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Privacy Policy

Privacy Policy

Last Updated: June 19, 2026
Effective Date: June 19, 2026

Tournkey Tournament System Inc. (“Tournkey,” “we,” “us,” or “our”) is an Ontario corporation with its principal place of business at 133 Consortium Court, London, Ontario, Canada N6E 2S8.

1. Introduction and Scope

This Privacy Policy explains how Tournkey collects, uses, discloses, transfers, stores, and protects Personal Information (information about an identifiable individual) in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), Quebec’s Law 25 where applicable, and other relevant Canadian privacy laws.

It applies to all Users of our Services, including websites, mobile applications (including Tournkey Gate), APIs, and off-platform services such as ticketing, event operations, RFID, scoring, and payments.

We act as a data controller for our own purposes and as a data processor on behalf of Organizers.

Key Definitions

  • Organizer: Event creators, venues, tournament operators, sports organizations, etc.
  • Consumer: Individuals registering, purchasing tickets, or participating.
  • Staff: Users of Tournkey Gate or operational tools.
  • Services: All Tournkey Properties and related offerings.

We are committed to the 10 Fair Information Principles under PIPEDA. We practice data minimization and obtain meaningful consent where required.

Privacy Officer: Contact our designated Privacy Officer at [email protected] or the address above.

2. What Personal Information We Collect

We collect Personal Information only as reasonably necessary for the purposes described in this Policy.

2.1 Information You Provide

  • Contact details (name, email, phone, address);
  • Account and profile information;
  • Event/registration data (date of birth where required, emergency contacts, team/athlete profiles, waivers, custom forms);
  • Payment and transaction information (processed via third parties);
  • Communications and support requests.

2.2 Automatically Collected Information

  • Technical data (IP address, device identifiers, browser/app information, usage statistics);
  • Cookies, pixels, and similar technologies (see our separate Cookie Statement).

2.3 Tournkey Gate and On-Site Data

  • Scan/check-in records, scoring/results, sales/POS transactions, staff activity logs, audit trails;
  • Camera access (for scanning, with permission);
  • Location data only where necessary for operations (with device permission);
  • Push notifications (manageable in device settings).

2.4 Organizer and Business Data

Billing, tax, payout, verification, and business contact information. We may supplement data from third-party sources with notice or consent as required.

3. Purposes and Legal Bases for Processing

We use Personal Information for the following purposes:

  • Providing, operating, and improving the Services, including Tournkey Gate functionality;
  • Processing registrations, tickets, payments, payouts, and event operations;
  • Account management, customer support, security, fraud prevention, and audit logging;
  • Internal analytics, product development, and aggregated research;
  • Marketing, sponsorship, and brand partnership activities (detailed in Section 4);
  • Complying with legal obligations and enforcing our Terms of Service.

Consent: Consent is obtained in a manner that is informed, voluntary, and specific. You may withdraw consent at any time, subject to legal or contractual limitations.

4. Disclosure and Sharing of Personal Information

We do not sell Personal Information to third parties.

4.1 With Organizers and Event Partners

When you register for, purchase tickets to, or participate in an event, your relevant Personal Information is shared with the applicable Organizer(s), who act as separate data controllers.

4.2 With Sponsors, Brand Partners, and Promotional Partners

To expand the value we provide to Users and enhance event experiences, we may partner with carefully selected sponsors, brands, and promotional partners. We may share limited Personal Information with such partners for purposes such as delivering event-related sponsorship benefits, sending relevant offers, or measuring sponsorship effectiveness.

Any such sharing is subject to contractual agreements requiring the partner to protect the information. You retain full control: If you do not wish your Personal Information to be shared with sponsors or brand partners, you may opt out at any time by contacting [email protected] or using available account preference tools. We will apply your preference promptly.

4.3 With Service Providers

We engage trusted service providers under contracts that require comparable levels of protection.

4.4 Business Transfers and Affiliates

In the context of a merger, acquisition, or similar transaction.

4.5 Legal and Safety Requirements

As required by law, subpoena, court order, or to protect rights, safety, or prevent wrongdoing.

5. International Transfers

Our primary operations are in Canada. When transferring Personal Information outside Canada, we use contractual or other means to ensure a comparable level of protection. By using our Services, you acknowledge these transfers subject to the safeguards above.

6. Security Safeguards and Breach Notification

We implement reasonable technical, administrative, and physical safeguards. If a breach creates a real risk of significant harm, we will notify affected individuals and report to the Office of the Privacy Commissioner of Canada as required.

7. Retention and Deletion

We retain Personal Information only as long as necessary. When no longer needed, we securely delete or anonymize it.

8. Cookies and Tracking Technologies

See our separate Cookie Statement for details.

9. Your Rights and Choices

  • Access, correction, and deletion of your Personal Information;
  • Withdraw consent;
  • Opt out of marketing and sponsor/brand partner sharing at any time;
  • Lodge a complaint with our Privacy Officer or the Office of the Privacy Commissioner of Canada.

Contact [email protected] to exercise your rights.

10. Children and Youth

We do not knowingly collect Personal Information from children under 13 without verifiable parental consent. Parents/guardians may contact us to review or delete such information.

11. Third-Party Links and Exclusions

This Policy applies only to Tournkey Services. We are not responsible for third-party or Organizer privacy practices.

12. Changes to This Policy

Material changes will be notified. Continued use after changes constitutes acceptance.

13. Governing Law and Contact

This Policy is governed by the laws of Ontario and Canada. Contact our Privacy Officer at [email protected].

You may also contact the Office of the Privacy Commissioner of Canada.