Your Responsibilities as an Organizer
A plain-language summary of what you're agreeing to when you create a tournament on Rally HQ.
The Key Concept: You Run the Event
Rally HQ is software—a digital clipboard for managing brackets, scores, and schedules. You are the tournament operator. You make the decisions, handle the money, ensure safety, and take responsibility for everything that happens at your event.
Think of it like this: Google Docs doesn't write your business plan. Rally HQ doesn't run your tournament.
1. You Have Authority to Organize
Section 3 of Terms of Service
When you create a tournament, you're certifying that you have the legal right to organize it. This means:
- You can bind any organization, club, or league you're representing
- You have permission to use the venue (if applicable)
- You comply with any sports governing body rules
2. You're Responsible for Participant Data
Section 3 of Terms + Section 2 of Privacy Policy
You are the Data Controller. Rally HQ is just the Data Processor acting on your instructions.
This means you are responsible for:
- Getting consent before entering names, emails, or team info into Rally HQ
- Parental consent for minors (under 13 = COPPA applies)
- Informing participants their names will appear publicly in brackets/standings
- Handling data requests (corrections, deletions) from your participants
What this looks like in practice: If a parent contacts Rally HQ saying "remove my child's data," we'll forward it to you. You decide whether to approve. If it's your legal obligation, you should comply.
3. You Handle Safety & Insurance
Section 3 & 9 of Terms of Service
Rally HQ is software. We're not at your event. You are responsible for:
- Liability insurance (check your venue's requirements)
- First aid provisions appropriate for your sport
- Weather contingency plans for outdoor events
- Participant waivers as required by your venue or governing body
Rally HQ has no liability for injuries. If someone gets hurt at your event, your recourse is with your own insurance, the venue, or the participant's waiver—not Rally HQ.
4. You Handle All Entry Fee Payments
Section 6 of Terms of Service
Rally HQ never touches entry fees. We just display your Venmo/Cash App/Zelle info so participants can pay you directly.
Since payments go directly to you via third-party apps, you are responsible for:
- Refunds if you cancel or a team drops out
- Payment disputes with participants
- Tax reporting on income from entry fees
- Compliance with payment app terms of service
If a participant asks Rally HQ for a refund: We can't help them. We never had their money. They need to contact you or dispute through Venmo/Cash App/their bank.
5. You Comply with All Applicable Laws
Section 3 of Terms of Service
Depending on your location and event type, you may need to comply with:
- Local permits for public events or use of public spaces
- Privacy laws (COPPA for minors, GDPR in Europe, CCPA in California)
- Tax laws regarding income from entry fees or prize money
- Sports governing body rules for sanctioned events
Rally HQ cannot advise you on local regulations. When in doubt, consult a local attorney or your sports governing body.
What Rally HQ Does Provide
- Software tools: Bracket generation, scheduling, scoring, live updates
- Public tournament pages: Shareable links for participants and spectators
- Secure data storage: We protect the data you enter (see Privacy Policy)
- Customer support: Help with platform features and technical issues
- Trust & Safety: We review reports and remove fraudulent organizers
What Happens If Something Goes Wrong?
If a participant sues over an injury, payment dispute, or data issue at your event:
- • You (the Organizer) are the responsible party, not Rally HQ
- • You've agreed to indemnify Rally HQ if we're dragged into your dispute
- • Your recourse is with your own insurance, venue, or legal counsel
This isn't meant to scare you—it's how all event software works. The platform provides tools; the organizer runs the show.
When You Create a Tournament, You Certify:
"I am the authorized organizer of this event. I have obtained all necessary permissions from participants (and their guardians, if minors) to share their information with Rally HQ and display it publicly. I accept sole responsibility for the legal compliance, safety, and financial management of my tournament."
This certification appears when you create a new tournament. By checking the box, you're agreeing to everything on this page.