Privacy Policy

Last Updated: August 20, 2026
Effective Date: August 20, 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. Purpose and Scope

This Privacy Policy describes how Tournkey collects, uses, discloses, stores, transfers, protects, retains, and otherwise processes Personal Information in connection with Tournkey’s websites, applications, APIs, platform, Gate and access-control tools, registration, memberships, event operations, team services, ticketing, Travel, commerce, fundraising, payments, communications, scoring, RFID-enabled functionality, analytics, support, sales, marketing, and other services (collectively, the “Tournkey Services”).

This Privacy Policy applies to individuals who interact with Tournkey directly and to Personal Information Tournkey processes through services provided to Organizations.

2. Definitions

For purposes of this Privacy Policy:

“Organization” means an organization, event operator, association, governing body, club, facility, business, institution, team, or other entity that uses the Tournkey Services.

“Personal Information” means information about an identifiable individual or information that is otherwise treated as personal information or personal data under applicable privacy law.

“Profile” means a Tournkey profile representing a person, participant, registrant, athlete, member, household member, contact, or other individual.

“Property” means a configurable operating property within Tournkey, which may include an Event, Tournament, Festival, Facility, Store, Membership Program, Fundraising Campaign, Ticketed Experience, Team, or another supported property type.

“Travel” means hotel sourcing, accommodations, booking, transportation coordination, travel management, and related functionality provided or facilitated through Tournkey.

3. Our Privacy Roles

Tournkey’s role depends on the context in which Personal Information is processed.

3.1 Tournkey Processing for Its Own Purposes

Tournkey may determine the purposes and means of processing Personal Information for activities such as:

Account and Profile administration;
platform operations;
security and fraud prevention;
billing and Tournkey financial administration;
sales and customer relationships;
direct marketing where permitted;
product development and improvement;
analytics relating to Tournkey’s business;
legal and regulatory compliance; and
establishing, exercising, or defending legal rights.

In these circumstances, Tournkey is responsible for its own privacy practices under applicable law.

3.2 Tournkey Processing on Behalf of Organizations

Organizations may use Tournkey to collect and process Personal Information relating to participants, registrants, members, athletes, teams, customers, attendees, volunteers, staff, donors, purchasers, travellers, parents, guardians, or other individuals.

Where an Organization determines why and how Personal Information is processed and Tournkey processes that information on its behalf, the Organization is responsible for its own collection and use of the information and Tournkey acts in a service-provider or processor capacity, as applicable.

Individuals with questions about an Organization’s own privacy practices should contact that Organization directly.

Additional data-processing terms may apply between Tournkey and an Organization.

4. Personal Information We May Collect

The Personal Information Tournkey processes depends on the Services used and the individual’s relationship with Tournkey or an Organization.

4.1 Identity and Profile Information

This may include:

first and last name;
username;
date of birth or age;
gender where relevant and lawfully collected;
profile information;
participant or athlete information;
parent, guardian, household, or family relationships;
photographs or profile images;
participant identifiers;
accessibility or accommodation information where required to deliver requested services;
other information required for a particular registration, program, event, or service.

4.2 Contact Information

This may include:

email address;
telephone number;
mailing address;
city;
province or state;
postal or ZIP code;
country.

4.3 Organization and Business Information

This may include:

Organization name;
business contact information;
role or title;
authorized representatives;
business registration information;
ownership or control information where required;
verification information required by payment, financial, fraud-prevention, or regulatory processes.

4.4 Registration, Membership, Team, and Event Information

This may include:

registrations;
memberships;
rosters;
team assignments;
divisions;
schedules;
results;
scores;
statistics;
eligibility information;
waivers and acknowledgements;
documents and forms;
signatures;
custom-question responses;
event history;
attendance;
accreditation;
staff or volunteer assignments;
communications relating to participation.

4.5 Transaction and Payment Information

This may include:

transaction history;
payment status;
billing information;
amounts paid or owing;
refunds;
credits;
chargebacks;
payout information;
transaction identifiers;
payment-related verification information.

