Privacy guide for organisers
Updated 15 October 2026
Before publishing, add a public privacy contact and a clear event privacy notice to your organiser profile. The notice applies to your events; use each event description to identify any event-specific differences. This guide is a starting point for your decisions, not an automatic compliance certificate.
- Identify responsibility. Give the actual person or organisation, a usable contact and any legally required correspondence details. Agree the platform’s role and any required processing contract.
- Explain collection. State which details you need, why, the lawful basis for each purpose, and which fields are optional. Give your notice to players and guardians before collection or import, including the source if details come from a club.
- Explain visibility. Nickname, dojo, avatar and results go to the host and approved players and may appear on scoreboards and result exports. Imported private contact fields stay host-only. Tell players about any additional publication outside this app.
- Protect juniors. Arrange guardian involvement and check authority outside the app. Fill the Age column for known juniors, use a non-identifying nickname, retain a built-in avatar and use guardian contact details. Under-18 imports are forced to nickname display; other players cannot open their optional details. If you do not know a player’s age, resolve it before import rather than assuming they are an adult.
- Set retention. Choose specific periods appropriate to your event for private registration details and results. After completing the event, use “Clear private roster details” on your dashboard, and remove unneeded local exports. Delete the event when results are no longer needed. These are manual actions.
- Handle requests. Explain how to access, correct or delete information and complain to a supervisory authority. Coordinate account or storage cleanup with the platform contact. Keep only necessary evidence of your decisions and permissions securely outside public descriptions.
Do not paste a generic notice without deciding these points. If you rely on child consent for online services, relevant age rules differ (including 16 in the Netherlands and 13 in Finland); those thresholds do not replace the app’s 18+ independent-account policy or your duty to check parental responsibility when required.
Primary guidance: European Data Protection Board, Dutch consent guidance and Finnish consent guidance.