Effective date: 2026-10-29.
1. Who we are
The NDCA app is the official membership app of the National Dance Council of America (NDCA), the governing council for dance and DanceSport competition in the United States. The app is operated for NDCA by Topline Data Labs LLC ("we", "us"). NDCA is the organization your membership belongs to; we run the app and its systems on NDCA's behalf and under its direction.
2. What we collect
We collect only what membership administration requires:
- Identity: your name and your age. Adults confirm that they are 18 or older, which establishes that you may sign for yourself, and we record that statement with its date and time. A date of birth is required for a minor competitor profile and is provided by the parent or legal guardian. If a date of birth is already on your record, or an older version of the app asks you for one, it is kept and protected as Section 10 describes. An optional sex designation is used for competitive categories.
- Contact details: email address and mobile phone number, both required to register. A mailing address is not asked for at registration; you can add one later when confirming your details or in your profile, and one NDCA already holds from its own records stays on your membership record as Section 7 describes.
- Membership records: your NDCA number, membership status and expiration, license categories and roles, the studio or company you dance for, any professional credentials you hold (such as adjudicator or scrutineer qualifications and the organization that certified them), and your history with NDCA sanctioned competition where it appears in official records.
- Electronic signature: the signature you draw to sign the NDCA license application, together with the signed application itself. To support the validity of the electronic signature, we also record the date and time, the IP address, and the browser or device description at the moment you sign, so the signature can be shown to be yours later. The same details, plus an internal request identifier, are recorded when you give a consent and when you sign in, so that a disputed sign-in can be traced.
- Payment records: the amount, date, and status of your dues payments. We never receive or store your card number. Card details go directly to Stripe, our payment processor.
- Verification codes: one-time codes we send by email or text message to verify your identity.
- Tools for officials: if NDCA authorizes you as a competition registrar, chairman of judges or organizer, the app's lookup tools record each search you make (the words you typed, the date and time, your account and your IP address), so that NDCA can check the tools are used only for competition work. These records are kept for 90 days.
- How the app is used: two kinds of event. One is recorded when the app is opened, and one when you move to a different screen, together with the name of that screen. Each event carries the date and time, a random label that identifies the installation of the app on your device, and, while you are signed in, a reference to your membership record. The events contain no name, message or other text you entered. The events are collected by the app itself and stored on our own servers. No analytics provider is involved and no advertising identifier is used. Section 7 says what deleting your account does to it.
We do not collect your device location, your contacts, your photos, health data, or browsing activity. The app carries no advertising software, and nothing in it reports crashes. It asks for one device permission, the camera, and only if you choose to scan your card while paying. The card number is read on your phone. It does not send push notifications.
3. Why we collect it
The information is used to administer memberships:
- Creating, renewing, and maintaining your NDCA membership and the official membership register.
- Confirming identity and membership status so that only registered members compete in NDCA sanctioned events.
- Collecting membership dues and keeping the required payment records.
- Supporting registration, heat lists, results, and rankings for NDCA sanctioned competitions.
- Sending verification codes, receipts, and membership notices. Text messages are used for verification codes, security alerts about your own account and, only if you opt in, texts about your competition entries, your membership or payments and, for officials and event staff, their licenses and event work; reply STOP to any text to opt out.
- Seeing whether the app itself is working: how many people open it, which screens they reach, and where a registration or renewal stops part way, so the parts that are not working can be fixed. The usage events described in Section 2 are used for this purpose only. They are not used for advertising, not sold, and not shared with any advertising or analytics company.
4. Service providers
A small number of outside companies help run the app. Each processes your information to provide its service to us. Stripe and Twilio handle member data as data processors on the NDCA's behalf under their own published data processing terms. Where California's privacy law applies, those terms bar them from selling or sharing it while they act as our processors; Stripe's terms except what is needed to provide its services as permitted by law. Each of those terms also reserves to the company, as an independent controller, the right to use data for its own operations, such as security, fraud prevention, business analytics and developing and improving its products; that no-sale bar does not extend to that role.
