Privacy Statement – Visual Reality B.V.
Visual Reality B.V. (hereinafter: "Visual Reality", "Tournament Software", "we", "our" or "us") values the protection of personal data and transparency regarding the way personal data is processed.
This Privacy Statement explains how we collect, use, share, store and otherwise process personal data in connection with our software products, websites and services, in accordance with the General Data Protection Regulation ("GDPR") and other applicable privacy laws.
1. Identity and Contact Details
Visual Reality B.V.
Comeniusstraat 5
1817 MS Alkmaar
The Netherlands
T: +31 (0)72 820 0282
E: helpdesk@tournamentsoftware.com
2. Our Services
Visual Reality provides software solutions and related services for organizing and managing tournaments, leagues, competitions, rankings, ratings, social play activities and other sporting events.
Our products and services are used by sports federations, sports associations, clubs, organizers, players and other participants worldwide.
3. Types of Personal Data and Processing Purposes
Business Contacts
In order to provide and manage our services, we may process personal data of business contacts of customers and partners, including sports federations, sports associations and clubs.
This may include:
- Name
- Gender
- Job title or function
- Business email address
- Business telephone number
- Correspondence and communication records
Where we have an existing business relationship, we may occasionally send newsletters or updates regarding our products and services. You may unsubscribe at any time through the unsubscribe link included in such communications.
Players, Members and End Users
When you create an account, register for a tournament, competition, league or social play activity, or otherwise use our software and services, we may process personal data including:
- Full name
- Gender
- Date of birth
- Email address
- Membership number
- Player identification numbers
- Rankings and ratings
- Competition and tournament participation data
- Match results and statistics
- User account information
- Availability information
- Payment-related information where required
Depending on the services used, data subjects may include:
- Players
- Members
- Officials
- Organizers
- Volunteers
- Employees
- Contractors
- Other End Users authorized by our customers
Sporting Results and Rankings
Where you participate in tournaments, competitions or leagues, certain information such as your name, membership number, results, rankings, ratings and match statistics may be displayed through our software products and websites.
Website Usage
When you visit our websites, we may automatically collect technical information such as:
- IP address
- Browser type
- Device information
- Website usage data
- Cookie and analytics information
We use this information to maintain, secure and improve our websites and services.
We may use analytics tools such as Google Analytics in a privacy-friendly manner and in accordance with applicable laws.
4. Minor Children
Our services may be used by sports organizations whose participants include minors.
As a result, personal data relating to minor children may be processed, displayed in tournament results or rankings, or otherwise handled through our software and services.
Such processing generally takes place under the responsibility of the applicable sports federation, sports association or club.
If you believe personal data of a minor child is being processed unlawfully, please contact us using the contact details provided in this Privacy Statement.
5. Controller and Processor Roles
Depending on the circumstances, Visual Reality may act either as a Data Controller or a Data Processor.
Visual Reality as Processor
In most cases, Visual Reality provides software and services on behalf of sports federations, sports associations, clubs and other customers.
In these situations, Visual Reality acts as a Data Processor and processes personal data solely on behalf of and under the instructions of the relevant customer.
Visual Reality as Controller
Visual Reality acts as a Data Controller where we process personal data for our own legitimate business purposes, including:
- Customer administration
- Contract management
- Billing and invoicing
- Customer support
- Marketing communications
- Website management
- Legal and regulatory compliance
Where Visual Reality acts as a Processor, a separate Data Processing Agreement applies between Visual Reality and the relevant customer.
6. Protection of Personal Data
We have implemented appropriate technical and organizational measures to protect personal data against:
- Unauthorized access
- Loss
- Misuse
- Alteration
- Disclosure
- Destruction
Our security measures take into account the nature of the data processed, the risks involved and current technological standards.
7. Security Incidents and Data Breaches
Visual Reality maintains procedures for identifying, managing and responding to security incidents involving personal data.
Where Visual Reality acts as a Data Processor and becomes aware of a personal data breach, we will notify the relevant customer without undue delay and in accordance with applicable legal and contractual obligations.
8. Sharing Personal Data with Third Parties
Visual Reality only shares personal data where necessary for providing our services, complying with legal obligations or supporting sporting activities.
Examples include:
- Sports federations
- Sports associations
- Clubs
- Tournament organizers
- Ranking and rating providers
- Payment service providers
- Hosting providers
- Technical service providers
Sub-Processors
Visual Reality may engage carefully selected third-party service providers ("Sub-Processors") for hosting, infrastructure, communication, support, analytics and related services.
These Sub-Processors are contractually bound by appropriate confidentiality and data protection obligations.
9. International Transfers
Personal data may be shared with national and international sports federations or governing bodies where necessary for competition administration, rankings, ratings, player identification and related sporting purposes.
Where personal data is transferred outside the European Economic Area (EEA), Visual Reality will ensure that appropriate safeguards are implemented in accordance with applicable data protection laws.
10. Retention Period
We retain personal data no longer than necessary for the purposes for which it was collected, unless a longer retention period is required by law or justified by legitimate business or sporting record-keeping purposes.
Where permitted by applicable law, personal data may be corrected, anonymized, returned or deleted upon request.
11. Your Rights
Subject to applicable law, you may have the right to:
- Access your personal data
- Correct inaccurate personal data
- Complete incomplete personal data
- Request deletion of personal data
- Restrict processing
- Object to processing
- Receive a copy of your personal data
- Request data portability
- Withdraw consent where processing is based on consent
Requests may be submitted through the contact details listed below.
Where Visual Reality acts solely as a Processor, certain requests may need to be directed to the relevant sports federation, sports association or other customer acting as Controller.
12. Contact, Questions and Complaints
Questions, requests or complaints regarding this Privacy Statement or the processing of personal data may be submitted to:
helpdesk@tournamentsoftware.com
If you are not satisfied with our response, you may also lodge a complaint with the competent supervisory authority.
For the Netherlands this is:
Autoriteit Persoonsgegevens
13. Applicable Law
This Privacy Statement shall be governed exclusively by the laws of the Netherlands.
Any disputes arising out of or in connection with this Privacy Statement shall be subject to the jurisdiction of the competent courts of the Netherlands.
14. Changes
We may update this Privacy Statement from time to time in order to reflect changes in legislation, technology, our services or our business operations.
The most recent version will always be available through our websites.
Alkmaar, January 2026