Privacy Policy

Last updated: September 20, 2026

1. Introduction

The protection of your personal data is a major concern for us. This privacy policy informs you about the processing of your personal data in accordance with Swiss data protection legislation (revDSG/nDSG) and the European General Data Protection Regulation (GDPR).

2. Data Controller

Responsible for data processing is: Raphael Polig, Langnau am Albis, Switzerland, raphael@tournamentpilot.app

3. Hosting & Infrastructure

This application is hosted in Switzerland. We use a Swiss cloud provider (Infomaniak Network SA, Geneva). By hosting in Switzerland, your data remains in a territory with a comparable level of data protection according to GDPR requirements. We use SSL/TLS encryption for secure data transmission.

4. Database & Technology (PocketBase)

For managing application data, we use PocketBase, a self-hosted open-source database solution. Tournament, participant, schedule, result, and image data are primarily stored on infrastructure hosted in Switzerland.

5. Email Service (Brevo)

For transactional emails as well as automated, service-related follow-up emails after tournament creation, we use Brevo (Sendinblue SAS, Paris). A data processing agreement (DPA) has been concluded. For this purpose, the recipient's email address, the preferred language, the tournament creation event (including the tournament name and a link token) for time-delayed dispatch, and the content of the email are transmitted to Brevo. The email address is stored in a contact list at Brevo for this purpose.

When creating a tournament, you can optionally sign up for our newsletter by ticking a separate checkbox, which is not ticked by default. If you do, your email address is added to a newsletter list at Brevo and used to send occasional news about TournamentPilot. Signing up is voluntary and not required to use the service. You can withdraw your consent at any time with effect for the future, either via the unsubscribe link at /unsubscribe (where you enter your email address) or by writing to raphael@tournamentpilot.app. Unsubscribing removes you from the newsletter list only; service emails about your tournaments continue to be sent.

Feedback

About two days after a tournament is created, we send a follow-up email asking how it went. It contains three links (positive, neutral, negative). Clicking one stores your rating together with the tournament ID, the tournament name, the chosen language and a timestamp on our servers in Switzerland. You may add a free-text comment; please do not include sensitive personal data. Only one rating is kept per tournament, and a later click replaces the earlier one. Feedback is used solely to improve TournamentPilot and is retained even after the tournament itself has been deleted, but it can be deleted on request (raphael@tournamentpilot.app). The legal basis is our legitimate interest in improving the service (Art. 6 para. 1 lit. f GDPR) and, for the optional comment, your voluntary submission.

8. Web Analytics (Umami)

For statistical analysis of visitor access, we use the privacy-friendly analysis tool Umami. Umami is self-hosted by us, so analytics data remains on our own infrastructure in Switzerland. The tool is configured without cookies and does not use the data for advertising. We also collect Core Web Vitals and other technical performance metrics to identify usability issues and improve our service.

9. No Tracking Cookies

TournamentPilot does not use marketing or tracking cookies. No personal data is passed on to advertising networks or data brokers. Our Umami analytics setup is configured without cookies.

10. Technical Storage (Cookies & Local Storage)

For the operation of the application, in particular for real-time synchronization (PocketBase realtime function) and maintaining your session, we use technically necessary storage technologies. These include session cookies or entries in your browser's local storage. These serve exclusively the technical functionality and security of the platform.

11. Data Collected

We collect: Email address and preferred language during tournament creation; your newsletter sign-up, if you choose to opt in; tournament data (name, description, schedules, results); uploaded images; participant names entered by organizers; feedback you submit via the follow-up email; and technical usage data (IP address, browser type) in server log files.

12. Public Tournament Pages

TournamentPilot provides tournament information and uploaded images via public links. Data and images entered by organizers can thus become publicly accessible worldwide. This also applies to sponsor information. Organizers are responsible for the authorization to publish all content.

13. Handling of Image Files

When uploading images, metadata (such as EXIF data) may be transferred to our servers. We recommend that users remove sensitive metadata from files before uploading. Uploaded images are stored on Swiss servers like other tournament data.

14. Legal Basis

Data processing is based on: Performance of a contract (Art. 6 para. 1 lit. b GDPR / Art. 31 para. 2 lit. a nDSG), legitimate interest in the technical provision and security of the services and in collecting feedback (Art. 6 para. 1 lit. f GDPR / Art. 31 para. 1 nDSG), and, for the newsletter, your consent (Art. 6 para. 1 lit. a GDPR), which you can withdraw at any time.

15. Storage Duration

Tournament data and images are stored until they are deleted by the organizer or are no longer required for operation. Newsletter subscriptions are stored until you unsubscribe. Feedback is stored until deleted on request. Technical logs are kept for a limited period for security purposes.

16. Your Rights

You have the right to access, rectification, erasure, restriction of processing, data portability, and objection. You also have the right to lodge a complaint with a supervisory authority (in Switzerland: FDPIC). Contact: raphael@tournamentpilot.app

17. Contact

If you have any questions regarding data protection, please contact: raphael@tournamentpilot.app