Terms of use

1. Scope

These terms apply to the use of TournamentPilot (tournamentpilot.app), operated by Raphael Polig, 8135 Langnau am Albis, Switzerland (the provider). TournamentPilot is free of charge and is aimed at private individuals, clubs, schools, companies and other organisers of tournaments.

By creating a tournament or an account, you accept these terms and the privacy statement. If you use TournamentPilot on behalf of an organisation, you confirm that you may accept them for it.

2. The service

TournamentPilot provides tools to plan and run tournaments: schedules, score entry, live scoreboards and rankings, optional participant registration, and logos for tournaments, participants and sponsors.

There is no entitlement to constant availability of the service or to permanent storage of data. The provider may change, restrict or discontinue the service at any time without giving reasons.

3. Admin links, scorekeeper links and accounts

You can create a tournament without an account. You then receive a secret admin link on screen and by email. Anyone who has this link can manage the tournament, so keep it secret and share it only with people you trust. The same applies to the scorekeeper links you hand out.

If you lose your admin link, you can request a new one to the email address you gave when creating the tournament. Opening the new link invalidates the old one.

Without an account, one email address can hold at most 10 tournaments that are not archived. A tournament can only be published once the email address has been confirmed via the link in the creation email.

If you register an account, keep your password secret. You can delete your account at any time.

4. Content and your obligations

You are solely responsible for the content you enter, for example tournament and participant names, results, descriptions, logos and sponsor information. Tournament pages can be publicly accessible; you decide on their visibility and on how names are shown.

When you upload logos or other images, you warrant that you hold the necessary rights or have the rights holder's permission. If people are shown, you are responsible for obtaining their consent.

Content that is unlawful, glorifies violence, is discriminatory or pornographic is prohibited. The provider does not check content in advance but may delete inadmissible content or block tournaments at any time.

You grant the provider the non-exclusive right to store, process and display your content as far as this is needed to provide the service.

The provider accepts no liability for the content of external sponsor websites that organisers link to.

5. Processing of tournament data on your behalf

For personal data that you enter or collect about participants, registrants, team contacts and other persons (tournament data), you are the controller, and the provider processes it on your behalf. This section is the data processing agreement under the Swiss Federal Act on Data Protection (FADP) and, where applicable, Art. 28 of the EU General Data Protection Regulation (GDPR).

You make sure that you may process the tournament data and that the persons concerned are informed, for example through the notice on the registration form. For children, you obtain the consent of their parents or guardians where this is required.

The provider processes tournament data only to provide the service and according to your instructions, which you give by using the functions of TournamentPilot. The provider does not use tournament data for its own purposes and never adds participants or registrants to its own contact lists.

Everyone with access to tournament data is bound to confidentiality. The provider takes appropriate technical and organisational measures, in particular hosting in Switzerland, encrypted transmission (TLS) and access links that are stored only as hashes.

You agree to the sub-processors listed in the privacy statement (the hosting provider in Switzerland and Brevo for emails). The provider informs you by email before adding a new sub-processor; if you object, you can stop using the service and delete your tournaments.

The provider supports you in answering requests from data subjects and forwards such requests to you if they reach it directly. You can export and delete tournament data yourself. Tournament data stays until you delete it. A tournament you haven't used for 90 days is deleted 7 days after a reminder to its admin email, repeated 48 and 24 hours before the deletion, unless you keep it.

The provider informs you without undue delay if it becomes aware of a breach of data security that affects your tournament data.

When you delete a tournament, its tournament data is deleted. Copies in backups are removed as the backups expire.

6. Emails, news and changes to these terms

By creating a tournament or an account, you agree to receive emails related to the service, for example admin links, confirmation and recovery emails, and notices of changes to these terms or the privacy statement.

Signing up for news about TournamentPilot is voluntary and independent of these terms. You can unsubscribe at any time via the link in every news email or in your account settings.

The provider may change these terms. Changes are announced in advance by email to everyone who has accepted them. If you continue to use TournamentPilot after the changes take effect, you accept them.

7. Liability and indemnity

You use TournamentPilot at your own risk. The service is provided as is, without any warranty.

To the extent permitted by law, the provider excludes all liability for direct or indirect damage and for loss of data.

You indemnify the provider against all claims by third parties, including legal costs, that arise because your content infringes copyright, trademark or personality rights, or because of how you use tournament data.

8. Final provisions

Swiss law applies. If individual provisions of these terms are invalid, the remaining provisions stay valid. The place of jurisdiction is the provider's domicile, unless another place of jurisdiction is mandatory.