> For the complete documentation index, see [llms.txt](https://docs.ultie.org/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.ultie.org/site-policy/organizer-terms.md).

# Organizer Terms

* Last updated: 24 August 2026

## 1. Agreement and Parties

These Organizer Terms (**Organizer Terms**) are between:

1. the contracting Organizer identified through the acceptance route below (**Organizer**, **you**, or **your**); and
2. **ULTIE LTD**, a company registered in England and Wales under company number 16415880, with its registered office at 124–128 City Road, London, England, EC1V 2NX (**Ultie**, **we**, **us**, or **our**).

The authenticated Event creator chooses whether to contract:

* **personally** — the creator is the Organizer, the creator's name and Country of residence entered in the acceptance flow identify the Organizer, and the creator accepts these Organizer Terms and the incorporated Organizer DPA in their own name; or
* **for an organization** — the organization whose legal name and Country of registration are entered in the acceptance flow is the Organizer, and the creator confirms that they are authorized to accept these Organizer Terms and the incorporated Organizer DPA for it.

An informal Club, association, or group that has no separate legal personality cannot be entered as the contracting organization. Its authenticated creator contracts personally.

These Organizer Terms govern use of Ultie to create, configure, administer, or operate an Event.

The Event creator accepts these Organizer Terms and the incorporated Organizer DPA by selecting the explicit checkbox `I accept the Organizer Terms and Data Processing Agreement` and completing Event creation. Ultie records the acceptance against the Event, the contracting Organizer, the accepting Account, the document versions presented, and the acceptance time.

If you are a Consumer Organizer, you may cancel this Agreement within 14 days after accepting it, subject to applicable mandatory law. Under the current Event-creation flow, Ultie will not rely on a right to proportionate payment for services supplied during that period or on early loss of the cancellation right through full performance.

The Ultie Terms of Use continue to apply to the accepting person's Account. If they conflict with these Organizer Terms for Organizer activity, these Organizer Terms govern.

## 2. Agreement Documents and Priority

The Organizer agreement consists of:

* these Organizer Terms;
* the Organizer Data Processing Agreement (**Organizer DPA**), including its Schedules 1–4;
* an applicable Order, proposal, or negotiated agreement;
* any service description expressly incorporated into the Order; and
* other terms expressly incorporated for a specific feature.

Event participant payments are separately governed by the Payment Terms and the Organizer's applicable Event Refund Policy.

If documents conflict, the following priority applies unless a signed Order expressly states otherwise:

1. a mandatory transfer mechanism for the transfer it covers;
2. the Organizer DPA for Organizer Personal Data;
3. the signed or accepted Order for commercial details;
4. these Organizer Terms; and
5. a general service description.

## 3. Organizer Identity and Authority

The Organizer is either the authenticated creator acting personally or the identified organization on whose behalf the creator accepted. **Consumer Organizer** means an Organizer who is an individual acting for purposes wholly or mainly outside their trade, business, craft, or profession. **Business Organizer** means any Organizer that is not a Consumer Organizer.

You must keep the contracting identity and contact information current. The Organizer fixed to an Event does not change merely because another person becomes Event staff or pays an invoice.

An Event role or technical permission does not by itself prove legal authority. An organization is responsible for appointing authorized personnel and for ensuring that a person who accepts or changes this Agreement for it may bind it.

## 4. The Service

Ultie provides the Event-administration features included in the applicable service description or Order. These may include:

* Event, Division, Team, and participant applications;
* Rosters and Event player profiles;
* Organizer forms and surveys;
* waivers and signing records;
* schedules, Games, scores, results, Spirit of the Game, awards, and statistics;
* Owner, Admin, and temporary Event staff roles;
* Event communications;
* Event fee, payment-status, and Team-balance administration;
* public Event pages; and
* support and exports within the supported lifecycle.

Features may vary by Event type, plan, country, payment-provider availability, and accepted Order. A feature not included in the accepted service description is not promised merely because it appears in a roadmap, demonstration, or another customer's Event.

## 5. Organizer Accounts, Staff, and Permissions

The Organizer is responsible for:

* appointing only authorized Owners, Admins, Payment Managers, Schedule Managers, Staff Managers, Scorekeepers, Limited scorekeepers, Volunteers, and other supported Event staff;
* assigning the least access needed for each task;
* removing access promptly when authorization ends;
* keeping credentials and devices secure;
* reviewing actions taken through Organizer Accounts; and
* keeping Organizer contacts current.

A Team manager acts for the Team, not as Organizer staff, unless the person is separately assigned a supported Event role.

