Martial.Events Organiser Terms
Version 1.0 — 30 October 2026
These terms apply between Martial.Events, Olivijn 519, 3316 KH Dordrecht, the Netherlands, registered with the Dutch Chamber of Commerce (KvK) under number 69687706 ("Martial.Events", "we"), and the organisation that publishes or manages events on the Martial.Events platform (the "Organiser", "you").
They are accepted on behalf of the Organiser by one of its members on the platform, who confirms they are authorised to bind the Organiser. Annex 1 (Data Processing Agreement), Annex 2 (Sub-processors) and Annex 3 (Security measures) are part of these terms.
1. Definitions
- Platform: the website www.martial.events, its administration, its e-mails, the live results platform live.martial.events and related services.
- Event: a competition, seminar, camp or other activity the Organiser publishes or manages on the Platform.
- Team: a club, school, national team or other group that registers participants for an Event.
- Entry: the registration of one or more participants for a category of an Event.
- Participant: a person entered for an Event.
- Event Users: the people the Organiser gives access to the administration of its Events (organisers, managers, approvers, and others the Organiser adds).
2. The service
2.1 Martial.Events provides the Platform for publishing Events, taking Entries and payments, managing Entries, approvals, waiting lists, entry lists, exports and results.
2.2 We provide the Platform as it is at the time of use and may improve or change its functions. We will not remove a function the Organiser depends on for an Event that has opened its registration without notice in reasonable time.
2.3 We aim for the Platform to be available at all times but cannot guarantee uninterrupted availability. Planned maintenance is carried out outside the busiest registration moments where possible.
3. The Organiser's responsibilities
3.1 The Organiser is responsible for its Events: the information it publishes (dates, venue, rules, categories, prices, deadlines, its own terms for Teams), the decisions it takes about Entries (approval, refusal, waiting list, moving or cancelling), the competition itself and its results.
3.2 The Organiser is responsible for the Event Users it gives access, for limiting their access to what they need, and for removing access that is no longer needed. Event Users act on the Organiser's behalf.
3.3 The Organiser keeps its login details and those of its Event Users confidential and tells us without delay if it suspects misuse.
3.4 The Organiser complies with the laws that apply to its Events, including data protection law for the personal data of Participants it receives through the Platform (exports, e-mails, results).
3.5 Data the Organiser exports from the Platform (lists, spreadsheets, photos, competition software files) is outside the Platform; the Organiser is responsible for protecting it and deleting it when it is no longer needed.
4. Payments and fees
4.1 When the Organiser uses online payments, Teams pay entry fees through the payment providers on the Platform (Stripe, PayPal). Depending on the payment method chosen in the administration, payments are received directly on the Organiser's own account with the provider, or by Martial.Events, which pays them out to the Organiser after the Event, minus our fees, as shown in the payout report.
4.2 Our fees are the service costs agreed with the Organiser or shown in the administration before the Event opens its registration. Fees are due for every paid Entry, also when an Entry is later cancelled or refunded, unless agreed otherwise.
4.3 The Organiser decides about cancellations and refunds to Teams, in line with its own terms. Refunds that the Platform carries out automatically (for example for paid places on a waiting list) follow the settings of the Event.
4.4 We invoice our fees through our invoicing system. Invoices are payable within 14 days.
5. Personal data
5.1 For the Entries of its Events, the Organiser is the controller and Martial.Events the processor. Annex 1 (Data Processing Agreement) applies to this processing.
5.2 Martial.Events is itself the controller for the accounts on the Platform, the people saved in accounts, payments and its financial records, the security of the Platform, statistics based on anonymised data, and its own website analytics and advertising. This is explained in our Privacy Policy.
5.3 The Organiser does not use personal data received through the Platform for other purposes than its Events and its relationship with the Teams and Participants concerned, unless it has its own legal basis for that.
6. Content and intellectual property
6.1 The Organiser keeps all rights to the texts, images, logos and documents it publishes, and gives Martial.Events permission to use them to publish and promote the Event on the Platform and in our communication about events on the Platform.
6.2 The Organiser guarantees that it may publish this content and that it does not infringe the rights of others. We may remove content that is unlawful or clearly against these terms.
