Terms of Service

1. The Platform

Rally HQ ("we," "us," "our") — a service operated by Signal X Studio LLC, an Illinois limited liability company — provides software for tournament directors ("Organizers") to manage registrations, brackets, scheduling, and scoring. Think of Rally HQ as a digital clipboard—we provide the tools, but the Organizer runs the event.

We do not host, supervise, insure, referee, or have any control over tournaments listed on our platform. Tournament Organizers are independent operators solely responsible for their events. Rally HQ has no involvement in the actual conduct of tournaments and makes no representations about the quality, safety, legality, or legitimacy of any event.

1a. Definitions

Capitalized terms used throughout these Terms have the meanings set out below.

Account

A registered user account on the Service. Accounts are created when a user signs in via Magic Link — either by an Organizer to create or manage Tournaments, or by a Participant (captain or otherwise) to register for or interact with a Tournament. Organizer Accounts and Participant Accounts share the same underlying user record but have different responsibilities described in Sections 3 and 4.

DPA

The Data Processing Addendum available at rallyhq.app/dpa, which governs Rally HQ's processing of personal data on behalf of Organizers.

Magic Link

A time-limited, single-use authentication URL sent to a Participant's email address to grant access to tournament features without a password.

Organizer

A user who creates and manages a Tournament using the Service. Organizers are Rally HQ's direct customers and are the Data Controller for Participant data they input.

Participant

A player, team captain, coach, or spectator who accesses the Service in connection with a Tournament managed by an Organizer.

Personal Information

Information that identifies or could reasonably identify a natural person, as defined under applicable privacy law.

Sensitive Personal Information

A subset of Personal Information that receives heightened protection under applicable law, including but not limited to health data, biometric identifiers, and data about minors.

Service

The Rally HQ software platform, website, APIs, and all related features and tools provided by Signal X Studio LLC.

Sub-processor

A third-party service provider that processes Personal Information on Rally HQ's behalf. A current list is maintained at rallyhq.app/sub-processors.

Subscription

A recurring paid plan that grants an Organizer access to specified features of the Service for a billing period.

Tournament

A sporting event or competition created and managed by an Organizer using the Service.

Tournament Data

Brackets, schedules, scores, standings, rosters, and other data generated in connection with a Tournament.

2. User Types

Rally HQ serves two types of users with different responsibilities. Both types may hold an Account on the Service; the distinction below describes role and obligation, not whether an Account exists.

• Organizers: Users who create and manage Tournaments. Organizers are Rally HQ's direct customers and have additional responsibilities outlined in Section 3. Organizers always hold an Account.
• Participants: Players, team captains, and spectators who use Rally HQ to register for events, view brackets, or check scores. Participants' primary relationship is with the Organizer, not with Rally HQ (see Section 4). Captains and other Participants may optionally hold an Account; some Participants interact with the Service only through Magic Links without claiming a persistent Account.

3. Organizer Responsibilities & Warranties

By creating a Tournament on Rally HQ, you represent and warrant that:

Authority

You have the legal authority to organize the Tournament and, if applicable, to bind the entity, organization, club, or league hosting the event.

Legal Compliance

You are solely responsible for complying with all applicable laws, including:

• Privacy laws (COPPA, GDPR, state privacy laws) regarding Participant data
• Tax laws regarding entry fees and prize money
• Local permits, insurance requirements, and venue regulations
• Sports governing body rules and regulations

Organizers are bound by our Data Processing Addendum available at rallyhq.app/dpa, which governs the processing of Personal Information Rally HQ handles on your behalf.

Participant Consents

You represent that you have obtained all necessary consents from Participants (or their parents/guardians for minors under 13) to:

• Input their data (names, emails, team information) into Rally HQ
• Display their information publicly in brackets, schedules, and standings
• Send them communications related to your Tournament

Rally HQ acts strictly as a Data Processor acting on your instructions. You, the Organizer, are the Data Controller. If a Participant or guardian disputes how their data was used, the responsibility lies with you.

Event Safety & Insurance

You are solely responsible for the safety of your event, including obtaining appropriate liability insurance, first aid provisions, weather contingency plans, and Participant waivers as required by your venue or governing bodies.

Payment Collection

If you collect entry fees via third-party payment apps (Venmo, Cash App, Zelle, PayPal), you are solely responsible for those transactions, refunds, disputes, and any tax implications. