Terms of Service

Last updated: August 2026

1. Who we are, and how to reach us

DanceMate is provided by Nelochem Ltd, a company registered in England and Wales under company number 17387331, trading as DanceMate.

Email

info@dancemate.co.uk

Registered office

20 Patten Close, Marks Tey, Colchester, Essex, CO6 1ND, United Kingdom

VAT

Not VAT registered. Prices shown are the total price payable — no VAT is added.

In these terms, "we", "us" and "our" mean the provider above; "you" and "your" mean the subscriber.

Change of provider. The DanceMate business was previously carried on by Chris Burrell as a sole trader, and transferred to Nelochem Ltd on 18 August 2026. Nelochem Ltd took over this agreement, and all rights and obligations under it, on exactly the same terms — including any liability that had already arisen. Your rights were not reduced, no claim you already had was affected, and your subscription continues unchanged. You did not and do not need to do anything, and as always you can cancel at any time under section 6.1.

2. These terms, and who is agreeing to them

These terms are a contract between you — the dance school, studio or teacher who signs up (the subscriber) — and us. You accept them by creating a trial or a subscription.

Our Privacy Policy, Cookie & Storage Policy and Data Processing Agreement explain how data is handled and form part of these terms.

If you sign up on behalf of a school, company or other organisation, you confirm you have authority to bind it, and "you" means that organisation.

If you are a consumer — an individual subscribing wholly or mainly outside your trade, business or profession — nothing in these terms takes away rights the law gives you that cannot be excluded, including your rights under the Consumer Rights Act 2015 for a service to be performed with reasonable care and skill. Where these terms say something less generous than your statutory rights, your statutory rights win.

3. The service

DanceMate is a web application that acts as a digital companion to the UK Alliance of Professional Teachers of Dancing (UKA) ballroom and Latin technique book, together with administrative tools for running a dance school: routines, events and ticketing, attendance, exam entry paperwork, tasks, expenses, emailing your own students and parents, and related features. The current feature set is described on our website.

We improve DanceMate continuously and may add, change or withdraw features. If we withdraw or materially reduce something you reasonably rely on, we will give you at least 30 days' notice by email, and you may cancel under section 6 if the change doesn't suit you.

3.1 DanceMate is independent of the UKA

DanceMate is an independent product. It is not operated, endorsed, certified or approved by the UKA or any other dance organisation, and nothing in DanceMate is an official communication from any examining body. "UKA" and other organisations' names and marks belong to their respective owners and are used only to describe what DanceMate works alongside.

3.2 What DanceMate is not

• It does not replace the UKA technique book. You are expected to hold your own copy, purchased separately from the UKA or an authorised seller. Where your licence covers other syllabi, the same applies to those publications.
• It does not enter candidates for exams, examine them, or award anything. Entries prepared in DanceMate must still be submitted through, and are subject to, the examining body's own processes, forms and fees.
• It is not a system of record for anyone but you. You remain responsible for checking that entries, fees, candidate details, ages and grades are correct before you rely on them or submit them to anyone.

4. Your account and keeping it secure

Access to your school's DanceMate is controlled by an access code issued when you sign up, and by individual email-and-password logins you create for your staff.

You are responsible for:

• keeping the access code confidential, and rotating it (from Settings) if you believe anyone outside your school has seen it;
• the staff accounts you create — who you add, what access level you give them, and removing people promptly when they leave;
• everything done in your account by people you have given access to; and
• making sure your own devices are reasonably secure (screen locks on shared devices, and so on).

Tell us promptly at info@dancemate.co.uk if you believe your account has been accessed without authorisation. We may suspend access to protect an account we reasonably believe is compromised, and will tell you if we do.

5. Trial, prices and payment

5.1 Free trial

New subscribers get 30 days free. No card is required, and the trial never converts into a paid subscription by itself — nothing is ever charged unless you actively choose a plan and enter payment details. If the trial ends without you subscribing, access locks but your data is kept for 12 months, and everything is restored if you subscribe within that time; after that it is deleted as described in section 6.1 and our Privacy Policy.