6.3 All rights to the Platform itself remain with Martial.Events.
7. Liability
7.1 Martial.Events is only liable for direct damage caused by an attributable failure to perform these terms. Our liability per year is limited to the fees the Organiser paid us in the twelve months before the damage occurred, with a maximum of € 10,000.
7.2 We are not liable for indirect damage, including lost profit, lost revenue, damage resulting from decisions of the Organiser or from data the Organiser exported from the Platform.
7.3 These limitations do not apply to damage caused by intent or gross negligence of Martial.Events' management.
7.4 The Organiser indemnifies Martial.Events against claims of Teams, Participants or others related to the organisation of its Events, its content and its decisions about Entries.
8. Term and termination
8.1 These terms apply from their acceptance for as long as the Organiser uses the Platform.
8.2 Either party may end the use of the Platform at any time with effect for future Events. Events with an open registration, or that have not yet taken place, are completed under these terms unless agreed otherwise.
8.3 We may suspend access with immediate effect in case of serious misuse, fraud or a serious breach of these terms.
9. Changes
9.1 We may change these terms. We announce changes at least 30 days before they take effect, by e-mail or in the administration. A changed version needs to be accepted again before the Organiser can continue to manage its Events; until then the Events keep working for Teams.
9.2 Changes required by law, or that only benefit the Organiser, may apply sooner.
10. Applicable law and disputes
10.1 These terms are governed by Dutch law.
10.2 Disputes are submitted to the competent court in Rotterdam, the Netherlands, unless mandatory law says otherwise.
10.3 These terms are written in English. Translations are for convenience; the English version prevails.
Annex 1 — Data Processing Agreement
This Data Processing Agreement ("DPA") is part of the Organiser Terms and meets Article 28 of the General Data Protection Regulation (EU) 2016/679 ("GDPR"). Terms such as *controller*, *processor*, *personal data*, *processing* and *personal data breach* have the meaning given in the GDPR.
1. Subject, duration, nature and purpose
1.1 Martial.Events (processor) processes personal data on behalf of the Organiser (controller) to provide the Platform for the Organiser's Events: taking and managing Entries, approvals, waiting lists, payments for Entries, public entry lists, communication with Teams about the Event, exports, draws and results.
1.2 The DPA applies for as long as Martial.Events processes personal data for the Organiser's Events.
2. Data subjects and personal data
| Data subjects | Personal data |
|---|---|
| Participants (often minors) | Name, date of birth, gender, nationality, club, belt/grade, weight and height where the Event asks for it, photo where the Event asks for it, licence numbers, answers to the Organiser's extra questions, category, Entry status and history, results |
| Participants in Para categories | The above, plus the fact of taking part in a Para category, which may reveal a disability (health data, Article 9 GDPR) |
| Team contacts | Name, e-mail address, team and its address, payments for the Event |
| Event Users | Name, e-mail address, actions in the administration (audit log) |
3. Instructions
3.1 Martial.Events processes the personal data only on the documented instructions of the Organiser. The Organiser's instructions are these terms, the settings of the Event and the actions of its Event Users in the administration. Martial.Events tells the Organiser if, in its opinion, an instruction infringes the GDPR.
3.2 The Organiser instructs Martial.Events to apply these standard settings, which the Organiser can change where the administration allows it:
- Public entry list: name, club, country and category of Entries on the Event page; Participants under 18 on the first day of the Event shown with the initial of their last name, unless the account holder chose otherwise for that person; the list is removed 3 months after the Event.
- Para categories: Entries in categories marked as Para are only taken with the explicit consent of the Participant (under 16: a parent or guardian), recorded at registration on the Organiser's behalf. Until it is confirmed, the public entry list shows no name or team for the Entry.
- Retention: the personal data in Entries is anonymised 2 years after the end of the Event; what remains (Event, category, gender, team) is kept for statistics. Payment records are kept for 7 years.
- Results are published on live.martial.events.
3.3 Martial.Events may process the personal data otherwise only where EU or Dutch law requires it, and will inform the Organiser before doing so unless the law forbids it.
