Privacy Policy

1. Our role

TourneyMind provides technology for organizing and administering tournaments and sporting events.

Tournament Directors and other organizations that use the Platform may collect information through our Services for their tournaments. Depending on the circumstances, we may process information for our own business and Platform operations, or on behalf of a Tournament Director, club, or other customer.

Tournament Directors remain responsible for their own collection and use of participant information, including deciding what information is reasonably necessary for their tournaments and obtaining any required permissions or consents. Questions about information requested specifically by a Tournament Director may need to be addressed to that Director.

You may always contact us about information held through the Platform.

2. Account and contact information

For Tournament Directors and other account holders we may collect name, email address, telephone number, mailing address, organization name, and the information used to authenticate and secure an account.

Authentication and password storage are handled entirely by our infrastructure provider. This application stores no password of any kind.

3. Tournament and organization information

Tournament Directors and administrators may provide organization or club name, tournament name, dates, venue names and addresses, divisions, teams, schedules, brackets, scores, standings, tournament rules, registration requirements, refund and cancellation policies, participation waiver text, and contact information.

Some tournament information is intended to be publicly displayed, as described under “What is public”.

4. Team and participant information

We deliberately collect very little about young athletes. For a roster, the Platform collects a participant’s name and jersey number. When a Tournament Director turns on player stats for an event, the team’s coach may also record points scored and personal fouls per game for their own players, from the team’s scorebook. There is no field for a date of birth, a grade, a school, a medical condition, an emergency contact, or a photograph.

For the team itself, a coach or team administrator provides a team name, a contact name, an email address, a telephone number, and optionally a mailing address and postal code. A Director may additionally enable fields for an assistant coach’s name, email and telephone number, and a scorekeeper’s name.

A Tournament Director may add their own questions to their registration form, and the answers are stored with the team. Because the Director writes those questions, we do not control what they ask. Directors are told to collect only what their event needs, and are prohibited from requesting Social Security numbers, complete payment-card numbers, banking credentials or account passwords.

5. Participation waivers

Where a Tournament Director collects participation waivers through the Platform, a parent or guardian signs once per participant. We record:

• the participant’s name
• the signer’s name and their relationship to the participant
• the signer’s email address
• the signature the signer typed
• the date and time of signing
• the IP address and browser user agent the signature was made from
• a cryptographic fingerprint of the exact waiver text that was signed

The IP address and user agent are recorded because a waiver is a record that may need to be relied upon later. They are not used for advertising, profiling or tracking.

The waiver document itself belongs to the Tournament Director. We store and display it and supply none of its wording. Waiver records are kept unchangeable once made: a signature can be marked void with a reason, but it cannot be edited or silently removed.

6. Information about minors

Youth sports necessarily involve information about minors, and the strongest protection we offer is that we collect almost nothing about them — a name and a jersey number, and, only where a Tournament Director has turned it on, points and fouls per game entered by the team’s own coach.

Where player stats are on, public pages identify a player by jersey number only unless the Tournament Director chooses to show a first name and last initial; a full name is never shown publicly. A coach may mark any player as hidden from public stats at a parent’s or guardian’s request, and a scoring leaderboard is shown only for divisions at or above a grade the Tournament Director sets. Stats remain visible to the player’s own team through its private team page.

Information about minor athletes is entered by parents or guardians, coaches, team administrators, or Tournament Directors. The fact that information relates to a minor does not mean the minor submitted it.

Children under 13 are not permitted to independently create an account or directly provide personal information through the Services. If we learn that we have collected personal information directly from a child under 13 in circumstances requiring parental consent without that consent, we will take reasonable steps to delete or otherwise address it.

A parent or legal guardian may contact us about personal information concerning their child using the address at the end of this policy. We may take reasonable steps to verify the requester’s identity, their relationship to the child, and the participant or tournament involved. Where the information was submitted by a Tournament Director, we may coordinate with that organization to respond.

The Platform is not intended to collect unnecessary sensitive information about youth athletes. Users must not upload Social Security numbers, birth certificates, government identification, medical records or diagnoses, or financial credentials.

