Organization Data Responsibilities
This is a public statement of responsibilities, not a substitute for a signed Data Processing Agreement where one is legally required.
1. Allocation of roles
An organization determining why and how its tournament participant data is processed may be a data controller. HQ Sports Platform may act as a processor for activities performed on that organization's documented instructions, while separately determining purposes for its central player registry and historical records.
2. Instructions and permitted uses
Organizations should provide documented instructions covering categories of players, information collected, permitted purposes, public disclosures, retention and access. Platform personnel and authorized administrators should process information only within their applicable roles and permissions.
3. Data minimization and rights
Collect only necessary details; keep them accurate; restrict access; cooperate in responding to verified access, correction, objection, withdrawal and erasure requests.
4. Security and incidents
Organizations must safeguard their accounts and promptly report suspected misuse or data incidents. The parties should agree documented security, incident notification, audit and assistance procedures.
5. Hosting, subprocessors and transfers
Before sharing personal data, the parties should identify hosting and service providers, agree on any authorized subprocessors and applicable international transfers, and establish contractual safeguards.
6. Ending the relationship
At the end of processing, the parties should determine whether tournament personal data is returned, securely erased or lawfully retained. The central sporting registry and competition histories require a separate documented retention basis.
7. Required agreement
Where an organization engages HQ Sports Platform as its processor, a separate written agreement should specify the processing purpose and duration, categories of data and individuals, instructions, confidentiality, safeguards, subprocessors, individual rights, audits, breach assistance, international transfers and end-of-contract handling.