Organiser portal terms

The organiser portal is a free self-service tool that lets you claim your organiser page on Active Scene, edit your profile, and create, update and manage your own events — including recurring ones. It puts you in direct control of how your organisation appears in the directory.

A paid tier, when we ship it, will add extra features on top — such as listing analytics, custom branding, and promoted placements. Those features will be optional and clearly marked, and the free tier described here will remain free.

To claim or manage an organiser through the portal, you must be authorised to act for that organiser— that means you are the owner, an employee, or someone who has the organiser's explicit permission to manage their presence on Active Scene.

You must be at least 16 years old to use the portal. By claiming a page you confirm that both of these are true.

Claims are reviewed by Active Scene before approval. When you submit a claim it joins a review queue; portal access to create and manage events is only enabled once we approve it. This is how we keep the directory trustworthy.

We may ask you for additional verification at any time — before or after approval — to confirm you are authorised to act for the organiser. If we discover that a claim was based on misrepresentation, we may revoke an approved claim and remove portal access.

"Your content" means anything you submit through the portal — event details and descriptions, images, your logo, contact details and similar. By submitting it you confirm that you have the rights to use it and to grant the licence below, and that it doesn't infringe anyone else's rights.

You grant Troc Studio Ltd a perpetual, worldwide, royalty-free, sub-licensable licence to display, reproduce, and adapt your content for the purpose of operating and promoting the platform. Adaptation includes, for example, resizing and cropping images, generating short excerpts, and including your content in newsletters and in social-media promotion of the platform.

You keep ownership of your content — this licence simply lets us run and promote Active Scene. The licence is bounded to operating and promoting the platform; we won't use your content for unrelated purposes.

Active Scene may edit, hide, or remove any content submitted through the portal that breaches these terms, our Acceptable Use Policy, or Active Scene's editorial standards. For clear breaches, removal does not require prior notice. Wherever it's reasonable to do so, we'll let you know what changed and why.

When you manage an organiser through the portal, you commit to keeping its listings accurate and current — correct dates, times, venues, prices and styles, and prompt updates when an event changes or is cancelled.

Where a listing appears stale or inaccurate, we may flag, hide, or remove it to protect dancers who rely on the directory.

Active Scene also builds listings automatically, by reading organisers' public sources — websites, Facebook and Instagram pages. So an organiser can exist on the site before anyone claims it.

Once you self-manage an organiser through the portal, your version wins: we stop creating or editing events for that organiser automatically, and you're in control of the listing.

If we'd already picked up an event that matches one you add, we treat them as the same event rather than showing both. We decide they match using a simple rule — same organiser, near-identical title, and a start time within 60 minutes of each other — and we keep your version. In practice this means duplicates won't pile up on your page when you add events we'd already picked up.

When promoted placements and other paid features ship, they will be governed by separate Promoted Placement Terms, which you'll see and accept before buying anything.

Editorial coverage is never sold. Paying for a promoted placement buys visibility that is clearly marked as promoted — it doesn't buy a better editorial position or change how we cover events.

You can stop using the portal at any time. We may revoke your portal access where:

• you breach these terms or our Acceptable Use Policy;
• a claim was based on misrepresentation, or you are no longer authorised to act for the organiser;
• you abuse the portal or use it to harm other users, organisers or the platform;
• for any future paid tier, you don't pay amounts properly due.

Where it's reasonable, we'll tell you why access was revoked and what you can do about it.

You agree to indemnify and hold Troc Studio Ltd harmless from any claims, losses or costs (including reasonable legal fees) arising from the content you post through the portal, or from the events you run or promote on Active Scene — including any claim that your content infringes someone else's rights. This does not apply to the extent the law does not permit it, and does not affect any non-excludable statutory or consumer rights you may have.

The portal is provided "as is". To the extent the law allows:

• our total liability to you for any claim is limited to the amount you paid us in the 12 months before the claim — which, for free-tier organisers, is £0;
• we are not liable for indirect or consequential losses (for example lost bookings, lost profit, or reputational harm);
• we don't guarantee the portal will always be available, uninterrupted or error-free.

Nothing in these terms excludes liability that cannot be excluded by law — including liability for death or personal injury caused by negligence, or for fraud — and none of this affects your statutory or consumer rights.

Troc Studio Ltd is the data controller for the account data you provide to use the portal — we decide how it's handled, as set out in our Privacy notice.

For any listing analytics we provide in future, Active Scene is the controller and you'll receive aggregated or anonymised insights — so a separate data-processing agreement isn't needed for the free tier. We'll re-evaluate this if and when paid analytics ship.

We may update these terms from time to time. We'll change the "Last updated" date at the top of this page when we do, and we'll notify you of material changes by email or in the portal. If you keep using the portal after a change, you accept the updated terms.

These terms, and any dispute arising from them or from your use of the portal, are governed by the laws of England & Wales, and the courts of England & Wales will have jurisdiction. If you are a consumer resident elsewhere, this does not deprive you of the protection of any mandatory consumer law of the country where you live.

Questions about these terms? Email us at support@activescene.org, or write to: Troc Studio Ltd, 4th Floor Radius House, 51 Clarendon Road, Watford, Hertfordshire, England, WD17 1HP.