7. Registration information

When a team registers for a tournament we may collect the registrant’s name and organization, team information, email address, telephone number, the division selected, the amount due, payment and refund status, the date and time of registration, answers to the Director’s custom questions, and — where the Director has enabled it — a free-text scheduling request.

Tournament Directors have access to the registrations for their own tournaments.

8. Payment information

We never see or store payment-card details.

Payments are processed by Stripe. Card entry happens entirely on Stripe’s own hosted checkout — payment details are never entered into, transmitted through, or stored by our systems. We do not store card numbers, expiry dates, security codes, or even the last four digits of a card.

What we retain about a payment is limited to a Stripe transaction identifier, a payment status, the date paid, and an optional note a Director may write for their own records.

Registration fees are charged on the Tournament Director’s own Stripe account, and the money never passes through ours. Stripe processes payment information under its own terms and privacy practices.

9. Communications

When you communicate with us or through the Platform we may collect emails, support requests, messages between a team and a Director, announcements a Director sends to teams, customer-service records, and feedback.

If a Tournament Director uses the Platform to communicate with teams, the Director is responsible for ensuring those communications are appropriate and related to legitimate tournament purposes.

10. Device, log and technical information

When you use the Services, technical information may be collected automatically, including IP address, browser type, operating system, device type, pages viewed, date and time of access, referring page, error and security logs, and session identifiers. We use this to operate, secure, troubleshoot, maintain and improve the Services.

We do not derive or infer a person’s location from their IP address. The only addresses we process are the venue addresses a Tournament Director enters for their own event, which are used to estimate travel time between venues.

11. Cookies and similar technologies

The Platform uses cookies and browser storage for account authentication, maintaining your session, remembering settings, security, and making the application work.

We do not use advertising cookies, and we do not use information about youth athletes for behavioral advertising of any kind.

12. Automated processing and artificial intelligence

Some Platform features use a third-party artificial-intelligence provider (Anthropic) to interpret text. Where a feature does this, the text is sent to that provider to produce a result which is returned to the Platform. Features that work this way include:

• interpreting a Tournament Director’s written description of an event into a draft configuration
• interpreting a coach’s free-text scheduling request into a scheduling constraint
• tidying Director-written text for a public page or a sign-up acknowledgement
• an assistant that answers a Director’s questions about their own event
• an assistant on public event pages that answers visitors’ questions using only that event’s published information

A Tournament Director’s participation waiver is never sent to an AI provider. It is formatted by a deterministic function that cannot alter its wording.

AI output is a suggestion. Directors review and approve it before anything is saved or published. We do not use AI to make decisions about a person, and we do not use information about youth athletes to train AI models.

13. Applications and device permissions

The Platform runs in a web browser, may be installed as a progressive web app, and is also available as a mobile application.

We do not request access to your photo library, microphone, contacts, or precise location.

The Platform requests exactly two device permissions, each only at the moment you choose the feature that needs it. Permission to send push notifications, when you choose to follow a team. And permission to use the camera, when someone running a check-in desk chooses to scan a team's check-in code — the camera is used to read that code and nothing else. No image or video is recorded, stored, or transmitted anywhere; the picture is read on your device and discarded, and the camera is released as soon as the scanner is closed.

You may decline either permission. Declining the camera does not prevent checking a team in — the check-in desk has always offered a search box, and it continues to work exactly as before.

Tournament Directors may upload an image for a logo or sponsor advertisement using the ordinary file picker.

14. How we use information

We use information to provide and operate the Services; create and manage accounts; authenticate users; create and manage tournaments; process registrations; manage teams and rosters; generate schedules and brackets; display scores and standings; facilitate tournament communications; present and record participation waivers; process payments and refunds; administer platform fees; provide customer support; prevent fraud and abuse; investigate security incidents; enforce our agreements; resolve disputes and chargebacks; comply with legal requirements; diagnose technical problems; improve and develop the Platform; and create aggregated or de-identified statistics.

15. What Tournament Directors receive

When an individual registers for or participates in a tournament, information is provided to the Tournament Director and their authorized administrators for that tournament — including team and coach contact information, registration and roster information, division information, payment and refund status, answers to the Director’s own questions, and waiver completion status.

