EZ EventsPrivacy policy
EZ Events provides registration, payment, and tournament management software for martial arts events. This policy explains what personal information we collect through ez-events.com, how it's used, who it's shared with, and the choices you have. EZ Events is operated by EZ Events LLC, a California limited liability company. Questions: info@ez-events.com.
Each event on the site is run by an organizer (a school, association, or promoter). When you register for an event, the organizer receives your registration and uses it under its own policies as well as this one.
1. What we collect
When you create an account
Your name, email address, and password.
When you register for an event
What's asked depends on the role (athlete, coach, referee, volunteer, master, VIP, or school owner) and on the event. It can include:
- name, email, phone, and mailing address;
- date of birth and gender, which decide the athlete's division;
- height and weight, belt rank, school or team, and country;
- membership numbers, such as a USA Taekwondo member number;
- for anyone under 18, a parent or guardian's name, email, and phone;
- shirt size, hotel requests, volunteer shift preferences, and, for volunteers, any physical limitations you choose to tell us about so we can accommodate them;
- your answers to the event's eligibility questions, and your acceptance of its waiver, image release, medical treatment authorization, and rules;
- documents you upload, such as certifications or proof of payment.
On event day
Check-in records, weigh-in weights, division and bracket assignments, match results, and placements.
Payments
Card and account details go straight to the payment processor (for example Stripe, PayPal, or Authorize.net). We don't store full card numbers. We keep a payment reference and status, and for some processors the billing address.
Automatically
- When you register, we record the time, your IP address, and your browser type, to help prevent fraud and resolve disputes.
- Error reports from the site, which can include the page you were on and your browser details.
- Usage information from the analytics tools described in section 7.
2. How it's used
- to register you, place athletes in the right divisions, and take payment;
- to run the event: check-in, weigh-in, credentials and badges, brackets, schedules, scoring, results, and certificates;
- to send registration confirmations, receipts, and event information;
- to let organizers manage their events and report on them;
- to produce participation statistics, such as athlete counts by age, rank, or school, for organizers and to improve EZ Events;
- to keep the site secure, prevent fraud, fix problems, and improve the service;
- to meet legal obligations.
We don't sell personal information, and we don't share it for targeted advertising.
3. Who it's shared with
- The event organizer and the staff it authorizes receive the registrations for their event, including contact and parent or guardian details, uploaded documents, and payment status.
- Coaches. An approved coach can see the athletes registered under their school or team for that event: name, division, rank, and registration, weigh-in, and payment status. Coaches don't see athletes' contact details, addresses, or dates of birth.
- Membership and governing bodies. Organizers may share registrations or results with organizations such as a national or state governing body, for example to verify membership or report results.
- Service providers who host, process payments, send email, store files, or monitor the site for us. See section 6.
- The public, for the event information described in section 4.
- Legal and safety reasons: when the law requires it, or to protect the rights, property, or safety of users, organizers, or the public.
- Business transfers: if EZ Events is sold or merged, information may transfer to the new owner under this policy.
4. What's public
Tournaments are public events, and some information is shown to anyone:
- Event pages: event name, dates, location, poster, and registration deadlines.
- Results: athletes' full names, membership numbers (such as a USA Taekwondo member number), divisions, and placements.
- Brackets, schedules, and live scoreboards: athletes' names, schools, and divisions.
- Registrant lists, if the organizer turns them on: registered athletes and coaches with first name and last initial (always, for anyone under 18), school, belt, and optionally division. These lists are hidden from search engines and close 30 days after the event.
- Registration counts, if the organizer turns them on.
To ask for a listing to be removed, contact the organizer or info@ez-events.com.
5. Children
Many athletes are minors. Children's information is provided by a parent or guardian, or by a coach or school the parent or guardian has authorized, and for anyone under 18 we ask for a parent or guardian's contact details. EZ Events isn't intended for children to use on their own, and we don't knowingly collect personal information directly from children under 13. If you believe a child has given us information without a parent's consent, contact us and we'll delete it.
Parents and guardians can ask to review, correct, or delete their child's information. See section 10.
6. Service providers
| Provider | What for | What they receive |
|---|---|---|
| Stripe, PayPal, Authorize.net | Payments, using the organizer's own account | Payment details you enter, amount, event and registration reference, billing address |
| Mailgun | Sending email | Names, email addresses, and message contents |
| Cloud hosting and storage providers in the United States | Running the site, the database, and uploaded files | All information stored on the site |
| Rollbar | Error monitoring | Error details, page, and browser information |
| PostHog | Usage analytics on public pages | Pages visited and buttons clicked; no session recordings on event pages |
| Google Fonts | Web fonts on public pages | Your IP address and browser details when fonts load |
These providers may only use the information to provide their service to us, under their own privacy terms.
7. Cookies and analytics
- The registration and organizer parts of the site use a session cookie to keep you signed in.
- Payment providers' scripts may set their own cookies on those pages.
- Our public homepage and event pages set no cookies. PostHog analytics there stores an anonymous identifier in your browser's local storage.
- You can block or clear cookies and local storage in your browser. Signing in needs the session cookie. We don't currently respond to "Do Not Track" signals.
8. Email
We send emails needed for your registration: confirmations, receipts, event updates from the organizer, and certificates after the event. These aren't marketing and you'll receive them whenever you register.
If you tick "subscribe to emails" when registering, we may also send occasional news about EZ Events. Every one of those emails has an unsubscribe link, and unsubscribing doesn't affect registration emails. We don't send subscriber email for organizers or anyone else.
9. How long we keep it
We keep registration records so organizers can run their events, so you can see your registration history, and so we can produce participation statistics.
Three years after an event, we delete the details from that event's registrations that are no longer needed: uploaded documents, payment details, the IP address and browser recorded when you registered, and parent or guardian contact details. For people with no more recent registrations, we also delete phone numbers and street addresses.
We keep names, links to accounts, dates of birth, gender, rank, school, city and state, divisions, and results as the event's historical record. Payment references may be kept longer where the law requires it. When something is deleted in the app, it's removed from use and from public view. Database backups are kept for 90 days and then deleted automatically, so deleted information is gone from backups within 90 days. Logs are cleared on a rolling basis. You can ask us to delete your information sooner; see section 10.
10. Your choices and rights
- Access and correction: you can update most details through your account or by contacting the event organizer or us.
- Deletion: ask us to delete your information or your child's. We may need to keep some records, for example payments or results, where the law or an organizer's legitimate needs require it.
- Public listings: ask the organizer or us to remove a registrant listing.
- California residents can ask us what personal information we hold about them and ask us to correct or delete it, whether or not a particular California law requires it. We don't sell personal information or share it for cross-context behavioral advertising.
Send requests to info@ez-events.com. We'll verify the request before acting on it.
11. Security
The site uses encrypted connections (HTTPS), access controls for organizers and staff, and private storage for uploaded documents. No system is perfectly secure, and we can't guarantee the security of information sent over the internet. If we learn of a security incident affecting your information, we'll notify you as the law requires.
12. Changes
We may update this policy. The date at the top shows the latest version. If a change is significant we'll make reasonable efforts to point it out on the site.
Contact: info@ez-events.com.