Privacy Policy

Information We Collect

Organizer accounts: name, email address, and password (stored hashed) when you create an organization.

Participant registrations: name, email, and any registration fields the organizer configures (such as position or shirt size) when you register for a tournament. This information is collected on behalf of the organizer running the event.

Payment information: card details are processed directly by our payment partners (Stripe for organizer subscriptions, the organizer's own Square or Stripe account for registration fees). TOFTW never stores full card numbers.

Usage data: standard web analytics (pages visited, approximate location, device type) to understand how the product is used.

How We Use Information

To operate tournaments: registrations, rosters, brackets, schedules, and announcements are shown to organizers and, where the organizer publishes them, on the tournament's public site.

To communicate: transactional email such as registration confirmations, magic-link sign-ins, and password resets.

To improve the product: aggregate, non-identifying usage analysis.

Sharing

Participant information belongs to the organizer of the event you registered for; TOFTW does not sell personal information or share it with third parties for their own marketing.

We rely on service providers to run the platform — hosting (Vercel), database (Supabase), email delivery (Resend), payments (Stripe, Square), and AI features (Anthropic for our Johnny assistant, OpenAI for website copy suggestions), each of which processes data only to provide their service.

Johnny, Our AI Assistant

Organizers can use Johnny inside the TOFTW dashboard to get answers and set up tournaments. When an organizer uses Johnny, their messages and the tournament settings needed to respond are sent to our AI provider, Anthropic. Johnny only works with the organizer's own account, doesn't read individual participants' registration answers, and never makes changes without the organizer confirming them. Our AI providers don't use this data to train their models. We keep Johnny conversations for 90 days so organizers can refer back to them and we can investigate problems, then delete them.

Instagram Data (Organizer Media Pages)

Organizers can connect their own Instagram Professional account to show their recent posts on their tournament site's Media page. When you connect, TOFTW receives your Instagram account id and username plus read-only access to your recent posts (images, captions, links, and timestamps). TOFTW never posts, comments, messages, or reads insights on your behalf, and never accesses anyone else's Instagram account.

Copies of your post images are stored by TOFTW so your Media page loads reliably. Syncing covers your most recent posts: a post you delete on Instagram is removed from TOFTW at the next daily sync, including the stored image copy.

To stop syncing at any time, disconnect Instagram in your admin dashboard (Settings → Instagram → Disconnect); this immediately removes the Media page from your site. To have all stored Instagram data — image copies, post details, and the connection itself — permanently deleted, contact us and we'll process the request within 30 days, the same as any other deletion request below.

Retention & Deletion

Account and tournament data is retained while the organizer's account is active. To request deletion of your data — as an organizer or a participant — contact us and we'll process the request within 30 days.

Cookies

TOFTW uses cookies for authentication sessions and basic analytics. We do not use third-party advertising cookies.

Contact

Questions about this policy? Reach us through the contact form at toftw.com/contact.