Privacy policy

About MySalsaHub

MySalsaHub is currently a free service; no payment information is collected for creating an account. Contact: mysalsahub@gmail.com.

Regular salsa nights

When you submit a recurring night, we store its title, public venue and address, city, country, schedule, timezone, salsa style, description and official link, together with your account reference, review status, confirmation and expiry dates. Approved active information is public. Your account email and private administrative review notes are not published. Only provide venue information intended for public sharing. This form does not accept images.

As the responsible account, you receive a service email through Brevo and an account notification before each occurrence, normally 48 hours beforehand. Confirmation is normally required every month; administrators can configure both periods or disable reminders. These operational reminders are not newsletter subscriptions. Unconfirmed nights are hidden, not automatically deleted. Reminder occurrence records prevent duplicate sends and remain with the night. Deleting your account removes its ownership link, hides the night and stops future reminders; submitted venue content and review history may remain for administrative review. Contact us to request their removal.

Contact and feedback

When you contact us, we store your email address, request category, subject, description and any details you submit, together with your account reference if you are signed in. Only administrators can view and manage these tickets. We use this information to review your feedback and follow up by email. Deleting your account removes tickets linked to that account or its email address. To request deletion of a ticket without deleting an account, contact mysalsahub@gmail.com and include its ticket number.

Accounts and social login

We collect your first name, last name and email address to create and manage your account. You may optionally add a nickname, gender, city, country and preferred departure airport in Personal details. Gender is self-declared and used to determine eligibility for Women only groups. Your email, gender and preferred airport are not displayed on your dancer profile. You can change or clear optional details in Personal details, subject to any eligibility requirements for upcoming offers you have joined or host.

You may also upload a profile photo. We resize it, remove embedded metadata and store it on our server until you replace it, remove it or delete your account. It is accessible to you, authorised administrators and other signed-in members where community access rules allow it, including shared-ride interactions. Without an available photo, we display initials derived from your name. If you activate your dancer profile, signed-in members can find your name, profile link, photo, city and country when provided. Public profiles show event plans, wishlist, past events, Salsa Passport and hosted community offers to members. Private profiles show those activities only to followers you have accepted. The profile uses your account photo where access is authorised. You can deactivate the page from Personal details.

We store your assigned roles, account status, account creation and update dates, last login date and session records. MySalsaHub uses email-code sign-in rather than passwords; we do not store an account password or password hash.

If you choose an available social login, such as Google or Facebook, we receive your provider identifier and, when available and authorised, your name and email address. We retain the identifier linking that provider to your MySalsaHub account. Provider access tokens are used during authentication and are not retained in our account database. We do not request your Facebook posts, friends list or photos.

These details are used to provide the account service you request. Required fields are marked in the forms; without them we cannot create your account. Your roles determine access to site features. Account registration does not subscribe you to email news.

Dancer connections and shared dances

We store follow requests, accepted follows, blocks and their creation dates to provide your community. Following is independent in each direction. You may cancel a request, unfollow, remove a follower or block someone from My community. Blocking removes both follows and withdraws shared dances between the two accounts; unblocking does not restore them.

A shared dance stores its author, optional identified partner, event, comment, optional video link, publication status and revision. Selecting Publish this dance publishes the memory immediately, including names and video links, even when a profile is private. Editing your memory updates the public version immediately. The partner is optional and mutual following is not required. Publishing does not open access to a private profile or its other information. Unfollowing does not remove a published memory. The author and identified partner may withdraw it. Withdrawn records and historical unpublished drafts remain private and may be removed through a deletion request. Deleting either associated account deletes the memory. YouTube video players load as they approach the visible page area, without autoplay. Loading a player connects the browser to YouTube; that provider may receive the visitor’s IP address, browser information and cookies under its own policies. Instagram and Facebook videos are external links only, without previews or embedded players. MySalsaHub stores the link and does not host or download the video.

