Privacy Policy

1. Who we are

Fernhill Community is a private digital gathering space for the Fernhill Ecstatic Dance community, operated by Fernhill Dance LLC (“Fernhill”, “we”, “us”). Contact: hello@fernhilldance.com.

2. What we collect

• Account data: email address, display name / tribe name, pronouns, bio, avatar, social links.
• Community content: posts, comments, direct messages, event RSVPs, board posts, journey entries, mood check-ins.
• Mood / wellbeing data (special category): Mood check-ins you submit are treated as health-adjacent data under GDPR Article 9. We process them solely to power community features you opt into and never share them with third parties.
• Authentication data: magic-link email tokens managed by Supabase Auth.
• Technical data: Core Web Vitals telemetry (page load metrics — no PII), service worker logs, error reports you submit via the bug reporter.
• Payment data: We do not collect card numbers or bank details. Voluntary support is sent directly through Venmo to @fernhill. At the door we record how and how much you paid; see section 10.
• Door check-in data: if you check in at a dance, your contact details, emergency contact, signed waiver and attendance. Section 10 lists it in full.

3. Why we process it (legal bases)

4. Third-party processors

• Supabase (US/EU) — database, authentication, realtime, file storage. Privacy policy.
• Render (US) — hosting & compute. Privacy policy.
• Resend (US) — transactional email (magic links, notifications). Privacy policy.
• GoatCounter — privacy-friendly analytics (no cookies, no PII). Privacy policy.
• OpenWeather — weather widget (public location data only, no account data sent).
• Google Calendar API — community events calendar (public event data only).
• Venmo — voluntary community support payments (separate Venmo account; we receive no financial data).

We do not sell your data to any third party.

5. Data retention

• Account data is retained for as long as your account is active.
• Performance telemetry is purged after 90 days.
• Door check-in records and signed waivers are covered in section 10.
• Direct messages are stored until you or the conversation participants delete them.
• When your account is deleted, all associated data is removed within 30 days (except where retention is required by law).

6. Your rights

If you are in the EU/EEA or California, you have the right to:

• Access — request a copy of your personal data.
• Rectification — correct inaccurate data in your profile settings.
• Erasure — request deletion of your account and associated data.
• Portability — request a machine-readable export of your data.
• Object — object to processing based on legitimate interest.
• Withdraw consent — at any time for mood/wellbeing features.

To exercise any of these rights, email us at hello@fernhilldance.com with “Data Request” in the subject line. We respond within 30 days.

7. Security

We use row-level security on all database tables, TLS encryption in transit, HTTPS everywhere, and a strict Content Security Policy. Direct messages use end-to-end encryption. No security measure is 100% effective — if you discover a vulnerability, please email hello@fernhilldance.com.

8. Cookies

We use only session cookies required for authentication (set by Supabase Auth). We do not use advertising, tracking, or third-party analytics cookies. GoatCounter analytics is cookieless.

9. Children

Member accounts are for adults 18 and older. If you believe a minor has created an account, please contact us for immediate removal.

Door check-in is for adults 18 and older for now. Someone who says they are under 18 is asked to see the door team and is not checked in on the tablet or by phone, so the app records nothing about them.

10. Door check-in

When you check in at a dance, on the door team's tablet or on your own phone, we keep a record whether or not you have a member account.

What we record

• Your details: email address, full name, the name you like to be called, and your phone number if you give it.
• Emergency contact: the name and phone number of the person you ask us to call in an emergency.
• Your signed waiver: which version of the waiver you signed, the name you typed, your drawn signature if you drew one, the date and time, and the device and browser it was signed on. If you signed a paper waiver at the desk instead, we record that you did, who on the door team took it, and when; the paper itself is the signed document.
• Under 18s: nothing at present, because we do not check in anyone under 18 through the app. A record made before that rule which says the attendee was under 18 also holds the name and signature of the parent or guardian who signed for them.
• Attendance: each dance you check in to, and when.
• Payment record: how you said you would pay, whether the door team marked you paid, the method and the amount. We do not take card payments in the app and never see or store card numbers.
• Email choices: whether you asked to join or leave the newsletter, and when.
• Organiser notes: a note an organiser may add to your record, including a request that you speak with the door team before going in.

Why, and who sees it

• We use it to admit you, to keep a record that you accepted the waiver, to reach your emergency contact if something happens at a dance, and to keep the door's payment records.
• The door team sees your name, check-in time, payment status and any request to speak with them on the night. Only organisers with admin access can see your emergency contact, your signature and any written notes.
• Records and signature images are stored with Supabase, and the app runs on Render. If you ask for a copy of your waiver or an invite to the community app, the email is sent through Resend.
• If you join the newsletter, your name and email address are added to the email newsletter service the organisers use. Every newsletter has an unsubscribe link.

How long we keep it, and your choices

• We keep door check-in records and signed waivers for as long as our insurer requires. Your contact details (phone number and emergency contact) can be erased on request; the signed waiver and the payment record are kept for that period.
• To get a copy of what we hold about you, or to ask us to correct or erase it, email hello@fernhilldance.com with “Data Request” in the subject line, or ask the door team. We respond within 30 days.

11. Changes to this policy

We may update this policy periodically. Material changes will be announced inside the community. The effective date at the top of this page reflects the most recent revision.