Payment Manager, Schedule Manager, Staff Manager, Scorekeeper, Limited scorekeeper, and Volunteer are temporary Event roles and end no later than 30 calendar days after the Event end date recorded by the Organizer, or earlier when their assignment ends. Schedule Manager has Schedule-only access. Staff Manager manages temporary Event roles but cannot assign or remove Owner or Admin. Volunteer itself grants no Event panel access. Owner and Admin are persistent roles, but once the one-calendar-year operational window ends, ordinary personal or other non-public sensitive Event data is no longer displayed and ordinary personal-data CSV downloads are blocked for every role, including Owner and Admin. The historical panel then contains only records permitted by the Organizer DPA lifecycle.

Ultie may rely on instructions given through an authenticated Account acting within its supported permissions unless we know that the instruction is unauthorized.

## 6. Event Content and Administration

The Organizer determines and is responsible for:

* the Event description, dates, location, Divisions, eligibility, capacity, schedule, and rules;
* Team and player admission, rejection, removal, and Roster decisions;
* the accuracy and legality of Organizer content;
* Organizer forms, surveys, messages, and recipients;
* Event staff conduct and real-world Event operations;
* Event safety, facilities, medical arrangements, and safeguarding; and
* compliance with sports-body, venue, sanctioning, licensing, and local legal requirements.

Ultie provides administration tools and does not become the Event organizer, venue operator, governing body, medical provider, or participant supervisor.

You must not publish content that is unlawful, deceptive, infringing, discriminatory, defamatory, unsafe, or beyond your authority.

## 7. Personal Data and Organizer Forms

The Organizer is Controller for the Event activities identified in the Organizer DPA. Ultie is Processor for those activities and separate Controller for the layers expressly identified in the Privacy Policy and DPA.

You must:

* accept and comply with the current Organizer DPA before Organizer Personal Data is processed;
* provide any Event-specific privacy information required for your Processing;
* have a lawful basis for each required Event field and use;
* respond to participant rights requests as Controller;
* restrict exports and access to people with a legitimate need; and
* follow the DPA's return, deletion, and retention rules.

Organizer forms, surveys, notes, and free-text prompts must not request health, medical, biometric, racial or ethnic origin, religious or philosophical belief, sexual-life, sexual-orientation, criminal-offence, or other special-category or similarly high-risk information. Non-medical emergency-contact details are permitted.

If prohibited information is entered unexpectedly, you must follow Ultie's remediation instructions and must not continue using or exporting it.

## 8. Children and Family Accounts

You must use age and Family-manager flows as designed and must not ask a player below the applicable minimum self-managed Account age (13 by default and 14 in Spain) to create an Account, log in, submit a form, send a message, or interact directly with Ultie.

For a managed child profile, supported actions are performed by the authenticated adult Family manager. For any other player under 18, payments, refunds, waivers, and other legally significant Event actions must follow the age, role, profile-management, and authority controls presented for the relevant action. A Minor waiver uses the Family-manager signing route where assigned; otherwise a parent or another legally authorized adult signs through the supported external flow without needing an Ultie Account.

You are responsible for Event-specific safeguarding, admission decisions, age eligibility, and any privacy information or authorization required for your Event.

## 9. Waivers

The Organizer decides whether a waiver is required, supplies and maintains the waiver text, selects the applicable Adult and Minor versions, and decides whether a participant may take part.

Ultie provides the signing instrument and evidence record. Ultie does not draft the Organizer's waiver, give legal advice about its effectiveness, or guarantee that a signer has authority.

You are responsible for:

* ensuring the waiver is lawful and appropriate for the Event;
* presenting the correct version;
* verifying signer authority where reasonably required;
* deciding whether the recorded evidence is sufficient for participant admission; and
* handling waiver-related participant questions and disputes.

Adults sign for themselves. For a Minor, the supported route requires an adult signer: a Family manager signs where the waiver is assigned through the Family-managed route; otherwise a parent or another legally authorized adult signs through the external flow. The external signer must confirm:

> I confirm that I am this player's parent or legal guardian, or that I am legally authorized to sign this waiver on the player's behalf, and that I understand the signing record described in the Privacy Policy will be kept.

A waiver is not GDPR consent for unrelated Processing.

## 10. Event Fees and Payment Provider

The Organizer may connect Mollie or Stripe as its active online payment provider.

Online Event payments become available when the Organizer's connected provider account is ready. Until then, the Organizer may record manual payments but cannot accept online payments through that provider.