Payment-card information may be collected and processed directly by third-party payment providers and may not be stored directly by Tournkey.

4.6 Travel Information

This may include:

hotel requirements;
accommodation bookings;
rooming information;
travel dates;
traveller names and contact information;
booking preferences;
room types;
transportation information where applicable;
supplier confirmations;
other information required to arrange or administer Travel.

4.7 Ticketing, Access, and Venue Information

This may include:

ticket purchases;
ticket transfers;
ticket-holder information;
access credentials;
ticket scans;
admission records;
accreditation;
RFID or other access identifiers where used.

4.8 Commerce and Fundraising Information

This may include:

purchases;
order history;
shipping or fulfillment information;
donations;
fundraising activity;
campaign participation.

4.9 Communications and Support Information

This may include:

emails;
support requests;
messages;
survey responses;
feedback;
communications with Tournkey or Organizations through the Tournkey Services.

4.10 Device and Technical Information

This may include:

IP address;
browser type;
device type;
operating system;
device identifiers;
application version;
log information;
timestamps;
security events;
crash and performance data;
cookie and similar-technology information.

4.11 Location Information

Tournkey may process approximate or precise location information where a feature requires location and applicable device permissions or other required permissions have been provided.

4.12 Compliance and Verification Information

Where required by payment providers, financial institutions, law, fraud-prevention processes, sanctions screening, or other regulatory obligations, Tournkey may collect or facilitate collection of identity, business, ownership, and verification information.

5. How We Collect Personal Information

Tournkey may collect Personal Information:

directly from individuals;
from Organizations and their authorized representatives;
from parents or guardians;
from Teams;
through registrations, memberships, and Transactions;
through Tournkey websites and applications;
through support and sales interactions;
from integrated payment providers;
from hotels and Travel suppliers;
from ticketing, access, or venue systems;
from third-party integrations authorized by a User or Organization;
from cookies, SDKs, logs, and similar technologies;
from authorized commercial partners;
from publicly or commercially available sources where lawful.

6. How We Use Personal Information

Tournkey may use Personal Information to:

create, authenticate, and administer Accounts and Profiles;
provide and operate the Tournkey Services;
administer Organizations, Properties, Events, Teams, and related workflows;
process registrations and memberships;
administer rosters, schedules, scoring, results, standings, and event operations;
process and administer payments and payouts;
provide ticketing and access-control functionality;
arrange and administer Travel;
facilitate commerce and fundraising;
deliver transactional and operational communications;
provide analytics and reporting;
provide customer and technical support;
prevent fraud, abuse, and unauthorized access;
maintain platform, account, and payment security;
verify Users, Organizations, and authorized representatives;
comply with legal, financial, tax, regulatory, contractual, and payment-network requirements;
personalize and improve the Tournkey Services;
develop, test, and evaluate products and features;
administer sales, customer, supplier, and partner relationships;
communicate about Tournkey products and services;
conduct marketing where permitted by law;
establish, exercise, or defend legal claims;
protect Tournkey, Users, Organizations, and third parties.

7. AI and Automated Technologies

Tournkey may use artificial intelligence, machine learning, automated recommendations, and generative technologies to support functionality such as:

scheduling;
operational recommendations;
analytics and reporting;
customer support;
communications;
content generation;
workflow automation;
fraud, abuse, and security detection.

Where Personal Information is processed through AI-enabled functionality, Tournkey will process it in accordance with applicable law, this Privacy Policy, and applicable contractual requirements.

Where Tournkey acts on behalf of an Organization, Personal Information used through AI-enabled functionality will also be subject to applicable Organization instructions and data-processing terms.

Tournkey may use third-party technology providers to deliver AI-enabled functionality.

Tournkey does not use Personal Information to make decisions producing legal or similarly significant effects concerning an individual solely by automated means except where permitted by applicable law and appropriate safeguards are implemented.