Tournament Directors may use this information only for legitimate purposes consistent with operating their events and applicable law. They have their own privacy obligations separate from ours.

16. What is public

Certain information is intended to be publicly available, and a Tournament Director chooses whether to publish their event at all. Public information may include the tournament and organization name, venue, dates, team names, divisions, pools, schedules, brackets, results and standings.

The public schedule page also carries a per-team identifier used only to let a visitor subscribe that browser to notifications about that team. It grants no other access.

We do not publicly display payment information, billing information, account credentials, signed waivers, waiver signatures, participant (roster) names, coach or team contact details, or answers to a Director’s custom questions.

A Tournament Director may display their own sponsors’ advertisements on their public event pages, and TourneyMind may also display its own advertisements there. These are ordinary images and links; they do not track visitors across other websites.

Some functions — a coach’s roster page, a waiver link for families, a scorekeeper’s score-entry page, a check-in desk — work through a secret link rather than a login, so that volunteers and families do not need accounts. Anyone holding such a link can use it. Tournament Directors are responsible for distributing them appropriately and can regenerate any of them, which immediately invalidates the previous link.

17. Who else receives information

We use the following providers, and they process information only as necessary to provide their service to us:

• Supabase — database, authentication and file storage
• Vercel — application hosting
• Stripe — payment processing
• Anthropic — artificial-intelligence features described above
• Resend — transactional email delivery
• OpenRouteService — travel-time estimates between venues
• Sentry — error monitoring and diagnostics
• Web push services — delivery of push notifications you have opted into
• Twilio — delivery of SMS text messages to a telephone number provided at team registration

A Tournament Director may send event-day updates by SMS text message — court changes, schedule delays, weather notices — to a coach or team administrator who chose to receive them by ticking the optional box at registration; texting is never a condition of registering. Every such message includes opt-out instructions; replying STOP to any message stops further texts, and we record that choice so later broadcasts skip the number. Message and data rates may apply. We do not send marketing by text.

Our fonts are served from our own site rather than from a font network, so simply viewing a page does not disclose your IP address to a third party for that purpose.

We may also disclose information to Tournament Directors as described above; when you direct us to; when reasonably necessary to comply with law, respond to lawful requests, enforce our agreements, investigate fraud, protect our rights or our users, respond to security incidents, or protect someone’s health or safety; and, if TourneyMind LLC is involved in a merger, acquisition, financing, reorganization or sale of assets, as part of that transaction subject to applicable law.

18. We do not sell personal information

We do not sell personal information.

We do not use or disclose personal information for cross-context behavioral or targeted advertising based on activity across unrelated websites or applications. Advertisements shown on event pages are not targeted using personal information.

We do not sell personal information concerning youth athletes, and we do not use information about youth athletes to train artificial-intelligence models.

If our practices materially change, we will update this Privacy Policy and provide any notices, choices or opt-out mechanisms required by law before implementing those practices.

19. Aggregated and de-identified information

We may create aggregated or de-identified information that cannot reasonably be used to identify an individual — for example counts of tournaments, registered teams, schedule generations, feature usage and application performance — and use it to operate, analyse and improve the Platform. We will not intentionally attempt to re-identify such information.

20. How long we keep information

We retain personal information for as long as reasonably necessary to provide the Services, maintain business records, resolve disputes, prevent fraud, comply with legal obligations and enforce our agreements.

We want to be plain about what that means today: information associated with a tournament or an account is retained until its deletion is requested. We do not automatically delete tournament records, rosters or waiver records after a fixed period. We expect to set defined retention periods, and we will update this policy when we do.

Participation waiver records are treated as long-term records. A Tournament Director may need to produce a signed waiver long after an event, so we do not delete waiver signatures as a matter of routine.

Tournament Directors can export their data at any time from their account — including tournaments, teams, schedules, results, and every waiver signature with the exact text that was signed.

We may retain information longer where necessary because of litigation, legal requirements, fraud investigation, chargebacks or safety matters. Information may also persist temporarily in backups until those backups are overwritten in the normal course.

