Who is responsible for your data
The data controller for the crew records described here is Lux Momentum. You can reach us at info@ecstaticdance.fi.
We have not designated a data protection officer. We are not a public authority, our work does not involve monitoring people on a large scale, and we hold no special-category data — so none of the cases that require one apply. Write to the contact address above instead.
What we hold about you
Your email address, which is how we know who you are — there is no account and no password. A display name, if you gave one or if it came from your Telegram profile.
Every task you signed up for, when you signed up, and how it turned out: completed, covered by someone else, cancelled late, or not turned up to. Free-entry credits you have earned, been given or spent, and the events they were spent on.
Free-entry credits and tickets have no cash value. They can't be refunded, sold or paid out in any form; they can only be used to get a ticket for an eligible event.
Which notifications you have chosen to receive and on which channel, a record of which scheduled notices we have already sent you so we do not send them twice, and any note an organizer has added to your record.
Sign-in links are stored only as a one-way hash, never as something that could be read back out of the database and used to sign in as you.
If you link a Telegram account, we store its numeric account and chat identifiers so the bot can recognise you and message you. We do not store your Telegram username or phone number.
When you use the bot, we keep a short log of which command or button you used: when, your crew record (or, if your Telegram account is not linked, its numeric identifier), whether it was a private or a group chat, the name of the command, a date if the command named one, and whether it worked. The log never contains what you wrote. The organizers use it to see how the bot is used and to find faults. Each entry is deleted after 90 days.
The organizers keep a history of actions: who signed up for or cancelled a task, was put on or taken off one, checked in at the door, got or used a credit or gave a ticket away, and when. It never contains what you wrote. Only organizers can read it. Each entry is deleted after 365 days. If your record is erased, the entries no longer say it was you.
If you sign in with Telegram, the Crew app makes a one-time code and puts a cookie in your browser that ties the code to that browser. The bot uses your Telegram account number to find your crew account. The code and the cookie expire after 30 minutes and cannot be used twice.
We do not build a stored score of you. Your standing is recalculated from the outcomes above every time it is shown, so there is no hidden rating carried around in your record.
Why we hold it
We hold it to run the crew: to let you claim a task, to tell you about the tasks you claimed, to mark who arrived, and to work out who has earned free entry. Our legal basis is that this is necessary to do the thing you asked us to do when you signed up, and our legitimate interest in staffing our own events.
Confirmations of what you signed up for, and reminders about it, always send. They are how we deliver what you asked for, and switching them off would mean signing up for something we then never told you about.
When you take a task, or spend a free-entry credit, we also email you your ticket: a QR code and a link to your ticket page. If that task or credit is cancelled after the ticket was sent, we email you that the ticket is cancelled.
Everything else is optional and switched off whenever you like — open-task alerts, standing notices, credit and ticket news, permission messages, each separately for email and for Telegram. Your notification settings are on your own Crew app and, if you use the bot, under 🔔 Notifications in /me. There is no penalty for switching any of them off.
Crew members with a verified email address get the next events announcement and can unsubscribe at any time from the link in each email.
Who else can see it
The organizers of our events, and the crew running the sales desk on a night, can see your name, your standing and the tasks you are on. No other crew member sees your standing or your cancel and no-show marks.
Other crew members can see your name and the tasks you are on. Crew on the same night see them in the bot’s /roster, and the task board in the crew Telegram group shows the first name of each person on a task for the next event. A crew member can also open the board for any coming day in a private chat with the bot. Your name also appears in the group when someone covers a task for you, or you cover one for someone else.
We do not sell your data, we do not use it for advertising, and we do not profile you for anything beyond deciding whether you can claim a task.
Beyond that, the only others involved are:
Telegram, if you choose to link a Telegram account — messages the bot sends you pass through their service under their own privacy policy (https://telegram.org/privacy), and signing in with Telegram goes through a chat with the bot. Linking is entirely optional; the web page does everything the bot does.
The server of the language model that helps the bot answer, if you write the bot a message that is not a command — the text of that message, your roles, whether you are an organizer and the conversation of the last 24 hours (in the group, only your own messages to the bot and its answers) are sent there to work out the answer. The bot keeps a private chat for 24 hours so it can follow the conversation; each message is deleted 24 hours after it was written. In the group, the bot keeps your messages to it and its answers to you for 24 hours in the same way, apart from your private chat; other messages in the group are not kept. The bot never changes anything for you without asking you to confirm. When you give feedback in a private chat, say you are unhappy or very happy, or ask for a human, the bot emails the last 24 hours of that chat, with your name and email address, to the organizers, and tells you that it did.
The server of the language model, for organizers who write a text for the next events announcement — the text is sent there to be translated into the other site languages.
The server of the language model, which writes the texts of the next events announcement — the events’ descriptions and their DJs’ descriptions, both public information, are sent there.
Cloudflare, whose Turnstile check guards the sign-in form against bots (https://www.cloudflare.com/privacypolicy/). It sees the request, not your crew record.
Whoever delivers our email, since every notice we send you is an email leaving this site.
How long we keep it
We keep your record for 3 years after your last activity — the last task you were on, credit you were given, or credit you spent.
After that it is anonymised automatically, without anyone having to remember to do it: your email address, name, notes and any Telegram link are erased for good. What remains is an attendance record with nobody attached to it, which is no longer information about you.
Two exceptions. Organizers keep their record for as long as they hold the role, because it is what our events are administered through; it follows the schedule above once they no longer do. And sign-in links are not kept at all — they are deleted within the hour of being used or expiring, whichever comes first.
Your rights
You can ask for a copy of everything we hold about you, ask us to correct it, ask us to delete it, ask us to restrict or stop a particular use of it, and object to us holding it at all. You can also take it elsewhere in a machine-readable form.
Two of those you can do yourself, immediately and without asking anyone: your Crew app has a Delete button that erases your record and its history for good, and every email we send you links to it. Your notification settings on the same page stop any optional message.
For anything else, write to info@ecstaticdance.fi and we will answer within one month.
If you think we have handled your data badly, you can complain to your national data protection authority. In the EU you can complain to the one where you live, work, or where the problem happened.
This notice was last updated on August 14, 2026.