8. How We Disclose Personal Information

Tournkey does not disclose Personal Information indiscriminately. Information may be disclosed where reasonably necessary for the purposes described in this Privacy Policy.

8.1 Organizations, Events, Teams, and Properties

Information may be made available to the Organization, Event, Team, Property, or other entity with which an individual interacts through Tournkey, including authorized personnel acting on its behalf.

The information available depends on the applicable relationship, purpose, roles, and permissions.

8.2 Service Providers

Tournkey may use service providers supporting functions such as:

cloud hosting and infrastructure;
software development;
communications;
customer support;
analytics;
security;
identity and verification;
fraud prevention;
document and electronic-signature services;
AI technology;
monitoring and performance;
other operational functions.

Service providers are permitted to process Personal Information only as appropriate to the services they provide and subject to applicable contractual and legal requirements.

8.3 Payment and Financial Providers

Information may be disclosed to payment processors, banks, financial institutions, card networks, identity or business-verification providers, fraud-prevention providers, and other parties necessary to process Transactions and payouts or satisfy financial and regulatory requirements.

8.4 Travel Suppliers

Information may be shared with hotels, accommodation providers, transportation providers, travel-management providers, and other suppliers where necessary to request, book, administer, reconcile, or support Travel services.

8.5 Commercial, Sponsorship, and Brand Partners

Where an individual has requested, consented to, or reasonably expects a partner-enabled service, offer, sponsorship, benefit, promotion, or experience, Tournkey may share information with the applicable partner as permitted by law and consistent with the disclosed purpose.

Tournkey does not sell Personal Information for monetary consideration.

Tournkey will not provide a commercial partner unrestricted access to Personal Information merely because the partner has a commercial relationship with Tournkey or an Organization.

8.6 Professional Advisors

Tournkey may disclose information to lawyers, accountants, auditors, insurers, consultants, and other professional advisors where reasonably necessary.

8.7 Legal, Regulatory, and Protective Disclosures

Tournkey may disclose information where reasonably necessary to:

comply with applicable law;
respond to lawful legal process;
respond to regulatory or law-enforcement requests;
protect the rights, safety, or security of Tournkey or others;
investigate fraud, abuse, or security incidents;
enforce agreements;
establish, exercise, or defend legal claims.

8.8 Corporate Transactions

Personal Information may be disclosed or transferred as permitted by law in connection with a financing, merger, acquisition, reorganization, sale of assets, investment, insolvency proceeding, or similar corporate transaction, subject to appropriate confidentiality and privacy protections.

9. Organization Responsibilities

Organizations using Tournkey are responsible for their own privacy practices and for ensuring they have lawful authority to collect, use, disclose, and provide Personal Information through the Tournkey Services.

Organizations are responsible, as applicable, for:

identifying lawful purposes for processing;
providing required privacy notices;
obtaining required consents or other lawful authority;
configuring appropriate roles and permissions;
limiting access to authorized persons;
complying with privacy and data-protection law;
complying with applicable marketing and anti-spam law;
complying with requirements relating to minors and youth participants;
responding to privacy requests where the Organization controls the information;
complying with employment or volunteer privacy requirements where applicable;
complying with sector-specific requirements applicable to the Organization.

Where Tournkey processes information on an Organization’s behalf, Tournkey may refer an individual to that Organization for requests the Organization is responsible for handling.

10. Children and Youth

Tournkey supports sports, entertainment, community, membership, and other activities that may involve children and youth.

Where a minor is not legally capable of providing required consent, a parent, guardian, Organization, or other legally authorized person must provide information, authorization, or consent as required by applicable law.

Tournkey may process information relating to minors where necessary to provide registration, membership, team, event, Travel, ticketing, communication, safety, accreditation, scoring, or other requested Services.

Organizations are responsible for ensuring they have appropriate authority to collect and process information relating to minors through Tournkey.

Tournkey does not knowingly use Personal Information about minors for purposes inconsistent with applicable law or the purposes for which the information was collected.