Reports go to the existing private administrator feedback queue. Account notifications do not include the dance comment. Invitation links contain the inviter’s profile nickname; you choose a device sharing option or copy the link into your own conversation, without importing contacts or automatically sending messages or following people. Accepting an invitation remembers the inviter nickname in an HttpOnly cookie for 30 days solely to suggest that connection after sign-in.

Community activity and Salsa Passport

Community cards may show connection counts and recent additions to Going or a wishlist, subject to profile access and blocking rules. On Home, activity from the previous seven days may highlight an avatar and appear in its activity preview. This activity uses the event choices and dates already associated with the account; it does not track a dancer’s physical location. Searches require an activated dancer profile. Search text is sent to the service to return matching activated profiles and may appear in the page URL; an empty query does not publish a directory of all accounts.

Salsa Passport derives event, city and country totals and stamps from published past events marked as attended. Country stamps cover your attendance history. Traveler status separately counts one attended event as one trip in the current calendar year, even in the same country. It is not based on flight bookings, transport tickets, GPS tracking or verified distance travelled. Its annual count uses the Europe/Paris calendar year and starts again in January; lifetime stamps are recalculated from your attendance history. These summaries follow your dancer profile’s visibility settings. Account activity dates are displayed in the timezone reported by your browser without changing the recorded instant.

Changing a profile to Private restricts profile activity but does not remove accepted followers or make a published event memory private. Deactivating either dancer profile hides its event memories while deactivated; it does not delete the underlying records. Public event memories can be read without signing in, while dancer profile access and profile photos remain subject to their separate access rules. Withdrawing a memory removes it from MySalsaHub’s published views, but cannot recall screenshots or copies someone has already made. See the guides to profile visibility, shared-dance publication and Salsa Passport.

Email-code sign-in and security emails

We use Brevo to send service emails, including six-digit codes for signing in or completing account creation. Brevo receives your email address and the message content for delivery. These emails are separate from the optional newsletter. Sign-in codes expire after 10 minutes, can only be used once and must be entered in the browser where they were requested. Only the newest code works. We store a protected hash for checking the code and a random browser identifier, not a reusable password.

Sessions last 30 days. A new email-code sign-in requires a fresh code; there is no separate trusted-browser option to bypass it. An available Google or Facebook sign-in does not require an additional MySalsaHub email code. Sensitive actions such as account deletion require authentication within the previous 15 minutes. We limit repeated requests and failed attempts to prevent abuse. Request confirmations do not disclose whether an email address has an account or guarantee delivery to the inbox.

Queued message content is encrypted and removed when sending finishes or the message expires. Temporary challenge records are removed within a day after expiry, and queue records are kept for at most 7 days after expiry, subject to the next maintenance run. Anonymous send counters are kept for up to 2 days to enforce delivery limits. Security cookies contain random identifiers, not email codes.

For administrative delivery review, we keep the recipient, sender, subject, sent time and a formatted copy of emails accepted by Brevo for up to 90 days, subject to the next maintenance run. One-time codes and authentication tokens are removed from that copy. Only administrators can access it. Deleting an account removes its linked copies; deleting a newsletter contact removes its newsletter copies.

Newsletter subscriptions

Submitting the newsletter form, or selecting Email updates in Personal details and saving, subscribes your address immediately without an email verification code. We store your name, email address, optional city and country, consent date and source, and unsubscribe date when applicable. Previously verified subscriptions retain their confirmation date; a direct subscription does not verify your email address for account access. Subscribing on the homepage does not automatically link the address to an account. This processing is based on your consent. For linked subscriptions, uncheck Email updates in Personal details and save to unsubscribe. You can also contact us. Creating an account does not automatically subscribe you.

Push notifications

If you activate notifications from App & notifications, we store this device’s push subscription address, encryption keys and your ride, stay and other update choices. The browser’s push provider receives the notification needed to deliver it. The message on the lock screen is deliberately general; the full account notification remains in My dance space. You can turn off push for this device from the same menu or in your browser settings. Signing out on this device or deleting your account removes its stored subscription.