5.2 Prices

• School — £20 per month: a dance school of any size, every teacher, every feature.
• Solo — £12 per month: a one-person studio, meaning one person delivers substantially all the teaching (occasional cover or guest teachers don't count). If your studio grows beyond that, we may move you to the School plan by giving at least 30 days' notice by email — and you can cancel before the change takes effect if you'd rather not.

Prices are in pounds sterling and are the total monthly amount payable.

5.3 Payment and renewal

Subscriptions are billed monthly in advance by card through our payment processor, Stripe, and renew automatically each month until cancelled. Card details are entered on Stripe's own secure pages — we never see or store them. You can update your card or view invoices at any time from Settings → Account → Subscription & billing.

If a payment fails, Stripe retries it over the following days and emails you. If it still can't be taken, we may suspend access until the account is brought up to date. We never delete your data merely because a payment fails — what happens to data after a subscription ends is governed by section 6.1 and our Privacy Policy.

5.4 Price changes

We may change prices from time to time. Any increase will be notified to you by email at least 30 days before it applies, and you can cancel before it takes effect if you don't accept it. A price change never applies to a month you have already paid for.

6. Cancelling and ending the agreement

6.1 Cancelling your subscription

You can cancel at any time from Settings → Account → Subscription & billing (the Manage subscription button opens Stripe's secure billing portal, where you can cancel), or by emailing info@dancemate.co.uk. There is no notice period and no cancellation fee. Cancellation takes effect at the end of the month you have already paid for, and you keep full access until then. We do not refund part-months, except where section 6.2 or 6.3 applies or the law requires it.

After your subscription ends we keep your data for up to 12 months so you can come back with everything intact, then delete it — no later than 12 months after the end. At any time before then you can ask us to delete it sooner (we will, within 30 days) or to give you an export first.

6.2 If you are a consumer: your 14-day cancellation right

Under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, you have 14 days from the day you enter a paid subscription to cancel without giving any reason. The right ends 14 days after you subscribe — after that, you can still cancel future months at any time under section 6.1. The service itself starts as soon as you subscribe.

We keep this simple and more generous than the Regulations require: if you cancel within the 14 days, we refund everything you paid for that subscription, even though you have had use of the service in the meantime. A paid plan is risk-free for the first fortnight.

To exercise this right, email info@dancemate.co.uk with a clear statement that you wish to cancel. You may use the model form below, but you don't have to:

6.3 When we can suspend or end your subscription

We may suspend or terminate your subscription if:

• you materially breach these terms — in particular section 7 (acceptable use) or section 8 (content and IP) — and, where the breach can be put right, you haven't put it right within 14 days of us telling you about it;
• payment remains outstanding after we (or Stripe) have contacted you about it and given you a reasonable chance to pay; or
• we are required to by law.

For serious breaches — for example using DanceMate to send spam, attempting to breach security, or unlawful content — we may suspend immediately while we investigate.

If we terminate for a reason that is not your fault (for example, we discontinue DanceMate), we will give you at least 30 days' notice where we reasonably can, refund the unused part of anything you've paid, and give you a window to export your data.

7. Acceptable use

You agree not to:

• use DanceMate for anything unlawful, or store content that is unlawful, defamatory, abusive, or infringes anyone's rights;
• share your access code or logins with anyone outside your school, or resell, sublicense, rent or provide the service (or its content) to another school or business;
• access or attempt to access another school's data, or any part of the system you haven't been given access to;
• probe, scan or test the security of the service, attempt to bypass access controls or rate limits, or interfere with its normal operation — if you find a security problem, we'd genuinely love you to tell us at info@dancemate.co.uk instead;
• scrape, bulk-download or systematically extract the technique content or any other part of the service, whether manually or with automated tools; or
• copy, adapt, reverse-engineer, decompile or create derivative works from the software, except where the law allows it regardless of this clause.

7.1 Sending email through DanceMate

DanceMate lets you email your own students, parents and contacts. Because those emails are sent through our systems and sending domain, misuse affects every school on the platform. You agree that:

• you will only email people with whom your school has a genuine relationship — your own students, their parents or guardians, your staff, and people who have asked to hear from you;
• you are responsible for complying with data protection and e-marketing law (UK GDPR and PECR) for the messages you choose to send, including honouring people who ask you to stop;
• you will not use DanceMate to send unsolicited bulk email of any kind; and
• we may throttle, delay or suspend email sending — and in serious cases the account — to protect the deliverability of the platform for everyone. We'll tell you if we do.

