01Who we are
Ruckr is the rugby club software service operated as Ruckr Rugby (“Ruckr”, “we”, “us”). Contact [email protected] about the service, these documents or Ruckr’s handling of personal information. Your club is a separate organisation; its name and contact details should appear in its own policies.
02The host runs the event
The named host club or organiser is responsible for the tournament or festival. Ruckr supplies entry, schedule, score, guest and communication tools. Ruckr does not organise or insure the event, verify every participant or guarantee the suitability of a venue, official or medical provider.
The host must publish its identity and contact route, rules, entry conditions, age/division criteria, prices, deadlines, cancellation/refund policy, safeguarding and medical arrangements, photography policy and any venue restrictions before teams or guests commit.
03Entries, prices and changes
An entry’s status, acceptance and payment requirements must be clear. The host sets deposits, balances and entry deadlines and must explain what is refundable, when an event may change or be cancelled and how participants will be told. Statutory rights apply regardless of a label such as non-refundable.
Tournament hosting tools are included in the advertised club plans; guest access does not itself require a Ruckr subscription. The host may still charge entry or ticket fees. Payments collected through Ruckr Pay carry the applicable transaction fees and any disclosed club-wide service charge.
04Visiting teams and guardians
Visiting teams must provide accurate squad and eligibility information, ensure their representative has authority and arrange their own supervision, travel and responsibilities agreed with the host. A team manager must not accept a personal medical or media consent on behalf of every player without authority.
For children, use the appropriate guardian process and confirm relevant restrictions. A guest or squad link is not proof of parental responsibility, age, insurance or medical fitness. The host and visiting club must decide what evidence is proportionate and who may check it.
05Host policies, waivers and meaningful choices
The host’s participation terms, acknowledgement of an activity risk, medical information and photography choices are different matters. Present them clearly and separately where required. Do not use a single waiver to obtain unrestricted data use, waive safeguarding duties or exclude liability that cannot lawfully be excluded, including death or personal injury caused by negligence.
A material change to a consent-based use needs a new informed choice before that use begins. A previous signature must remain evidence of its original wording. The host must explain material changes to event terms and deal fairly with participants who cannot accept them; editing a page does not retrospectively change what someone agreed.
06Safety, welfare and medical provision
The host must maintain suitable risk assessments, emergency and lost-child plans, medical cover, safeguarding contacts, pitch and facility checks and arrangements for weather or other disruption. Visiting clubs retain their responsibilities for their own participants. Agree handovers and incident routes rather than assuming the other club covers them.
Schedules, scores, eligibility flags and warning banners assist the organiser. They do not replace checks or a decision to stop unsafe play. Keep workable arrangements for poor reception: printed plans, direct contacts and a way to record and reconcile changes. Public updates need connectivity to reach others.
07Guest data and publication
The host must explain guest registration, squad, contact, consent, ticket and payment data use, who receives it and how long it is retained. Visiting clubs must explain their own disclosures. The host and visiting club may each be a controller for their purposes; Ruckr processes the records as described in the DPA and its own service notice.
Check age and media controls before publishing lists, scoreboards, photos, clips or announcements. Do not put confidential guest information on a public board or share a private squad link widely. Sponsor exposure reporting is not permission to supply a sponsor with guest contact details.
08Refunds, disputes and the end of the event
The host handles entry, ticket and purchase complaints, refunds and event disputes. Ruckr handles software issues; banks and payment providers handle their own processes. The host must keep the records needed for legitimate claims and safeguarding, then remove or restrict other guest information under its retention schedule.
Do not reuse a guest list for later marketing simply because someone attended. Any marketing permission must cover that use and the sender. End unused guest access and protect remaining exports and recordings.
09Changes and the version you are shown
Each document shows its version date and review status. Material changes must be explained to the people affected before the new processing begins, with any further notice required by law. A public page is the current explanation; an acceptance record must identify the exact document or notice shown at the time.
Reading a privacy notice acknowledges information; it is not blanket consent. Where a club relies on consent for a changed purpose, recipient or activity, it must obtain a fresh, specific choice before that new use. Silence, continued membership and an earlier yes do not authorise an expanded consent-based purpose. Necessary processing based on a different lawful basis must be assessed and explained separately.