A payment configuration may have only one active online provider. Connecting a different provider replaces the current provider for future online payment attempts. Completed payments and their refund, dispute, chargeback, and provider-reference history remain tied to the provider that processed them.

If online Event payments are enabled:

* the Organizer uses and remains responsible for its own connected provider account;
* the active provider supplies the payment service under its own terms;
* participant funds are received through the Organizer's connected provider account, and the Organizer pays the provider's processing fees;
* Ultie does not hold participant funds or receive full payment credentials; and
* the Payment Terms apply to the payer's action.

The Organizer sets the Event fee, currency, due dates, Team or player allocation, and accepted manual methods. You may change the Event currency or fee for future payment requests where the product permits it. A completed payment's original amount and currency remain identifiable. Its current net amount may later change because of a refund or chargeback.

Team balance is an Ultie accounting feature for allocating a Team manager's Event funds to player fees. It is not a bank account, e-money account, stored-value product, or promise that funds remain available after a provider refund or chargeback.

Manual cash, bank, or cheque entries are accounting records made by the Organizer. Ultie does not receive or verify the off-platform funds. In a Hat, a confirmed manual payment accepts the corresponding application.

## 11. Event Refunds, Withdrawals, and Chargebacks

The Organizer owns and is responsible for one Event Refund Policy for each paid Event. The policy must be presented at or before payment and must state eligibility, deadlines, calculation rules, cancellation treatment, contact route, and any exceptions.

Editing the policy creates a new version. Each completed payment remains linked to the exact policy version presented for that payment, and that version remains identifiable and available on request.

Ultie does not create a universal refund promise and does not decide whether an Event payment should be refunded.

For online-provider payments:

* the Organizer decides the refund under its Event Refund Policy;
* the Organizer performs the refund through the provider that processed the original payment;
* Ultie receives available provider updates, tracks the current net amount of the original payment, and updates the related Team or participant balance; and
* Ultie does not initiate or approve the online-provider refund.

For a manual or off-platform payment, the Organizer performs any refund outside Ultie. A refund recorded manually in Ultie is an accounting entry only and does not move money. In a Tournament or League, a voluntary partial refund reduces the amount retained and does not automatically create a new amount due. A Hat supports full refunds only.

In a Tournament or League, a withdrawal, refund, or chargeback does not automatically remove a participant from a Roster, reverse a Team allocation, or erase completed Event history. The Organizer must reconcile any participation or Team-balance consequence through the supported tools. In a Hat, a confirmed full refund or chargeback removes the corresponding application.

The Organizer is responsible for chargebacks, payment-provider disputes, negative balances, fees, and evidence required by the original payment provider, except to the extent caused by Ultie's breach of this Agreement.

## 12. Ultie Fees, Invoices, and Taxes

Ultie is an Event-priced service rather than a subscription. The Organizer will pay the fees, taxes, and charges for the affected Event under an applicable signed Order or the standard pricing schedule accepted when that Event is created.

The current standard pricing method is available at [ultie.org/pricing](https://ultie.org/pricing), and the applicable pricing basis is presented before the Organizer creates the Event.

Unless a signed Order fixes another amount, the final Ultie fee is calculated under the pricing schedule accepted for that Event by reference to the number of Teams that actually participate in the Event.

Ultie may issue an invoice before, during, or after the Event. Ultie's ordinary practice is to issue it after the Event, but this is not a guaranteed billing date. If an invoice is issued before the final number of participating Teams is known, its calculation is provisional and may be adjusted after the Event to reflect the final number.

Unless the Order says otherwise:

* invoices are due within the stated payment period;
* the Organizer is responsible for taxes other than taxes on Ultie's net income;
* amounts are exclusive of VAT or similar tax unless expressly stated; and
* fees for services already provided are non-refundable, except for a billing error, Ultie's material failure to provide the purchased service, or where law requires otherwise.

The invoice is issued to the contracting Organizer. A third party may pay it for the Organizer, but payment does not make the payer a party to this Agreement, transfer the Organizer's rights or obligations, or give the payer Event authority.

The Organizer must raise an apparent invoice or billing discrepancy promptly after receipt, with enough information for Ultie to investigate. This does not waive a right that cannot legally be waived or a defect that could not reasonably have been identified in that period.

Ultie may change standard pricing for future Events by giving reasonable notice. A price change does not alter the pricing already accepted for an Event or a signed fixed-price Order unless that pricing or Order expressly permits it.

## 13. Support, Maintenance, and Availability

Ultie will provide the support stated in the Order or standard service description and will use reasonable care and skill in providing the service.