7.2 Shared areas

Some features — such as the shared song suggestion board — are visible to other schools using DanceMate. Anything you post there must be appropriate for a professional audience, and must not infringe anyone's rights. We may edit or remove shared content at our discretion, and repeated misuse is a breach of these terms.

7.3 If a third party makes a claim against us

This clause applies only if you are not a consumer. Because you control what goes into your account and what you send from it, you will compensate us for losses, claims, regulatory penalties and reasonable costs we incur from a third party's claim (including a regulator's action) arising out of: (a) content you store, upload or post; (b) emails you choose to send through DanceMate; (c) your breach, as controller of your school's data, of data protection or e-marketing law; or (d) your breach of section 7 or 8. We will tell you promptly about any such claim and won't settle it without consulting you.

8. Content and intellectual property

8.1 Technique content

The technique content in DanceMate — technique tables, figures, notes and supporting material — is licensed to you strictly for use by your own school, inside the app, for the duration of your subscription.

You may display it to your own teachers and students in the course of teaching, and print routine sheets for your school's own use. You may not copy it into another system, publish it, share it with other schools or third parties, or use it to build a competing product or dataset. Underlying rights in this content remain with their respective owners; nothing in these terms transfers ownership to you. This licence ends when your subscription ends.

Technique content from a dance organisation's syllabus — such as the UK Alliance's technique books — is a benefit of membership of that organisation: access is conditional on your school holding a current membership, which we verify with you (and may check with the organisation) before switching the content on, and the printed technique books remain the definitive reference for your teaching. If your membership lapses, or the organisation tells us it has ceased, we may switch that content off. Providing false or misleading evidence of membership is a serious breach of these terms: we may withdraw access to the technique content immediately and without notice, and section 6.3 (suspending or ending your subscription) applies.

Some of this content is used under arrangements with third-party rights holders. If a rights holder requires it, or we reasonably believe content infringes someone's rights, we may change or remove that content immediately, without the notice period in section 3. If a removal materially reduces the service, you may cancel and we will refund the unused part of the current month — that refund is your only remedy for the removal itself.

8.2 The software and brand

The DanceMate software, design, branding and name remain ours. You receive a non-exclusive, non-transferable right to use the service for your own school while subscribed — nothing more. All rights not expressly granted are reserved.

8.3 Your content

Everything you put into DanceMate — your students, contacts, events, routines, attendance records, branding, settings and uploads — remains yours. You grant us only the limited permission we need to host, process, back up, transmit and display it in order to provide the service to you. We do not use your content for anything else, we do not sell it, and we do not use it to train machine-learning models.

You are responsible for having the right to store and use the information you put in — in particular, for having a lawful basis to hold your students' and parents' details — and for its accuracy.

8.4 Feedback

If you send us ideas or suggestions (including through the in-app feedback tool), we may use them to improve DanceMate without owing you anything. We will never name you or your school publicly in connection with feedback without your agreement.

9. Data protection

Where you store information about your students, parents, attendees and exam candidates in DanceMate, you are the data controller and we are your data processor. We process that data only on your documented instructions (using the service is the instruction), and only to provide the service. Our full Data Processing Agreement, published at dancemate.co.uk/dpa — including its annexes setting out the processing details, the authoritative sub-processor list and our security measures — forms part of these terms and binds us and every subscribing school automatically, whether or not it is separately signed. This section summarises it; if they ever differ, the Data Processing Agreement prevails.