21. Security

We use reasonable administrative, technical and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, improper disclosure and destruction.

These include encryption in transit and at rest, authenticated access, database-level access rules that separate one organization’s data from another’s, restricted administrative access, security monitoring and error logging, and records that cannot be altered after the fact where the record’s integrity matters — waiver signatures and agreement acceptances in particular.

No online service can guarantee absolute security. You are responsible for keeping your account credentials confidential and should notify us promptly of suspected unauthorized access.

22. Your privacy choices and rights

Depending on where you live and applicable law, you may have the right to ask us to confirm whether we process personal information about you; provide access to it; provide a portable copy; correct it; delete it; explain the categories we collect and disclose; opt you out of certain uses; or review an appeal of a privacy decision. We may provide some of these rights voluntarily even where not legally required.

You do not need to create an account solely to submit a privacy request.

We may need to verify your identity before providing, changing or deleting information. Verification may involve confirming an email address, account information, tournament information or transaction information. For requests involving a minor we may also verify parental or guardian authority. Information submitted for verification is used only for verification, security, fraud-prevention and legal purposes.

Where applicable law permits another person to submit a request on your behalf, we may require reasonable evidence of their authority.

If we deny a request and applicable law provides a right of appeal, you may appeal by contacting us with the subject line “Privacy Request Appeal” and enough information to identify the original request. We will respond within the period required by law.

We will not unlawfully discriminate against you for exercising a privacy right. Exercising one may affect functionality where the information is necessary to provide a requested service — deleting an account’s identifying information may make it impossible to continue providing that account.

23. State privacy rights

If California privacy law applies, California residents may have additional rights. The categories of personal information we may collect are described throughout this policy and generally include identifiers and contact information; account information; transaction information; internet or electronic activity; tournament information; team and participant information; and communications. We collect information primarily from users, Tournament Directors, coaches and team administrators, parents or guardians, payment processors, devices and browsers, and service providers.

Where Iowa consumer privacy law applies, Iowa consumers may exercise applicable rights through the methods described above, and parents or legal guardians may submit requests concerning their minor child where applicable.

Residents of other U.S. states may have additional rights under applicable state law. We will process verified requests in accordance with applicable law.

24. Email communications

We may send administrative messages related to accounts, registrations, tournaments, schedule changes, payments, refunds, security, policy updates and support. These service-related messages may be necessary to provide the Services and are not subject to marketing opt-out.

If we send promotional messages, you may opt out using the unsubscribe method provided. Opting out of promotional messages does not stop service-related ones.

Tournament Directors may also send announcements to the teams registered for their events.

25. Third-party links

The Platform may link to websites or services operated by others, including venues, sports organizations, payment processors and social-media platforms. We are not responsible for their independent privacy practices, and you should review them.

26. Data handling by Tournament Directors

Tournament Directors who receive personal information through the Platform agree to:

• access only what their tournament needs
• restrict it to authorized personnel
• not sell participant information
• not use it for unrelated solicitation without appropriate permission
• protect exported roster and registration data
• delete unnecessary copies
• comply with applicable privacy requirements

Directors should not export participant information to unsecured spreadsheets, shared drives or personal devices without appropriate safeguards.

27. Security incidents

If we become aware of a security incident involving personal information we will investigate and take reasonable steps to contain it, secure affected systems, determine what occurred, reduce the risk of further access, and provide notifications required by law.

Please report suspected unauthorized access or security issues to the address below.

28. International users

The Services are operated from the United States, and our infrastructure providers store information in the United States. If you access the Services from outside the United States, information may be processed or stored in the United States. Where required, we will take appropriate steps regarding international transfers.

29. Changes to this policy

We may update this Privacy Policy as our Services, technology or legal obligations change. When we do, we will update the “Last updated” date above. For material changes we may provide additional notice through the Platform, email or another reasonable method. Where required by law we will obtain consent before materially changing how previously collected information is used.

30. Contact us

Privacy questions and requests, requests from a parent or guardian about their child, and reports of a security issue should all go to:

rwirtjes@tourneymind.com

TourneyMind LLC
Attn: Privacy
511 Schumacher Blvd
Denver, Iowa 50622