We may perform maintenance, security work, or emergency changes. Where practical, we will give advance notice of planned work likely to materially affect the Organizer's Event.

Unless a signed Order states a specific service level, Ultie does not guarantee uninterrupted or error-free availability and does not adopt a hosting provider's uptime promise as a separate Ultie SLA.

The Organizer must provide timely information and reasonable cooperation needed to diagnose a problem.

## 14. Intellectual Property and Licenses

Ultie and its licensors own the platform, software, design, documentation, trademarks, and materials we provide. The Organizer receives a limited, non-exclusive, non-transferable right to use the service for its authorized internal Event activity during the Agreement.

The Organizer retains ownership of its Event content. It grants Ultie a non-exclusive, worldwide, royalty-free license to host, process, format, display, transmit, and technically adapt that content only as needed to provide and secure the service, follow authorized instructions, maintain approved public Event history, comply with law, and handle disputes.

The Organizer must have the rights and authority needed for content and Personal Data it supplies.

Feedback about Ultie may be used without restriction or payment, without transferring ownership of unrelated Organizer material.

## 15. Confidentiality

Each party may receive non-public business, technical, security, or commercial information from the other (**Confidential Information**).

The receiving party will use Confidential Information only for the Agreement, protect it with reasonable care, and disclose it only to personnel, advisers, and providers who need it and are bound by confidentiality.

Confidential Information does not include information that is public without breach, already lawfully known, independently developed, or lawfully received without restriction.

A legally required disclosure is permitted after advance notice where lawful and practical. Personal Data is also governed by the applicable DPA.

## 16. Compliance and Records

Each party will comply with laws applicable to its own performance, including anti-bribery, sanctions, export-control, consumer, payment, and data-protection law.

The Organizer is responsible for sports, Event, venue, employment/volunteer, safeguarding, tax, and participant-facing obligations that arise from operating the Event.

Ultie may keep Agreement, acceptance, invoice, payment, security, and dispute records for the periods described in the Privacy Policy and DPA.

## 17. Suspension

Ultie may proportionately suspend an Organizer Account, Event, payment feature, export, or Processing where reasonably necessary to:

* address a material security or privacy risk;
* prevent unlawful or harmful use;
* comply with law or a provider requirement;
* address a material breach not cured after reasonable notice;
* address undisputed overdue Ultie fees; or
* protect participants while a credible issue is investigated.

Where practical, Ultie will give notice, explain the scope, and allow a reasonable cure. We may act immediately where delay would create risk or be unlawful.

Suspension does not transfer the Organizer's Event, refund, safeguarding, or participant-communication responsibilities to Ultie.

## 18. Term and Termination

The Agreement begins on acceptance or the Order date and continues for the stated term or while the Organizer uses the covered service.

Either party may terminate:

* as allowed by the Order;
* for a material breach not cured within 30 days after written notice;
* immediately for an incurable material breach, insolvency, unlawful use, or serious security risk; or
* where continuing the service would violate law or a provider requirement.

Termination does not automatically cancel the real-world Event or settle participant payments. The Organizer remains responsible for required participant notices and refund decisions.

Organizer Personal Data is exported or deleted under the Organizer DPA. Approved public Event history, Ultie Accounts, Global profiles, and Ultie corporate records follow their separate rules.

Accrued payment obligations and provisions concerning confidentiality, intellectual property, retained records, liability, indemnities, disputes, and governing law survive.

## 19. Warranties

Each party warrants that it has authority to enter the Agreement.

Ultie warrants that it will provide the service with reasonable care and skill and substantially in accordance with the accepted service description. The Organizer's remedy for a verified breach is, at Ultie's option, re-performance, a reasonable service credit, or termination and an appropriate reduction, cancellation, or refund of the affected Ultie fee, subject to mandatory law.

Except as expressly stated, no implied warranty is included to the maximum extent permitted by law. Ultie does not warrant a particular sporting, commercial, fundraising, participation, payment, or Event outcome.

## 20. Claims and Indemnities

If the Organizer is a Business Organizer, it will indemnify, defend, and hold harmless Ultie, its affiliates, and their directors, officers, employees, contractors, and agents against a third-party claim, demand, action, or proceeding, and the resulting liabilities, damages, costs, and reasonable legal fees, to the extent caused by:

* Organizer content that infringes the claimant's rights;
* the Organizer's unlawful instruction or use of Personal Data;
* the Organizer's Event operation, participant-admission decision, waiver content, or refund-policy breach; or
* the Organizer's material breach of Sections 6–11.

The indemnity above does not apply to a Consumer Organizer.