As your processor we will:

• keep the data secure, ensure anyone processing it is bound by confidentiality, and not disclose it except as needed to run the service or as the law requires;
• tell you without undue delay if we become aware of a personal data breach affecting your data;
• assist you, taking account of the nature of the processing and the information available to us, with requests from the people the data is about, and with your own obligations on security, breach notification and data protection impact assessments;
• use only the sub-processors listed in Annex B of the Data Processing Agreement (summarised in our Privacy Policy), which you authorise — imposing data-protection obligations equivalent to this section on each of them by written contract, and remaining fully responsible to you for their performance;
• email you at least 30 days before adding or replacing a sub-processor, except an emergency replacement needed to keep the service secure or running, which we will tell you about promptly afterwards — with the same right to object. If you reasonably object on data-protection grounds and we cannot resolve it, you may cancel and we will refund the unused part of anything you have paid;
• store the data in the UK, and transfer it outside the UK only under the authorised transfers and safeguards in Annex B of the Data Processing Agreement or otherwise on your documented instructions — any new transfer gets the same 30 days' notice and right to object as a sub-processor change;
• make available the information reasonably needed to demonstrate our compliance with this section — including answering your security and data-protection questionnaires — and allow for and contribute to audits, including inspections, conducted by you or an auditor you appoint (we may first satisfy an audit with documentation and certifications from us and our sub-processors; anything further is at your reasonable cost, at most once in any 12 months, on 30 days' written notice);
• tell you immediately if we believe an instruction from you would breach data protection law; and
• at the end of the subscription, delete or return your data — your choice; if you express no choice, we delete it as described in section 6.1.

Schools whose own compliance processes need a signed copy of the Data Processing Agreement can print, sign and return the published version as described at dancemate.co.uk/dpa — signing is optional and changes nothing; the agreement binds us both either way.

What we hold, where, and for how long is set out in our Privacy Policy.

10. Availability, backups and support

We aim to keep DanceMate available around the clock, but we do not guarantee uninterrupted or error-free service. Access may occasionally be affected by maintenance or by failures in the systems we depend on (hosting, database, email and payment providers). Where planned maintenance will cause noticeable downtime, we will try to schedule it outside teaching hours.

Your data is stored in a managed database with automated backups. Even so, no backup system is infallible, and you are responsible for keeping your own records of information that matters to you. DanceMate includes export options for key records — attendance, event guest lists, tasks and exam timetables — and we will provide a full export of your data whenever you ask (section 6.1); use them periodically.

Support is provided by email (info@dancemate.co.uk) and through the in-app contact form, during normal UK working hours. We aim to respond within two working days, and usually much faster.

11. Our liability

What we don't limit. Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be excluded or limited. If you are a consumer, nothing in these terms affects your statutory rights or excludes our liability for failing to perform the service with reasonable care and skill.

What we do limit. Subject to the paragraph above:

• we are not liable for loss of profits, loss of business, loss of anticipated savings, loss of goodwill, or any indirect or consequential loss;
• we are not liable for losses arising from incorrect information you (or your staff) entered, from entries, ages or fees submitted to an examining body without the checking that section 3.2 requires, or from decisions made by the UKA or any other body;
• we are not liable for loss of data to the extent you could have avoided it by taking reasonable care, including using the export features we provide or requesting an export from us; and
• our total aggregate liability to you, however arising, is limited to the greater of £100 and the total subscription fees you paid us in the 12 months before the event giving rise to the claim.

We are not responsible for failure or delay caused by events outside our reasonable control.

12. Changes to these terms

We may update these terms. If a change materially affects your rights or obligations, we will give you at least 30 days' notice by email before it takes effect, and you may cancel before then if you don't accept it. Minor changes — corrections, clarifications, contact details — take effect when published here. The date at the top of this page always shows the current version.

13. General

• If part of these terms is found unenforceable, the rest continues in force.
• If we don't enforce a right straight away, we haven't given it up.
• You may not transfer your subscription or rights under these terms without our written agreement (which we won't unreasonably withhold — for example, if your school changes ownership). We may transfer ours as described in section 1.
• These terms, the Privacy Policy, the Cookie & Storage Policy and the Data Processing Agreement are the whole agreement between us relating to DanceMate. Nothing in this clause excludes liability for fraud, and if you are a consumer it does not affect your statutory rights.
• No one other than you and us has any rights under these terms (Contracts (Rights of Third Parties) Act 1999).

14. Governing law and disputes

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction. If you are a consumer living in Scotland or Northern Ireland, you may also rely on the consumer protections of, and bring proceedings in, your home country.

If you have a complaint, please contact us first at info@dancemate.co.uk — we'd much rather fix it than argue about it.

15. Contact

Questions about these terms? Email info@dancemate.co.uk.