week 2: Import or enter entries; configure schedule and judging.
3. Week 3: Judge dry run, public site review, fixes.
4. Show week: Live support per your agreement with us; operational checklists in documentation.

Timelines vary by event size and data quality—use this only as a conversation starter with our team.

Training

By role

• Organizers: competition settings, schedule, judging configuration, financial and reporting features (as enabled), public site.
• Studios: dancers, routines, classes, and competition registration flows.
• Judges: judge workspace—assignments, scoring, and feedback aligned with organizer rules.

Formats

• Primary training path is the documentation hub.
• Video libraries or live onboarding sessions vary by engagement; ask when you plan your pilot.

Day-of checklist (high level)

• Confirm backup internet or hotspot for scoring devices.
• Judges signed in and a short test round completed.
• Organizer contact and support channel agreed in advance.

Customer stories

We publish short quotes, metrics, and partner logos on the homepage when marketing approves them. Longer case-style write-ups use the same source material—not duplicate claims.

Story template (for approved customers)

• Snapshot: Event type, scale, geography (as approved).
• Challenge: What was painful before SmartScore Pro.
• What they use: Honest mapping to product areas (scheduling, live scoring, public program, studio hub, Stripe-backed flows where applicable).
• Outcome: Qualitative results only unless metrics are verified.
• Quote: Signed-off attribution.
• Next step: Link to signup or sales contact.

Featured spotlight

Our first featured case study will appear here once legal and marketing approve the narrative. We do not publish composite or anonymous stories as if they were named customers; anything anonymous or aggregated is labeled clearly and approved internally.

See customer voices on the homepage.