Hector assistant

When you use Hector, we send your message, the recent conversation context supplied by your browser and relevant MySalsaHub search results to OpenAI to generate an answer. We store the messages received by the server, Hector’s answers, result cards, model used and timestamps so authorised administrators can review quality and investigate problems. Hector does not have access to private discussions, participant lists, email addresses or exact accommodation addresses. OpenAI requests are sent with provider storage disabled.

Your wishlist

When you save an event, we store its link to your account and the date you added it. Your wishlist appears in My dance space. If you activate your dancer profile, members authorised by your public or private profile settings can also see it there. You can remove events individually or delete your account to remove the full list.

Event ratings

If you rate an event, we store your account identifier, the event edition, your score from 1 to 3 stars and creation and update dates. There is one vote per account and edition; changing your rating replaces the earlier score. Public stars show the average of members’ ratings, not an individual voter’s score or identity. You can see your own score when opening the rating dialog. Authorised administrators can review aggregate totals, averages and score distributions. We use these records to provide the rating feature you request. Ratings remain until the associated account or event is deleted.

Shared airport transfers

When you offer a shared ride, we store its event, airport, meeting point, destination, time, available places and estimated total price. These details and your nickname or first name are visible to signed-in users. Participation requests are visible to the host; confirmed participants can see each other’s nickname or first name and the private ride discussion. We store requests, messages, reports and in-account notifications to provide this service. Your account email is not shown in ride listings. No payments are processed on MySalsaHub. Deleting your account removes your requests, messages, reports and notifications, and cancels your hosted rides; remaining participants receive a cancellation or departure notice.

Shared stays and location services

When you offer accommodation, we store the event, general area, dates, accommodation and bed arrangement, preferences, available places and any estimated price. We also store the private address and map coordinates you select. Public stay queries never include that private location: it is available only to the host and accepted participants. We store participation requests, introductions, private messages, reports and account notifications to provide and protect the service.

The location picker displays map tiles from OpenStreetMap, which receives the browser connection information needed to deliver them. Location searches and selected coordinates are sent through our server to the Photon geocoding service operated by Komoot. Search results may be cached for up to 30 days without an account identifier. Public dancer-profile maps use OpenFreeMap tiles. Deleting a host account immediately removes its stay offers, private addresses, coordinates, requests, discussions and reports; affected participants receive a general cancellation notice.

Audience measurement and security

We use self-hosted Umami analytics on public pages to understand visits and interactions. Account, administration and authentication pages are excluded, and the tracker respects your browser’s Do Not Track setting. We do not use the former MySalsaHub audience-session cookie or the local MaxMind GeoIP database.

We also process technical connection information to operate the site, prevent abuse and limit repeated login attempts. Security records may contain an account or internal target identifier, an action and outcome, a keyed hash of the connection address, limited technical details and a timestamp. They do not store the plain connection address. Security processing serves our legitimate interest in protecting accounts and the service. Audience measurement serves our interest in understanding site use; you may object by contacting us.

Cookies and browser storage

• mysalsahub_session: essential login cookie, expires after 30 days.
• mysalsahub_email_challenge: temporary essential cookie connecting an email-code request to its browser; expires with the sign-in challenge after 10 minutes. It contains random identifiers, not the code.
• mysalsahub_oauth / mysalsahub_oauth_profile: temporary social-login cookies, expire after 10 minutes.
• mysalsahub_welcome_hidden:[account ID]: local browser storage remembers your choice not to show the welcome message again for that account; remains until browser storage is cleared. Temporary session storage also remembers when you close this message during the current browser session.
• mysalsahub_invited_by: remembers the inviter nickname for 30 days after you choose to accept an invitation; it never grants profile access or follows anyone.
• footer_quote: local browser storage used to vary the footer quotation; remains until browser storage is cleared.

You can manage cookies and local storage in your browser. Blocking essential cookies prevents login.

Event organizers

Administrators may assign organizers to events. We store these assignments so organizers can view their events in My dance space. Removing an assignment ends access to that event through the organizer’s account.

