Tournament Organizer Terms

Version 0.2-draft · Effective [EFFECTIVE DATE]

What this covers (plain language)

• Tarakits is software for running your tournament. You run the Event: rules, safety, venue, prizes, results and disputes are yours.
• You sell the entries. Players pay you directly, outside Tarakits or into your own payment account. Tarakits never receives, holds or refunds entry fees.
• You control your players' data for the Event; Tarakits processes it for you (Annex T). Public pages show first name and last initial only, and players can hide their name.
• Children play only if a parent or guardian enters them through Tarakits, and only after you accept Annex J (junior players).
• Keep a paper fallback for event day. Our liability is limited as far as Philippine law allows.

These terms apply when you ("Organizer") use Tarakits, operated by Marisoft, a [corporation / one person corporation / sole proprietorship] registered in the Philippines under [SEC/DTI REG. NO.], with address at [ADDRESS] ("Tarakits", "we"), to run a tournament or other event ("Event"). They add to our Terms of Service, Privacy Notice and Acceptable Use Policy, which also apply. If they conflict, these terms win for Events. You accept them by ticking the box in your organizer dashboard before your first Event goes public. The person who ticks confirms they may bind the Organizer.

1. What Tarakits does, and doesn't do

1.1 Tarakits is software. It lets you set up divisions, take entries (or import them, where we enable it), draw brackets, schedule and call matches, record scores and show live results.

1.2 You run the Event. Tarakits is not the organizer, co-organizer, sponsor, referee or venue of any Event, and is not a party to any agreement between you and players, helpers, sponsors or the venue.

1.3 Courts you type in yourself are labels only. Tarakits doesn't book or guarantee them. If you request courts from a venue on Tarakits, the venue's acceptance and its own terms govern those courts, and you settle court rental with the venue directly.

2. Your account and helpers

2.1 You must give true details about yourself or your organization and complete verification (ID and selfie, and business documents if you have them). We may refuse, limit or end an Organizer account that fails verification.

2.2 You may invite helpers as organizer admin, desk or scorer. You choose them, you're responsible for what they do in Tarakits, and you remove them when they no longer help.

2.3 Scorer and board links are passwords. Court scorer QR codes and TV board links let anyone holding them enter scores or view the board. Give them only to your helpers, and replace a link at once if it may have leaked.

3. Your Event: rules, safety and eligibility

3.1 You set and publish the Event rules: divisions, eligibility, format, scoring, tie-breaks, check-in, no-show and walkover rules, conduct, prizes and how disputes are decided. Eligibility labels (skill, age, gender) are declared by players and checked by you, not by Tarakits.

3.2 You're responsible for the Event itself: the venue, any permit the venue or local government requires, crowd and player safety, first aid and medical response, insurance, waivers, prizes and their taxes, and compliance with the law and the venue's rules.

3.3 Junior players. You may run divisions for players under 18 ("junior divisions") or let children play in other divisions only if you accept Annex J and name a safeguarding contact before you publish them. Children can only be entered by their parent or guardian through Tarakits. Don't import, add at the desk, or check in a child any other way.

3.4 You'll follow any reasonable safety notice we give you about the Event, for example to take down a public page.

3.5 Event rules on Tarakits. Your rules shown at registration include Tarakits' standard risk-of-play statement and, for junior divisions, the supervision and emergency care statements. You may add to them but not remove them. You're responsible for your rules and for any further waiver you ask players to sign.

4. Entry fees and refunds

4.1 You are the seller of every Event entry. The contract for an entry is between you and the player. You set the fee, what it includes and your refund and cancellation policy, and you show them to players before they pay.

4.2 You can collect fees in one of two ways:

• Outside Tarakits: players pay you by your own form, e-wallet, bank or cash, and your desk marks entries paid in Tarakits; or
• Online, to your own account: players pay through your own payment provider account (PayMongo) connected to Tarakits. The money goes from the player's payment method to your account.

4.3 Tarakits never receives, holds or pays out entry fees and never charges players a fee. Don't tell players to pay Tarakits, and don't put Tarakits' details on your payment instructions.

4.4 You issue the official receipt or invoice for entry fees, and you report and pay your own taxes on them.

4.5 You handle and pay refunds, chargebacks and payment disputes under your policy and the law. If you cancel or postpone the Event, or a division, you tell players promptly and refund or reschedule as your policy and the law require. Tarakits can record a refund you make, but it doesn't make refunds for you.