11. Sensitive Information

Certain Services may involve information that is sensitive depending on context, such as date of birth, accessibility requirements, identification or verification information, youth information, financial information, or information required for participant safety or accommodation.

Tournkey and Organizations should collect sensitive information only where reasonably necessary for an identified purpose and subject to appropriate safeguards and lawful authority.

Organizations should not use custom questions, uploads, or other configurable Tournkey functionality to collect sensitive Personal Information unless necessary and legally permitted.

12. Cookies and Similar Technologies

Tournkey may use cookies, pixels, SDKs, local storage, and similar technologies to:

operate the Services;
authenticate Users;
maintain sessions;
remember preferences;
maintain security;
understand usage;
measure performance;
provide analytics;
support marketing where permitted.

Where required by law, Tournkey will provide appropriate choices or obtain consent for non-essential technologies.

Users may also be able to manage certain technologies through browser, application, or device settings.

13. Marketing and Commercial Electronic Messages

Tournkey may send marketing communications where permitted by applicable law.

Individuals may unsubscribe using available unsubscribe mechanisms.

Unsubscribing from marketing does not prevent Tournkey from sending transactional, operational, security, registration, payment, Travel, ticketing, account, or other service communications necessary to provide requested Services.

Organizations using Tournkey communication functionality are responsible for ensuring their own communications comply with applicable privacy, marketing, and anti-spam laws.

14. Payment Information

Payment transactions may be processed by third-party payment providers.

Tournkey may receive transaction information, payment status, identifiers, limited payment-method details, fraud information, payout information, and other information necessary to administer Transactions.

Full payment-card credentials may be collected and stored by the applicable payment provider rather than Tournkey.

Payment providers maintain their own privacy and security obligations and may process information for their own compliance, fraud-prevention, financial, and legal purposes.

15. Travel Information

Where Tournkey provides or facilitates Travel services, Personal Information may be shared with applicable hotels, accommodation providers, transportation providers, travel-management providers, Organizations, and other suppliers as necessary to fulfill and administer requested Travel.

Travel suppliers may process Personal Information under their own privacy practices and legal obligations.

Tournkey will limit Travel-related disclosures to information reasonably necessary for the applicable service, subject to applicable law and contractual requirements.

16. Security

Tournkey uses administrative, technical, and organizational safeguards designed to protect Personal Information against unauthorized access, disclosure, alteration, loss, misuse, or destruction.

Safeguards may include:

access controls;
authentication;
encryption where appropriate;
monitoring and logging;
secure development practices;
vendor and service-provider management;
incident-response procedures;
confidentiality obligations;
security reviews;
role and permission controls.

No method of electronic transmission or storage can be guaranteed completely secure.

17. Security and Privacy Incidents

Tournkey maintains processes for investigating and responding to suspected privacy and security incidents.

Where required by applicable law or contract, Tournkey will provide notification to affected individuals, Organizations, regulators, or other appropriate parties.

Where Tournkey processes Personal Information on behalf of an Organization, incident-notification responsibilities may also be governed by a Data Processing Addendum or other agreement.

18. International and Cross-Border Processing

Tournkey and its service providers may process or store Personal Information in Canada, the United States, or other jurisdictions.

Information processed outside an individual’s home jurisdiction may be subject to the laws of the jurisdiction where it is processed, including lawful access by courts, law-enforcement agencies, or government authorities.

Tournkey uses contractual, technical, organizational, and other safeguards appropriate to applicable legal requirements for cross-border processing.

19. Retention

Tournkey retains Personal Information only for as long as reasonably necessary for the purposes for which it was collected and for legitimate legal, operational, security, financial, and contractual requirements.

Retention periods may depend on:

the type of information;
the applicable Tournkey Service;
Organization instructions;
the duration of the customer or User relationship;
financial and accounting requirements;
regulatory requirements;
limitation periods;
fraud and security requirements;
disputes and legal claims.

When information is no longer required, Tournkey may securely delete, destroy, anonymize, or de-identify it in accordance with applicable law and operational requirements.