MyDanceFrame

Event organizers can publish transparent designs for a square Profile photo or a vertical Story. Previewing and downloading a creation normally process your chosen photo and finished image in your browser without uploading them to MySalsaHub. If you explicitly choose Use as profile photo, the finished square image is uploaded and stored as your MySalsaHub account photo under the profile-photo rules above. The original selected photo is not uploaded by this action.

For the optional Transilvania vampire effect, signed-in dancers can explicitly press Create my vampire look after reading the notice. The selected photo is then sent to OpenAI for a one-time image transformation. MySalsaHub processes the source and generated portrait transiently in memory and does not save either image on its server. We keep only operational metadata about the request, such as the event, AI action status, model, duration and token usage; this metadata does not contain the photo. The generated portrait remains in the browser unless you later download, share or use the finished frame as your MySalsaHub profile photo.

Save / share can pass the finished image to a device app or service you choose. Downloaded or shared copies are outside MySalsaHub account storage and are not removed when you delete your account. MySalsaHub does not automatically publish your creation or change your Facebook or Instagram profile photo.

We count completed creations by frame and day, without recording your photo, account, name or address in those counts. Organizers and administrators can see these aggregate statistics. Frame designs and their counts remain until the associated event is deleted.

Access, hosting and other services

Authorised MySalsaHub administrators can access account, support and service data where needed to operate the platform. The site, self-hosted analytics and database are hosted on an OVHcloud server. Restricted backups are used for recovery, and an encrypted copy may be held separately by the operator.

Brevo processes addresses and message content for email delivery. OpenAI processes Hector requests, administrator-initiated event-content generation and photos that signed-in dancers explicitly submit for an available AI frame effect. OpenStreetMap, Komoot Photon and OpenFreeMap provide map and location functions. Open-Meteo provides event weather forecasts. Google Fonts receives technical connection information such as your IP address when fonts load. If you use social login, Google or Meta also process the information needed for authentication under their own policies. Depending on the provider, processing may take place outside your country, including outside the European Economic Area. External event, map, travel and booking links lead to independent services with their own policies. See Google’s privacy policy, Meta’s privacy policy, OpenAI’s privacy policy and OpenStreetMap attribution and terms.

How long data is kept

Shared rides are archived after 7 days and permanently deleted after 90 days, counted from the event end or the ride departure, whichever is later. Shared stays are archived after 7 days and permanently deleted after 90 days, counted from the event end or the stay departure, whichever is later. Deletion includes their messages, participation records, private location and reports. Maintenance runs hourly. Offers with unresolved reports are retained until those reports are resolved.

Hector conversations are automatically deleted after 30 days. Hector usage totals are retained for about 32 days. Archived account notifications are deleted after 30 days. Security records are retained for up to 180 days. Location-search cache entries expire after 30 days. Feedback tickets currently have no separate automatic expiry; they are removed with the associated account or email deletion, or after a verified deletion request.

Account data is kept until the account is deleted; there is currently no automatic deletion of inactive accounts. Unsubscribing records your withdrawal and stops the subscription; the contact and consent history remain until a deletion request is processed. Deleting your account also removes its associated newsletter subscription. Session and social-login credentials stop working at their stated expiry; expired database records are cleaned progressively during subsequent authentication activity.

Server backup files are rotated after 30 days; separately held encrypted copies require manual deletion. Deletion requests include a review of those copies so deleted data is not reintroduced during recovery.

Your rights and deletion requests

Subject to the applicable conditions, you may request access, correction, deletion, restriction or portability of your personal data, object to processing based on legitimate interests, and withdraw consent. Write to mysalsahub@gmail.com using your account email where possible. We may need proportionate information to verify that the request is yours. Where applicable, you may also lodge a complaint with a competent data protection or privacy authority.

You can delete your account in My dance space Delete your account. See Your data & account for the steps, verification and retained backup information. Removing access in Facebook or Google does not by itself delete your MySalsaHub account.