Terms and Conditions

1. Agreement to These Terms

These Terms & Conditions (the “Terms”) govern access to and use of the websites, applications, APIs, software, products, features, and services made available by Tournkey Tournament System Inc. (“Tournkey,” “we,” “us,” or “our”), including Tournkey-branded and customer-branded experiences (collectively, the “Tournkey Services”).

By accessing or using the Tournkey Services, creating an account, completing a transaction, purchasing a product or service, registering for an event or program, or otherwise accepting these Terms, you agree to be bound by these Terms and the Tournkey Privacy Policy.

If you use the Tournkey Services on behalf of an organization, team, business, association, event operator, facility, or other legal entity, you represent that you have authority to bind that entity to these Terms.

2. Privacy Policy

Tournkey’s processing of Personal Information is described in the Tournkey Privacy Policy:

https://tournkey.com/privacy-policy/

The Privacy Policy is incorporated into these Terms by reference. Where Tournkey processes Personal Information on behalf of an Organization, additional contractual or data-processing terms may apply.

3. Supplemental and Commercial Agreements

Organizations, Teams, Partners, event operators, and other commercial customers may enter into separate written agreements with Tournkey, including subscription agreements, Strategic Partner Agreements, Referral Partner Agreements, Travel agreements, Statements of Work, Data Processing Addenda, order forms, and pricing schedules (“Supplemental Agreements”).

Where a Supplemental Agreement expressly conflicts with these Terms, the Supplemental Agreement controls solely to the extent of the conflict and for the parties and subject matter governed by it. These Terms otherwise continue to govern access to and use of the Tournkey Services.

4. Definitions

“Account” means an individual user account used to access the Tournkey Services.

“Active Profile” means a participant, registrant, member, athlete, or other profile counted as active under applicable Tournkey product or commercial terms.

“Content” means text, images, video, audio, documents, data, graphics, designs, software, interfaces, and other materials available through the Tournkey Services.

“Organization” means an organization, event operator, association, governing body, club, facility, business, institution, or other entity using the Tournkey Services.

“Organization Content” means Content, data, branding, materials, questions, schedules, rules, communications, products, listings, or other information submitted by or for an Organization.

“Profile” means a Tournkey profile representing a person, participant, registrant, athlete, member, household member, contact, or other individual.

“Property” means a configurable operating property within Tournkey, including an Event, Tournament, Festival, Facility, Store, Membership Program, Fundraising Campaign, Ticketed Experience, Team, or another supported property type.

“Team” means a team, club, roster, coach, manager, or related team-based entity using the Tournkey Services.

“Transaction” means a payment, registration, membership payment, ticket purchase, commerce purchase, donation, fundraising contribution, team fee, Travel transaction, or other financial activity conducted through or facilitated by Tournkey.

“User” or “you” means a person or entity accessing or using the Tournkey Services.

5. Eligibility and Accounts

You must have legal capacity to agree to these Terms. Where applicable, a parent or legal guardian must act for or consent on behalf of a minor.

You must provide accurate, current, and complete information and maintain it. You are responsible for safeguarding credentials, activity through your Account, appropriate access controls, and promptly reporting suspected unauthorized access.

You may not create an Account using false information, impersonate another person, or access an Account without authorization.

Tournkey may require identity, business, payment, fraud-prevention, or compliance verification as a condition of particular Services.

6. Organizations, Teams, Roles, and Permissions

Organizations and Teams may authorize administrators, employees, contractors, coaches, volunteers, representatives, or other Users to access functions.

Organizations are responsible for determining authorized Users, assigning appropriate roles and permissions, removing access when authorization ends, ensuring authorized Users comply with applicable terms, and maintaining accurate Organization information.

Tournkey may provide contextual, role-based, or permission-based access controls. These controls do not relieve an Organization of responsibility for managing authorized Users.

7. Licence to Use the Services

Subject to these Terms and applicable fees, Tournkey grants you a limited, revocable, non-exclusive, non-transferable, non-sublicensable right to access and use the Tournkey Services for their intended purposes.

No ownership interest in Tournkey technology or intellectual property is transferred to you.

8. Acceptable Use

You may not:

• use the Services unlawfully, fraudulently, or deceptively;

• interfere with their security, integrity, performance, or operation;

• introduce malware or destructive technologies;

• circumvent authentication, access controls, rate limits, or security controls;

• access data, Accounts, Organizations, or Properties without authorization;

• reverse engineer, decompile, or disassemble the Services except where restriction is prohibited by law;

• scrape, harvest, copy, or systematically extract data except through authorized functionality or written permission;

• use automation in a manner that imposes unreasonable load or circumvents intended functionality;

• infringe intellectual property, privacy, publicity, contractual, or other rights;

• impersonate another person or falsely imply Tournkey endorsement;

• transmit unlawful, defamatory, threatening, abusive, exploitative, or fraudulent material;

• send unlawful commercial electronic messages or spam;

• facilitate prohibited, fraudulent, or unauthorized Transactions; or

• use the Services in a manner reasonably likely to harm Tournkey, another User, an Organization, or a third party.