Payment processing. Card payments are handled by Stripe. Your card details go to Stripe directly and are handled under Stripe's own security and privacy obligations. With each payment we send Stripe the email address on your record, if there is one, so that Stripe can email you the receipt. To detect fraudulent payments, Stripe's software also collects technical information about the device or browser you pay from and compares the payment with Stripe's own records of past payments across the businesses it serves. That is used for fraud prevention, not for advertising, and we do not receive it. Stripe also keeps records of how its own payment software performs.
Text message delivery. Our text messages, including the one-time verification codes, are sent through Twilio, which receives the phone number and the message in order to deliver it.
Email delivery. Our email, including one-time verification codes and membership notices, is sent through an email delivery service, which receives the address and the message in order to deliver it. Payment receipts come from Stripe, as described above.
Hosting and storage. The servers, the database and the backups that hold membership records run on infrastructure supplied by hosting providers.
The hosting and email providers are not named here because they may change. A current list is available on request from support@ndca.app.
5. What we never do
We do not sell your personal information, and we never share it with anyone for advertising or marketing. The app shows no advertising and contains no advertising software, and the only outside software in it that looks at your device is Stripe's, described below. We never link anything about you with data from other companies' apps or websites, and we never use anything about you for advertising or advertising measurement.
Giving a provider what it needs to do its job for us is not a sale. Each works under the written terms Section 4 describes, we pay them, and they pay us nothing for your information.
Two things in the app look at your device. The first is Stripe's payment software: when you reach the payment screen, it checks the device or browser you are paying from in order to catch fraudulent card use, compares the payment with its own records of past payments across the businesses it serves, and keeps records of how its own payment software performs, as Section 4 describes. We do not receive what it collects, and it is not used for advertising. The second is the app's own installation label. As Section 2 says, the app keeps a random label for the installation on your device so that usage counts are not double counted, and it is linked to your membership record while you are signed in. It is used only to measure whether the app is working, and Section 7 says what deleting your account does to it.
Competition results and rankings are public competition history, as Section 6 says. NDCA sanctioned competitions use entry and scoring software to take entries and run their events. So that only members in good standing enter, NDCA gives that software a list of everyone who holds an NDCA number, including lapsed, suspended and deceased members and members under 18. For each member the list shows: the name; the NDCA number, and the internal record number NDCA uses with it; city and state; sex; amateur or professional status; whether the membership is active or expired, and the date it is paid through; whether the member is in good standing, suspended or deceased; whether the NDCA office has limited the member from pro-am events or marked the record as provisional; and the official roles the member holds, such as judge, adjudicator levels, registrar or scrutineer. It contains no contact details, no birth date and no payment details. Each competition that uses the software can read the whole list. The name of the software is available on request from support@ndca.app. Apart from those, the member list just described, and the providers Section 4 names, your information is disclosed outside the app only when the law requires it, or to NDCA itself, whose membership records these are.
6. How long we keep it
Membership records and signed license applications form NDCA's official register of the sport, so they are retained for as long as legal and organizational requirements demand, including after a membership lapses. Verification codes are short-lived and expire after use. Lookup search records are kept for 90 days. Payment records are retained as required for financial and tax purposes. Competition results and rankings are published competition history and belong to the events that produced them, so they are not removed on request. The usage events described in Section 2 are kept as counts of how the app was used; when you delete your account they stop being connected to you, as Section 7 explains.
7. Account deletion and your choices
You can delete your account from inside the app. Open the Profile tab and scroll to the bottom, where Delete Account sits just below Sign Out. The app then shows you exactly what is deleted and exactly what is kept, and then asks you to confirm it is really you: a six-digit code sent to the mobile number or email address on your record, unless you confirmed who you are within the last ten minutes. Nothing is deleted until that confirmation, and you can cancel at either step.
No email and no waiting period are required. Deletion is available only in the app, on your phone or at https://ndca.app in a web browser; it is the only way a sign-in is removed, and it cannot be carried out on your behalf by us. If you cannot sign in to reach the control, or have a question first, contact support@ndca.app. As with any request about your information, we verify that the request comes from you before acting on it.
What deletion removes: your sign-in. The sign-in details we hold for your account are destroyed, your sessions on this and every other device are destroyed so you are signed out everywhere at once, the competitions you marked yourself as attending are deleted, and you cannot sign in again. Your email address stops being a sign-in, which also means it is free for you to sign up with again later; the address itself stays on your membership record, as described below.