4. Confidentiality
Martial.Events ensures that its staff and freelancers who have access to the personal data are bound to confidentiality and only access it as far as their work requires.
5. Security
Martial.Events takes appropriate technical and organisational measures to protect the personal data, as described in Annex 3. We may change these measures, provided the level of protection does not decrease.
6. Sub-processors
6.1 The Organiser gives general authorisation for the use of sub-processors of the kinds in Annex 2. Martial.Events informs the Organiser at least 30 days before adding or replacing a sub-processor, by e-mail or in the administration. The Organiser may object on reasonable grounds within that period; if no solution is found, the Organiser may end the use of the Platform for future Events.
6.2 Martial.Events imposes the same data protection obligations on its sub-processors in a written contract and remains responsible for them towards the Organiser.
7. Transfers outside the EEA
Martial.Events only transfers personal data outside the European Economic Area when an adequacy decision applies (such as the EU-U.S. Data Privacy Framework for certified parties) or with the European Commission's standard contractual clauses and, where needed, additional measures.
8. Assistance
8.1 Requests of data subjects. Martial.Events forwards requests about Entries that it receives to the Organiser without undue delay and helps the Organiser to answer them, as far as the Platform allows. Participants and account holders can correct, download and delete their own account data themselves.
8.2 Other obligations. Martial.Events helps the Organiser with data protection impact assessments and prior consultations, as far as they concern the Platform, taking into account the information available to it.
9. Personal data breaches
9.1 Martial.Events notifies the Organiser without undue delay, and where possible within 48 hours, after becoming aware of a personal data breach that affects the personal data of the Organiser's Events.
9.2 The notification describes, as far as known: the nature of the breach, the categories and approximate number of data subjects and records, the likely consequences, and the measures taken or proposed. Information that is not yet available is provided as soon as it is.
9.3 The Organiser decides about notifying the supervisory authority and the data subjects for its Events. Martial.Events supports it and documents every breach.
10. End of the processing
At the end of the processing, Martial.Events deletes or anonymises the personal data of the Organiser's Events according to the retention in clause 3.2, unless the Organiser asks within 30 days for an export of its Entries, which it can also make itself in the administration. Copies in backups disappear within 7 days. Data Martial.Events must keep by law (financial records) is kept for that period only.
11. Audits
Martial.Events makes available the information needed to demonstrate compliance with this DPA. The Organiser may have an audit carried out, at most once a year, by an independent auditor bound to confidentiality, announced at least 30 days in advance, at the Organiser's cost, unless the audit reveals a material breach by Martial.Events.
12. Liability and precedence
The liability provisions of the Organiser Terms apply to this DPA. In case of conflict between this DPA and the Organiser Terms about personal data, this DPA prevails.
Annex 2 — Sub-processors
| Sub-processors | Service | Location of the data |
|---|---|---|
| Hosting provider | Hosting of the Platform, database and backups | EU |
| Server management provider | Server management (access to the server) | United States (Data Privacy Framework / SCCs) |
| E-mail provider | Sending e-mails | EU |
| Invoicing software provider | Invoicing of Organisers | EU |
The names of the current sub-processors are available to the Organiser on request, via privacy@martial.events.
Stripe and PayPal process payments as independent controllers under their own terms with the paying Team and, for direct payments, the Organiser.
Annex 3 — Security measures
- Encrypted connections (HTTPS) for the Platform and its e-mail delivery.
- Passwords stored as a strong hash; two-step verification (authenticator app, passkeys) available to all users and required for Martial.Events administrators.
- A recent confirmation of the user's identity before the administration can be opened; logins per device, which can be logged out remotely; administrator access as another user is recorded.
- Access to Entries limited to the Event's Organiser and the Event Users it gives access; Teams only see their own Entries.
- Protection against cross-site request forgery, sanitising of published HTML, restrictions on uploaded files.
- A log of changes in the administration (audit log).
- Daily encrypted backups, kept for 7 days.
- Automatic retention: personal data in Entries anonymised 2 years after the Event, public entry lists removed 3 months after the Event, inactive accounts removed after 3 years.
- Staff and freelancers bound to confidentiality; access limited to what their work requires.
- A procedure for personal data breaches and for requests of data subjects.