If the Organizer is a Business Organizer, it is also responsible for direct, documented losses reasonably incurred by Ultie to the extent caused by the same conduct listed above or another material breach of this Agreement. Those direct losses are not an indemnity and are subject to the Event Cap in Section 21. A Consumer Organizer's liability is determined under ordinary contract and mandatory consumer law instead of this B2B recovery clause.

Ultie will defend and indemnify the Organizer against a third-party claim that the unmodified Ultie platform, when used as authorized, infringes the claimant's UK intellectual-property right.

The protected party must give prompt notice, reasonable cooperation, and control of the defense to the indemnifying party, while retaining the right to participate at its own cost. No settlement may admit fault or impose a non-monetary obligation on the protected party without consent.

An indemnity does not apply to the extent the claim was caused by the protected party's breach, negligence, unauthorized modification, or failure to follow reasonable instructions.

## 21. Liability

Nothing in the Agreement limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, any liability that cannot legally be limited, or payment obligations already due.

This Section's business exclusions and cap apply only where the Organizer is a Business Organizer. They do not apply to a Consumer Organizer. A Consumer Organizer retains all remedies and protections that mandatory consumer law provides.

For a Business Organizer, to the maximum extent permitted by law, Ultie is not liable for indirect or consequential loss or for loss of profit, revenue, anticipated savings, goodwill, or business opportunity.

For each affected Event, the **Event Cap** is the greater of:

* GBP 1,000; and
* the total Ultie fees paid or payable for that affected Event under Section 12, whether paid by the Organizer or by a third party for it.

Subject to the exclusions above, Ultie's total aggregate liability arising out of or relating to an affected Event, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, will not exceed the Event Cap for that Event.

The same Event Cap applies to the Organizer's liability for Ultie's direct, documented losses described in Section 20. It does not cap the Organizer's payment obligations or a Business Organizer's liability under the third-party indemnity in Section 20.

The Event Cap applies to contractual data-protection and confidentiality liability between Ultie and the Organizer. No separate higher cap applies unless the parties expressly agree one in a signed Order. Liability that cannot legally be limited remains outside the Event Cap.

The cap and exclusions apply only to the extent reasonable and permitted by applicable law.

## 22. Force Majeure

Neither party is liable for delay caused by an event beyond its reasonable control, including major network or utility failure, provider outage, natural disaster, war, civil disorder, government action, or widespread cyberattack, provided it takes reasonable steps to mitigate and resumes performance when possible.

Force majeure does not excuse payment already due or the duty to protect Personal Data and Confidential Information.

## 23. Changes to These Terms

The package accepted for an Event remains fixed to that Event. A later standard version applies to new Events only and does not migrate, block, or require ordinary re-acceptance for an existing Event merely because it exists. Routine Schedule 3 subprocessor changes follow the DPA notice and objection route. Typographical, contact, formatting, and meaning-preserving clarification changes do not rewrite the version recorded for an existing Event.

## 24. Notices

Contractual notices may be sent through Ultie, to the recorded Organizer email, or to the address in the Order. The Organizer must keep its contact current.

Privacy correspondence may be sent to <privacy@ultie.org>. Other notices to Ultie may be sent to <support@ultie.org> unless the Order identifies another route.

## 25. Governing Law and Disputes

The Agreement is governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction, subject to mandatory supervisory-authority powers and any mandatory law that applies to the Organizer.

Nothing in the Agreement limits or excludes a right the Organizer holds under mandatory consumer-protection law; mandatory jurisdiction and forum rules prevail over the exclusive-jurisdiction rule to that extent.

Before filing a claim, each party will try in good faith to resolve the dispute through an authorized representative unless urgent relief or a legal deadline makes that impractical.

## 26. General

The Organizer may not assign the Agreement or transfer the contracting Organizer except under a separate written agreement with Ultie. Ultie is not required to agree to an exceptional transfer, including one proposed to correct an error or address a reorganization. Ultie may assign the Agreement as part of a merger, financing, reorganization, or sale of the service if the Organizer's material rights are not reduced.

Neither party creates a partnership, agency, employment, fiduciary, or joint-venture relationship. The Organizer is not authorized to bind Ultie, and Ultie is not the Organizer of the Event.

If a provision is unenforceable, it is limited or removed only to the extent necessary. Delay in enforcement is not a waiver. Changes must follow Section 23 or be agreed in writing by authorized representatives.

The Agreement is the entire agreement for its subject matter and replaces prior discussions on that subject, without excluding fraud or a separately signed negotiated agreement.