20. Aggregated and De-Identified Information

Tournkey may create aggregated or de-identified information that does not reasonably identify an individual.

Subject to applicable law, Tournkey may use this information for:

analytics;
benchmarking;
security;
research;
product development;
service improvement;
operational planning;
business planning.

Tournkey will not attempt to re-identify de-identified information except where permitted or required by law, including for testing or maintaining de-identification protections.

21. Individual Privacy Rights

Depending on applicable law and the circumstances, individuals may have rights to:

request access to Personal Information;
request correction of inaccurate information;
withdraw consent where processing is based on consent;
request deletion where applicable;
request information about how Personal Information is processed;
challenge Tournkey’s compliance with privacy law;
submit a complaint to Tournkey or an applicable privacy regulator.

These rights are subject to legal exceptions and identity-verification requirements.

Where Tournkey processes Personal Information on behalf of an Organization, Tournkey may refer a request to the applicable Organization.

22. Access and Correction Requests

Requests concerning Personal Information controlled by Tournkey may be submitted using the contact information below.

Tournkey may take reasonable steps to verify identity before fulfilling a request.

Tournkey may decline or limit access where permitted or required by law, including where disclosure would reveal another person’s Personal Information, privileged information, confidential commercial information, or information subject to another lawful restriction.

23. Consent and Withdrawal

Where Tournkey relies on consent, individuals may withdraw consent subject to legal or contractual restrictions and reasonable notice.

Withdrawal may affect Tournkey’s ability to provide Services requiring the applicable information.

Tournkey may process Personal Information without consent where authorized or required by applicable law.

24. Third-Party Services and Links

The Tournkey Services may contain links to or integrations with third-party websites, applications, suppliers, and services.

Third parties maintain their own privacy practices. Tournkey is not responsible for those practices except to the extent required by applicable law.

Individuals should review applicable third-party privacy policies before providing Personal Information directly to those parties.

25. Business Customers, Partners, and Prospects

Tournkey may process business contact information relating to customers, prospective customers, suppliers, referral partners, strategic partners, sponsors, hotels, venues, service providers, and other commercial relationships.

This information may be used to:

administer commercial relationships;
respond to inquiries;
manage contracts;
provide support;
conduct sales activities;
manage referrals and opportunities;
communicate about Tournkey products and services;
administer payments, commissions, sponsorships, or other commercial arrangements;
comply with legal and financial obligations.

Commercial agreements may establish additional confidentiality, data-protection, security, or processing requirements between Tournkey and the applicable organization.

26. Relationship to Tournkey Terms & Conditions

Use of the Tournkey Services is also governed by the Tournkey Terms & Conditions:

https://tournkey.com/terms-and-conditions/

Organizations and commercial partners may enter into Supplemental Agreements with Tournkey.

Those agreements may establish additional privacy, security, confidentiality, or data-processing obligations between the parties.

This Privacy Policy describes Tournkey’s privacy practices and does not replace a negotiated Data Processing Addendum or other legally required privacy agreement.

27. Changes to This Privacy Policy

Tournkey may update this Privacy Policy to reflect changes in law, technology, the Tournkey Services, or Tournkey’s privacy practices.

The current version will identify its effective or last-updated date.

Where required by applicable law, Tournkey will provide additional notice or obtain consent for material changes.

28. Contact Tournkey

Questions, requests, or complaints concerning privacy may be directed to:

Tournkey Tournament System Inc.
133 Consortium Court
London, Ontario N6E 2S8
Canada

Website: https://tournkey.com/
Support: https://help.tournkey.com/

Privacy Contact: [email protected]

Individuals may also have the right to contact the applicable privacy regulator in their jurisdiction.

29. Canadian Privacy Complaints

Individuals in Canada may contact the Office of the Privacy Commissioner of Canada or the applicable provincial privacy regulator where they believe their privacy rights have not been appropriately addressed.

Tournkey encourages individuals to contact Tournkey first so that we have an opportunity to review and respond to the concern.