Tournkey may investigate suspected violations and take reasonable protective action.

9. User and Organization Content

You retain ownership of Content you lawfully submit, subject to the rights granted here.

You grant Tournkey a non-exclusive, worldwide licence to host, store, reproduce, transmit, display, format, process, and otherwise use submitted Content to provide the Services, process Transactions, deliver communications, provide analytics/reporting/support, prevent fraud, maintain security, comply with law, and perform contractual obligations.

You represent that you have the rights and lawful authority necessary to provide submitted Content.

10. Tournkey Intellectual Property

Tournkey and its licensors retain all rights in the Tournkey Services and related software, APIs, interfaces, databases, workflows, algorithms, models, documentation, designs, trademarks, logos, processes, improvements, and derivative works.

Except as expressly permitted, you may not reproduce, distribute, modify, sell, license, create derivative works from, or commercially exploit Tournkey intellectual property.

11. Feedback

Tournkey may use suggestions, recommendations, or feedback voluntarily provided about the Services without restriction or compensation, without acquiring ownership of your pre-existing intellectual property.

12. Aggregated and De-Identified Information

Subject to applicable law and the Privacy Policy, Tournkey may generate and use aggregated and/or de-identified information that does not reasonably identify an individual or Organization for analytics, benchmarking, security, research, product development, and service improvement.

13. AI-Enabled Features

Tournkey may provide artificial intelligence, machine-learning, automated recommendation, or generative functionality (“AI Features”) for scheduling, analysis, communications, content generation, recommendations, support, operational workflows, and other functions.

AI outputs may be incomplete, inaccurate, or unsuitable for a particular purpose. Users remain responsible for reviewing outputs before relying on them for material operational, financial, legal, safety, eligibility, scheduling, or other decisions.

AI Features may not be used unlawfully, to infringe rights, access unauthorized data, or make prohibited automated decisions.

Tournkey may use third-party technology providers to deliver AI Features subject to applicable privacy and contractual requirements.

14. Third-Party Services and Integrations

Tournkey may interoperate with third-party payment processors, financial institutions, communications providers, mapping services, identity providers, hotels, travel suppliers, technology providers, and other services.

Third-party services may have separate terms and privacy practices. Tournkey is not responsible for third-party services outside its reasonable control except as required by law or a Supplemental Agreement.

15. Payments and Payment Processing

Tournkey may facilitate Transactions through third-party payment processors, including Stripe and other providers.

Payment functionality may require acceptance of processor terms, connected-account agreements, verification requirements, prohibited-business rules, and other policies.

You authorize Tournkey and applicable providers to process and share information reasonably necessary to process Transactions, verify identity/business information, prevent fraud, manage refunds/disputes, facilitate payouts, and comply with legal and payment-network requirements.

Tournkey may delay, suspend, restrict, offset, or withhold payment functionality where reasonably required by a payment provider, law, court order, fraud/security concern, chargeback exposure, verification requirement, or applicable agreement.

16. Organization Funds and Transaction Proceeds

Where Tournkey collects or facilitates funds on behalf of an Organization, applicable commercial terms, payment configuration, processor rules, and law determine how funds are held, settled, remitted, refunded, or otherwise handled.

Amounts collected for an Organization do not become Tournkey revenue merely because they pass through Tournkey or an integrated payment system.

Organizations remain responsible for their underlying products, services, registrations, memberships, events, refunds, tax obligations, and customer commitments except where Tournkey expressly agrees otherwise.

17. Fees and Taxes

You must pay applicable fees disclosed through the Services or a Supplemental Agreement.

Unless otherwise stated, fees are exclusive of applicable taxes; applicable taxes may be added; fees earned by Tournkey are non-refundable except as required by law or expressly agreed; and third-party processing fees may be non-refundable.

You are responsible for taxes applicable to your own activities, income, products, services, and Transactions.

18. Subscriptions

Certain Services are offered on a recurring subscription basis. By purchasing a recurring subscription, you authorize recurring charges for the applicable period until cancellation or termination under the applicable subscription terms.

Price, billing frequency, included capacity, renewal period, and cancellation rules will be disclosed through the Services or a Supplemental Agreement.