Your usage records are unlinked from you. The usage events described in Section 2 are not deleted, because they form part of aggregate counts of how the app is used. Instead, the reference to your membership record is erased from each of your events, and the random label that identified your installation is replaced with a new random one. After that, the events remain in the counts but contain nothing that links them to you, to your membership record, or to later activity on the same device. One narrow exception: a usage report that was already leaving the app at the instant of deletion can arrive after it and keep its link to the retained membership record. The events themselves, the screen names and the times, remain on our servers as counts.
What deletion does not remove: your NDCA membership record itself. Your membership is with NDCA, not with this app, so deleting the app sign-in does not cancel your membership, refund it, or release your member number. Your entry in the membership register, including your name, any date of birth on your record and the contact details NDCA holds for you as a member (your email address, phone number and, where one is on your record, mailing address), your signed license applications and the signature on them, your payment records, your competition results, the records of what you consented to and when together with the dated log of changes to your record (including the network address and device description recorded when you signed in or signed something, as Section 2 describes), and the records of any child you registered, are all retained per Section 6.
If you want the membership itself canceled, or you want to ask about the records above, email support@ndca.app.
8. Your rights
You can delete your account in the app at any time, as described in Section 7. That is the only way an account is deleted, and no request to us is needed.
You may also email support@ndca.app to ask what personal information we hold about you, or to have it corrected. We verify the request is really from you before acting on it, and we respond to every request.
If you ask us to erase the membership records described in Section 7, we will tell you what we can and cannot do. Most of that record is retained for the legal, financial and organizational reasons set out there, and where a law that applies to you gives you an erasure right, we assess the request against those retention obligations and tell you the outcome.
9. Children
The app is not directed at children, and a minor cannot register an account: registration asks every applicant to confirm that they are 18 or older, and anyone under 18 is directed to a parent or legal guardian. Where an existing account turns out to belong to a member under 18, we record that on the membership record, end that member's sign-in on every device and, unless a parent or legal guardian already manages the membership, take the phone numbers off that member's own record, so that a parent or legal guardian can take the membership over. If a record is identified this way in error, the NDCA office can correct it, and the phone numbers are restored where possible. A minor competitor otherwise participates only through a profile created by a parent or legal guardian inside the guardian's own account, with the guardian providing the child's information, including the child's date of birth for age eligibility, giving consent, and signing on the child's behalf. If an adult tries to be registered this way, the app refuses and tells them to register with their own account. Information about a child is provided by the parent or legal guardian, or comes from records NDCA already holds and from the competitions the child has entered, rather than from the child. Two things use contact details on the child's own record. The guardian can add the child's own mobile number before the membership passes to them at 18, and we text a code to that number for the child to confirm. Where NDCA's existing record for a child carries contact details, we use them to confirm that a guardian link is genuine and to notify those contacts when a link is made.
If a guardian's own sign-in is deleted, the child's membership, member number, paid season and records are not deleted: they belong to the child. The guardian loses the ability to manage them in the app. The link between guardian and child is recorded against the guardian as a person, not against the sign-in, so it is kept: if the guardian creates a new sign-in later, the children appear under it again. Until then, help with the child's membership is available at support@ndca.app.
10. Security
All connections to the app use encryption in transit (HTTPS). Access to member records is restricted and logged, and payment card handling is delegated entirely to Stripe, so no card number reaches our systems at all.
Encryption at rest is not applied to everything we hold. In the membership registry the app writes to, phone numbers, mailing addresses and dates of birth are individually encrypted at rest. Email addresses in that registry are not.
We also hold an older membership list imported from NDCA's existing records, covering roughly 50,000 members. In that list, email addresses, phone numbers and mailing addresses are stored without the additional encryption, and parts of the app read from it until the migration to the new registry is complete. It is held on the same restricted systems under the same access controls.
No system is completely secure. We also limit risk by collecting only the information membership administration requires.
11. Changes to this policy
If this policy changes, the updated version will be posted at this address with a new effective date, and material changes will be announced to members.
12. Contact
Questions about this policy or your information: support@ndca.app. Help with the app itself, including trouble signing in, is on the Support page. Text messages are governed by the SMS Terms.