Privacy policy
Version 2.0, 30 October 2026
Martial.Events is an online platform for martial arts events: organisers publish their events and take registrations, and clubs, parents and athletes register for them. This policy explains which personal data we process, why, who sees it, how long we keep it and what your rights are.
Who we are
Martial.Events, Olivijn 519, 3316 KH Dordrecht, the Netherlands, registered with the Dutch Chamber of Commerce (KvK) under number 69687706.
For anything about your personal data: privacy@martial.events.
Our role and the organiser's role
Who is responsible for your data depends on what it is used for:
- The organiser of an event is responsible for the entries of that event: who takes part, in which category, the approval, the entry list and the results. We process these entries on the organiser's behalf, under a data processing agreement. The organiser's own staff and the people the organiser gives access to their event can see the entries of that event.
- Martial.Events is responsible for the website, your account, the people saved in accounts, payments, security and the statistics and advertising on our public pages.
You can always contact us, also about an event: if a question is for the organiser, we pass it on.
What we process and why
Your account
Your name, e-mail address, password (stored as a hash, never readable), language and time zone; when you turn them on, your two-step verification (an authenticator app, passkeys, recovery codes) and the Google account you log in with. We need these to give you an account (performance of a contract).
What's new e-mails
When we post something new, we can send you an e-mail about it, at most once a month. You only get these if you said yes in your account (your consent), and we keep your choice and when you made it. You can stop at any time in your settings or with the link in every e-mail. We also send one announcement about the renewed website to accounts used in the last 3 years, and we keep a record of who received which e-mail, so nobody gets one twice (legitimate interest).
People saved in an account
Clubs, coaches and parents save the people they register in their account, so they can register them again for the next event without typing everything again: name, date of birth, gender, nationality, belt or grade, weight and height when an event asks for it, a photo when an event asks for it, licence numbers and the answers to an organiser's extra questions.
If someone saved you in their account, you didn't give us these details yourself. The person who saved you is expected to tell you, and you can always ask us which details we have about you. We keep them because the account holder and we have a legitimate interest in registering you easily for next events; you can object to that (see your rights).
Entries for events
When you are registered for an event, the entry gets its own copy of the person's details, so later changes in the account don't change the entry. The organiser uses the entry to run the event: checking that you can enter the category, approving it, making the draws and the results. We process this on the organiser's behalf.
Public entry list. The event page shows who has entered: name, club, country and category. Someone who is under 18 on the first day of the event is shown with the initial of their last name only (for example "Emma J."), unless the account holder chose otherwise for that person. The list disappears from the event page 3 months after the event.
Para categories. Taking part in a Para category may show that someone has a disability, which is health data. We only register someone in a Para category with their explicit consent (or, under 16, that of a parent or guardian), given when registering. Until that consent is confirmed, the public entry list shows no name or club for that entry. It can be withdrawn by contacting us or the organiser; the organiser may then no longer be able to keep the entry.
Results
Results of events are published on live.martial.events, our own live results platform, on behalf of the organiser: name, club, country, category and result.
Payments
When you pay entry fees we keep the order: who paid, the amount, the entries it was for and the reference of the payment provider. We need it to process the payment, to pay out to the organiser and because Dutch tax law requires us to keep our financial records (legal obligation). Card and bank details are handled by Stripe or PayPal; we never see or store them.
Organisers
For organisers we also process the organisation's details, the people who manage its events, the bank account for payouts, and the invoices for our services (performance of a contract, legal obligation). When an administrator of an organisation invites someone to join it, we keep the invited e-mail address to send the invitation and to let that person accept it (legitimate interest).
Contact
Messages sent through the contact form or by e-mail: your name, e-mail address and message, to answer you (legitimate interest).
Security
For every login we keep the device: browser, IP address and when it was last used, so you can see where you are logged in and log out other devices (Settings → Logged-in devices). We keep a log of changes in the administration (who changed what), and our server keeps technical logs. We do this to protect the platform and your data (legitimate interest).
Statistics and advertisements
Only with your permission do we use Google Analytics (visitor statistics) and Google AdSense (advertisements on public pages, never on registration, account or payment pages). See "Cookies" below.
Who receives your data
We never sell personal data. Besides the organiser of the event you entered and the people they give access, these parties receive data:
| Who | What for | Where |
|---|---|---|
| Hosting and server management providers | Running the website, the database and the backups | EU, United States |
| E-mail provider | Sending our e-mails | EU |
| Invoicing software provider | Invoicing organisers | EU |
| Stripe, PayPal | Payments (they are responsible for the payment itself) | EU, United States |
| Statistics and advertisements (with your permission); log in with Google (when you choose it) | EU, United States | |
| Map provider | The maps on event pages (your browser loads them, which shows your IP address) | United States |
| Our accountant | Our financial records | EU |
Want to know exactly who receives your data? E-mail privacy@martial.events and we'll tell you.
Our staff and freelancers only see personal data as far as their work needs it, and are bound to confidentiality. We also give data to authorities when the law requires it.
Outside the EU. Where a party processes data in the United States, the transfer is covered by the EU-U.S. Data Privacy Framework or the European Commission's standard contractual clauses.
How long we keep it
| Your account | Until you delete it (you have 14 days to change your mind), or 3 years after your last login: we e-mail you 30 days before. |
| Your choice about What's new e-mails, and which ones you received | As long as you have your account. |
| People saved in an account | As long as they are in the account. Someone who hasn't been registered for an event in 3 years is archived, and the account holder is told by e-mail. People archived in an account are removed after 30 days, unless they are restored. |
| Teams saved in an account | As long as they are in the account. Teams archived in an account are removed from it after 30 days, unless they are restored. |
| Entries | The personal details in an entry are anonymised 2 years after the event. What remains (event, category, gender, club) is only used for statistics. |
| Public entry list | Until 3 months after the event. |
| Orders and invoices | 7 years (Dutch tax law). |
| Invitations to join an organisation | Until the invitation is accepted, declined or withdrawn, at most 14 days. |
| Contact messages, the log of changes | 2 years. |
| Logged-in devices | Until you log out; at most 30 days with "Remember me", otherwise 48 hours without use. |
| Backups | 7 days. |
Anonymised means the name, date of birth and other details are removed for good; photos are deleted.
Security
All connections are encrypted (HTTPS). Passwords are stored as a hash. Two-step verification is available to everyone and required for our administrators; everyone who opens the administration of an event confirms it's them again first. Access to entries is limited to the organiser of the event and the people they give access. Backups are encrypted.
Your rights
You have the right to see the personal data we have about you, to have it corrected or deleted, to restrict or object to its use, to receive it in a common format, and to withdraw a consent you gave.
- With an account you can do most of this yourself: correct your details and the people in your account, and under Settings → Your data download all your data or delete your account.
- Otherwise, or for an entry or a person saved in someone else's account, e-mail privacy@martial.events. We answer within one month and may ask you to show that the data is yours. Requests about an event's entries we handle together with the organiser.
Not happy with how we handle your data? Let us know. You can also file a complaint with the Dutch data protection authority, the Autoriteit Persoonsgegevens, or the authority in your own country.
Children
Many athletes are under 18. They are registered by their club, coach or parents, who are responsible for informing them and, where needed, their parents. Their last name is shortened on public entry lists, and for Para categories under 16 we ask a parent's or guardian's consent.
Changes
When we change this policy, the new version is published here with its date. If a change matters for you, we let you know by e-mail or on the website.
Questions? privacy@martial.events or our contact page.