Where a Supplemental Agreement establishes a committed term, cancellation of automatic billing does not terminate contractual payment obligations for that term.

Unless required by law or expressly agreed, subscription fees are not prorated or refunded for partial periods.

19. Registration, Memberships, and Team Fees

Tournkey may enable Organizations to collect registrations, memberships, team fees, deposits, installments, and other charges.

The Organization is responsible for eligibility, program/event rules, pricing, cancellation/refund policies, participant requirements, and delivery of the underlying activity.

Providing technology or payment infrastructure does not make Tournkey the organizer or provider of the underlying activity.

20. Ticketing

Tournkey may facilitate ticket issuance, purchase, transfer, scanning, validation, and management.

Unless Tournkey expressly identifies itself as the event provider, the applicable Organization or operator is responsible for the underlying event.

Event dates, times, venues, programming, seating, admission rules, performers, and participants may change. Refund eligibility is determined by applicable law, Organization policy, and applicable purchase terms.

Tickets may be revocable licences and may be invalidated where fraudulent, duplicated, unlawfully transferred, or otherwise invalid. Users are responsible for complying with applicable ticket resale and transfer laws.

21. Event and Venue Risks

Live sporting, entertainment, community, and other events may involve inherent risks associated with crowds, physical activity, weather, travel, communicable illness, projectiles, equipment, venue conditions, and other persons.

To the extent permitted by law, attendees voluntarily assume ordinary and inherent risks associated with attending an event. Nothing in these Terms excludes liability that cannot lawfully be excluded.

Venue and Organization-specific rules may also apply.

22. Travel Services

Tournkey may provide or facilitate hotel sourcing, group accommodations, booking tools, transportation coordination, travel-management services, and related Travel functionality.

Hotels, airlines, transportation companies, and other suppliers are independent third parties unless expressly stated otherwise. Supplier availability, rates, policies, taxes, fees, cancellation terms, and service delivery may be governed by supplier terms.

Where Tournkey acts as a travel agent, travel retailer, intermediary, or other regulated travel entity, additional legally required disclosures or terms may apply.

23. Commerce

Organizations may offer merchandise, products, or services through Tournkey.

Unless expressly identified otherwise, the applicable Organization/seller is responsible for product descriptions, inventory, fulfillment, shipping, returns, warranties, product safety, taxes, and consumer-protection compliance.

Tournkey may facilitate technology and payments without becoming seller of record.

24. Fundraising

Tournkey may enable fundraising campaigns. Unless expressly stated otherwise, the Organization conducting a campaign is responsible for campaign representations, use of proceeds, tax treatment, charitable receipting, and legal compliance.

Tournkey does not represent that a contribution is tax deductible unless expressly stated.

25. Communications

Tournkey may enable email, SMS, push, and other communications.

Organizations are responsible for ensuring communications they initiate comply with applicable anti-spam, privacy, consumer-protection, and marketing laws.

Tournkey may send transactional, operational, security, payment, registration, Travel, ticketing, and service communications necessary to provide requested Services.

26. Refunds, Reversals, and Chargebacks

Refunds and cancellations are subject to applicable law, Organization policy, supplier terms, and specific terms presented at purchase.

Users must not initiate fraudulent or abusive chargebacks.

Organizations are responsible for amounts properly refunded, reversed, charged back, or otherwise owed where required by applicable commercial terms or processor rules.

Tournkey may offset amounts properly owing against amounts otherwise payable where permitted by law and agreement.

27. Security

Tournkey uses administrative, technical, and organizational measures designed to protect the Services and information processed through them. No system can be guaranteed completely secure.

Users and Organizations must use reasonable safeguards, including secure credentials, appropriate access permissions, supported devices/software, and prompt reporting of suspected incidents.

28. Availability, Maintenance, and Changes

Tournkey may update, modify, improve, replace, suspend, or discontinue features and may conduct planned or emergency maintenance.

Except where a Supplemental Agreement provides a specific service level, Tournkey does not guarantee uninterrupted or error-free availability.

Tournkey will use commercially reasonable efforts to maintain Service availability and security.

29. Suspension and Termination

Tournkey may suspend or restrict access where reasonably necessary to protect security/integrity, address suspected fraud or unlawful activity, comply with law or provider requirements, address non-payment, prevent material harm, investigate material breach, or enforce these Terms.

Where commercially reasonable and legally permitted, Tournkey will provide notice and an opportunity to cure remediable issues.

Users may stop using Services at any time, subject to outstanding contractual, payment, subscription, or Supplemental Agreement obligations.

30. Effect of Termination

Termination does not affect accrued rights or obligations.