5. Scores, results and disputes

5.1 Scores may be entered by your desk, your court scorers, or players, as you set for the Event, a division or a match. A player-entered score becomes final when the opponent confirms it or your staff accept it. Junior matches are scored by your desk or court scorers only (Annex J).

5.2 Your decision on any result, correction or dispute is final within the Event. Tarakits doesn't decide disputes or change results unless you ask. It keeps a record of who entered, confirmed, disputed or corrected each score, and gives it to you on request.

5.3 Check the brackets and results before you announce winners or hand out prizes.

6. Player data

6.1 For the player data in your Event (names, contact details, divisions, partners, payment status and references, check-ins, matches and scores, and for junior players the details in Annex J), you are the personal information controller and Tarakits is your processor. Annex T sets out how we process it for you.

6.2 Players register through Tarakits, which gives them our Privacy Notice and your event rules at registration. If we enable list import (CSV) for your Event, then for every person in the file you confirm that:

• you collected the data lawfully and may share it with Tarakits to run the Event;
• before the list goes live you've told them that Tarakits runs the Event, that their first name and last initial, division, matches, courts and scores will appear on public pages and venue screens, how to hide their name, and where our Privacy Notice is (the import screen gives you a ready-made message);
• every person in the file is 18 or older; children are entered only by their guardian through Tarakits;
• the file has only names, mobile numbers or emails, divisions, partners, payment status and seeds, and no ID numbers, birth dates, health information or other sensitive information.

6.3 You answer players' requests about their Event data (access, correction, deletion, objection). We forward any request we get to you within [5] business days and help you answer it.

6.4 You may use player contact details only to run this Event and for anything else your own notice to players allows. You may not sell them or use them for unrelated marketing. Once you export data from Tarakits, you're responsible for that copy.

6.5 Public pages show players as first name and last initial, or as "Player" and a number when a player hides their name (and always for a child, unless the guardian chose to show the child's name), and never show contact details. You may switch public pages off for an Event.

7. Event pass and fees to Tarakits

7.1 You buy an event pass for each Event at the price shown when you publish it, based on the number of registered players. We invoice you for it as our own sale. [First Event free for pilot organizers.]

7.2 The pass is non-refundable once the Event is published, except where the Event couldn't run because of a failure of Tarakits, in which case we refund the pass.

7.3 Prices exclude [VAT / percentage tax as applicable]. If you withhold tax on our fee, you give us the BIR Form 2307.

8. Event day

8.1 Tarakits is built to run your Event, but the internet, venue Wi-Fi, power and phones can fail. Keep a fallback: download the paper pack and the results export the night before each day, and keep them at the desk.

8.2 If Tarakits is unavailable, run the Event on paper and enter the results later by match code. We'll help you catch up.

8.3 The pilot has no uptime or response-time guarantee. Support during the Event: [SUPPORT EMAIL], [SUPPORT HOURS].

9. Use of Tarakits

9.1 Follow the Acceptable Use Policy. Don't use an Event to collect data for other purposes, to send spam, or to mislead players.

9.2 We may suspend an Event's public pages or your account, at once if needed, to protect players or to comply with the law. We'll tell you why unless the law or an investigation prevents it, and give you your Event data unless we must keep it.

10. Responsibility

10.1 You'll compensate Tarakits for claims, losses and fines caused by your Event, your fees and refunds, your rules or result decisions, your helpers, your breach of these terms, or your breach of privacy law, including importing data without proper notice or lawful basis.

10.2 Tarakits is not responsible for injuries, losses or disputes at or about your Event, or for anything a player, helper or the venue does.

10.3 Our total liability to you for an Event is limited to the greater of the event pass fee you paid for it and ₱[5,000]. We are not liable for lost profits or indirect losses. These limits don't apply to fraud, bad faith, gross negligence, or anything the law doesn't allow us to limit.

10.4 Neither side is responsible for delay or failure caused by events beyond its reasonable control, such as typhoons, floods, earthquakes, power or internet outages, or government orders.

11. Changes and ending

11.1 We may change these terms. For a material change, we tell you at least [15] days ahead. A change never applies to an Event already published, unless the law requires it.

11.2 You may close your organizer account at any time after your Events end. Annex T says what happens to the data.

11.3 Philippine law governs these terms. Courts of [CITY] have exclusive jurisdiction, without limiting any right a law gives you to sue elsewhere.

