Privacy Policy
Last updated: July 15, 2026
This Privacy Policy explains how HEMA Competition Tools ("we", "us", "our") collects, uses, stores, and protects personal information when you use our website and services (the "Service").
1. Responsibility
We are responsible for personal information under our control. For privacy questions, requests, or concerns, you may contact us at contact@hema-tools.com.
2. Personal Information We Collect
- Account information such as name, email address, and authentication-related data.
- Tournament data such as participant names, categories, schedules, match results, rankings, assignments, and scores.
- Optional integration data from third-party services (for example external IDs or ratings data when available).
- Technical data such as logs, IP address, and limited usage information required for security, troubleshooting, and service reliability.
- Communications you send to us, including support requests or content reports.
3. Organizer Responsibility for Participant Data
Tournament organizers may provide personal information relating to participants or other individuals. Organizers are solely responsible for ensuring that they have the necessary legal right, authorization, or consent to collect and share such information through the Service.
4. How We Use Personal Information
- To provide tournament management, scoring, spectator, and judge-related features.
- To authenticate users and secure accounts.
- To operate, maintain, monitor, and improve the Service.
- To respond to support requests, communications, and content reports.
- To prevent abuse, unauthorized access, and unlawful use of the Service.
- To comply with legal obligations where required.
5. Public Tournament Data
Certain tournament information may be publicly visible through the Service, including participant names, schedules, match results, rankings, and scores, where required for the normal operation of tournament features or enabled by the organizer.
6. Payments and Donations
Payments and donations are processed entirely by Stripe, a third-party payment provider. We do not collect, process, or store any payment card information on our servers, and we do not have access to any payment details.
7. Sharing of Personal Information
We do not sell personal information. We may share information only when necessary:
- With service providers required to operate the Service (hosting, authentication, email, analytics, payments).
- With tournament organizers and authorized staff as necessary for tournament administration.
- When required by law or legal process.
- When necessary to protect our rights, users, systems, or the integrity of the Service.
8. Data Retention
We retain personal information only for as long as reasonably necessary for service operation, security, legal compliance, dispute resolution, and legitimate operational purposes.
9. Security
We implement reasonable technical and organizational safeguards designed to protect personal information. However, no system or online service can guarantee absolute security.
10. Your Rights
Depending on applicable law, you may have the right to:
- Access your personal information.
- Request correction of inaccurate information.
- Request deletion of personal information where applicable.
- Request information about how your personal information is used.
To exercise these rights, contact us at contact@hema-tools.com.
11. Confidentiality Incidents
If we become aware of a confidentiality or security incident involving personal information, we will take reasonable steps to assess, contain, and address the incident. Where required by applicable law, we will notify affected individuals or authorities.
12. Cookies and Similar Technologies
The Service uses cookies and similar technologies to improve functionality, maintain user sessions, and ensure a secure and reliable experience. Some cookies are essential for the operation of the Service (such as authentication and security). Others may be used for analytics to help us understand usage and improve the platform. Where required by applicable laws, analytics cookies are only activated with your consent. In other regions, cookies may be used based on legitimate interests or default browser settings. You can manage cookies at any time through your browser settings. Disabling certain cookies may affect the functionality of the Service.
13. YouTube API Services Integration
The Service uses YouTube API Services to let an organizer connect a YouTube channel of their choice, upload a match video to that channel, and associate the resulting YouTube link with the corresponding match.
- The complete video file is transmitted directly from the user's device to YouTube: it does not pass through our servers, and no copy is retained by our services after upload.
- With respect to the video, only its YouTube link is retained and associated with the match for referencing and display within the Service.
- Each organizer or collaborator temporarily connects their own YouTube account to publish. Our backend transiently exchanges the authorization code with Google to obtain a short-lived access token, without recording that token in our databases, logs, or cookies. The access token is kept only in the user's browser session storage so the connection can survive a normal page refresh. It is removed locally and revoked with Google when the user manually disconnects; we also attempt to revoke it immediately when the user leaves or closes the page, using the reliable browser mechanisms available. Our services do not request, use, or retain any YouTube refresh token.
- We never request or retain the user's Google or YouTube password. One user's authorization is never shared with the tournament owner or another collaborator.
- Videos and account or channel information are otherwise hosted and processed by Google and YouTube under their own policies.
Automated Moderation
To help detect potentially non-compliant content, the Service extracts three still images ("snapshots") at different points in the video when publication starts. Only these snapshots, and not the complete video file, are transmitted to OpenAI's moderation API for automated analysis. They may contain the likeness of people visible in the video. We will not retain these snapshots after receiving the moderation result. OpenAI is a third-party provider and may process or temporarily retain data under its own terms and retention controls. We have not enabled data sharing for our OpenAI API account. Therefore, the snapshots and moderation results are not used by OpenAI to train or improve its models. For more information, review the OpenAI Privacy Policy.
If automated moderation rejects the content or cannot reach a decision, the YouTube link and the information needed to identify the tournament and match may be retained in a private queue accessible only to authorized administrators for manual review. Moderation snapshots are never stored in this queue. Until the video is approved, its link is not associated with the match or displayed publicly by the Service.
Users may revoke the Service's access to their account through the Google security permissions page. Users may also ask us to delete the retained YouTube link by contacting contact@hema-tools.com. Deleting the link from the Service does not delete the video from YouTube. Please also review the Google Privacy Policy.
14. Policy Changes
We may update this Privacy Policy from time to time. Any changes will be reflected by updating the "Last updated" date on this page.
15. Contact
For privacy questions, requests, or reports, contact us at contact@hema-tools.com.