Payment, intellectual property, liability, indemnification, dispute resolution, data rights, and provisions that by their nature should survive will survive.

Data retention and deletion are governed by the Privacy Policy, applicable law, and Supplemental Agreements.

31. Disclaimers

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE TOURNKEY SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.”

TOURNKEY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT TO THE EXTENT THEY MAY LAWFULLY BE DISCLAIMED.

TOURNKEY DOES NOT WARRANT THAT SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE, OR THAT ALL OUTPUTS, INCLUDING AI-ASSISTED OUTPUTS, WILL BE ACCURATE OR SUITABLE FOR EVERY PURPOSE.

NOTHING EXCLUDES RIGHTS OR WARRANTIES THAT CANNOT LAWFULLY BE EXCLUDED.

32. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, TOURNKEY AND ITS AFFILIATES, DIRECTORS, OFFICERS, EMPLOYEES, AGENTS, LICENSORS, AND SERVICE PROVIDERS WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, PUNITIVE, OR CONSEQUENTIAL DAMAGES, OR LOSS OF PROFITS, REVENUE, BUSINESS OPPORTUNITY, GOODWILL, OR DATA, ARISING FROM THE SERVICES.

EXCEPT FOR LIABILITY THAT CANNOT LAWFULLY BE LIMITED, TOURNKEY’S AGGREGATE LIABILITY ARISING FROM THESE TERMS OR THE SERVICES WILL NOT EXCEED THE GREATER OF (A) CAD $100 OR (B) AMOUNTS PAID DIRECTLY BY YOU TO TOURNKEY FOR THE APPLICABLE SERVICES DURING THE TWELVE MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

A Supplemental Agreement may establish a different liability allocation for its commercial relationship.

33. Indemnification

To the extent permitted by law, you agree to defend, indemnify, and hold harmless Tournkey and its Affiliates, directors, officers, employees, and agents from third-party claims, liabilities, damages, losses, and reasonable legal costs arising from your material breach, unlawful/fraudulent use, infringing Content, violation of law, or, if you are an Organization, your underlying events, programs, products, services, communications, or activities, except to the extent caused by Tournkey’s own breach, negligence, or misconduct.

Supplemental Agreements may establish different or additional indemnification obligations.

34. Governing Law

These Terms are governed by the laws of Ontario and the federal laws of Canada applicable therein, without regard to conflict-of-law principles.

Mandatory consumer-protection rights applicable in a User’s jurisdiction are not waived where they cannot lawfully be waived.

35. Dispute Resolution

Before formal proceedings, the parties are encouraged to attempt good-faith resolution through written notice and reasonable escalation.

Except where law requires otherwise or a Supplemental Agreement provides another process, disputes arising from these Terms shall be brought before the courts of Ontario, Canada, and the parties attorn to those courts.

Nothing prevents Tournkey from seeking urgent injunctive or equitable relief to protect intellectual property, confidential information, data, security, or prevent unauthorized access or misuse.

36. Changes to These Terms

Tournkey may update these Terms from time to time. Revised Terms will identify the latest update date.

Where changes materially affect existing Users’ rights or obligations, Tournkey will provide notice where required by law.

Continued use after updated Terms become effective constitutes acceptance to the extent permitted by law.

Changes to negotiated Supplemental Agreements require the amendment process specified in those agreements.

37. Electronic Communications and Signatures

You consent to receiving agreements, notices, disclosures, and communications electronically where permitted by law.

Electronic acceptance and electronic signatures may have the same effect as physical signatures where permitted by law.

38. Assignment

You may not assign these Terms without Tournkey’s written consent.

Tournkey may assign these Terms in connection with an Affiliate relationship, financing, corporate reorganization, merger, acquisition, sale of assets, or change of control, subject to applicable law.

39. Severability

If a provision is invalid or unenforceable, it will be enforced to the maximum extent permitted and the remaining provisions remain effective.

40. Waiver

Failure to enforce a provision does not waive that provision or another right.

41. Entire Agreement

These Terms, the Privacy Policy, applicable transaction-specific terms, and any applicable Supplemental Agreement constitute the agreement governing the applicable Tournkey Services.

No oral representation modifies these Terms unless incorporated into an authorized written agreement.

42. Contact

Tournkey Tournament System Inc.
133 Consortium Court
London, Ontario N6E 2S8
Canada

Website: https://tournkey.com/
Support: https://help.tournkey.com/

Contacting us

If you would like to contact us to understand more about this Agreement or wish to contact us concerning any matter relating to it, you may send an email to [email protected]

 

This document was last updated on August 20, 2026