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Annex T: Processing of Event player data

1. Parties and roles. Organizer = personal information controller. Tarakits = personal information processor (RA 10173 Sec. 14).
2. Subject matter and duration. Running the Organizer's Event on Tarakits, from account creation until the data is deleted under item 7.
3. Data and people. Players, partners and helpers: full name, mobile number, email, division and partner, seed, payment status, method and reference, check-in, matches, courts, scores, score submissions and disputes, name-display setting, and claim link use. For junior players: the child's first name, last initial and birth year, the guardian's name, mobile and email, the named on-site adult's name and mobile, and the guardian's consents. No sensitive personal information.
4. Purposes (the Organizer's instructions). Take, import and manage entries; draw and schedule; check-in and court calls; score entry, confirmation and audit; public live pages, TV boards and "My matches" showing first name and last initial (or "Player" and a number); exports and the paper pack for the Organizer; online entry payments through the Organizer's own payment account, if used.
5. Tarakits' commitments. Process only on these instructions and the law; keep the data confidential and limit staff access by role, with two-factor sign-in and audit; apply security measures appropriate to the risk; use only the sub-processors listed in the Privacy Notice (hosting, database, email, payment provider for online mode), under written terms with equal protection; help the Organizer answer data subject requests and meet its breach duties; notify the Organizer within [24] hours of becoming aware of a personal data breach affecting Event data, so the Organizer can meet the 72-hour notice to the NPC; let the Organizer check compliance by reasonable written questions.
6. Tarakits' own uses. Tarakits may use Event data in aggregate or de-identified form to run, secure and improve the service, and as controller to investigate fraud, abuse or a report under its Privacy Notice.
7. Retention and deletion (standing instruction, unless the Organizer asks for earlier deletion). Contact details (mobile, email) and payment references: deleted [90] days after the Event's last day. Claim links: expire [30] days after the last day. Public live pages: taken offline [90] days after the last day. Names, divisions, brackets and results: kept as the Organizer's Event history for [24] months after the last day, then deleted or anonymised. Score submission and audit records: [12] months after the last day. For junior players: the on-site adult's details and the birth year on the Event entry are deleted [90] days after the Event's last day (the guardian's child profile keeps the birth year until the guardian deletes it); public pages showing a junior division are taken offline [30] days after the last day; children's names in results are replaced with "Player N" [12] months after the last day. Guardian acceptances and consents are kept [4] years after the last day as evidence. On account closure, Tarakits gives the Organizer an export on request and deletes the rest within [30] days, except what the law requires it to keep.

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Annex J: Junior players

J1. Who can enter. Only a parent or legal guardian, with their own Tarakits account, can enter a child. Keep junior divisions' age limits accurate. A child plays in an adult division only if your rules allow it and the guardian enters them.

J2. Safeguarding contact. Name an adult who is responsible for children's safety at the Event, with a mobile number, before you publish a junior division. They're on site for the whole Event and handle concerns.

J3. Supervision. At check-in, confirm that the guardian or the adult they named is present. Don't let a child play if no such adult is at the venue. Hand a child over only to the guardian or that adult.

J4. Conduct. Your staff, scorers and helpers avoid being alone with a child out of sight of others, don't contact children directly (by phone, chat or social media), and contact guardians instead. Keep changing rooms and toilets for children separate or supervised where the venue allows.

J5. Health and emergencies. Have first aid on site and a plan to get emergency help. Ask guardians to tell your first-aid desk about medical needs directly; don't record health information in Tarakits. Tell the guardian at once about any injury or illness.

J6. Concerns and incidents. Act on any concern about a child's safety at once: tell the guardian, keep a written record outside Tarakits, and report suspected abuse to the police, the local social welfare office or the barangay as the law requires. Tell Tarakits within [24] hours if the concern involves anyone using Tarakits or anything shown on it, so we can take down pages or links.

J7. Photos and names. Show a child's name only as Tarakits displays it (it respects the guardian's choice). Don't publish photos or video in which a child can be recognised unless the guardian ticked the photo consent (shown on your desk list). Don't add children's details to exports you share outside your team.

J8. Scores. Junior matches are scored by your desk or court scorers only.

J9. Data. Children's data in Tarakits is limited to first name, last initial, birth year, division, matches and scores, the on-site adult, and the guardian's contact and choices. Don't ask guardians to add more in any Tarakits field.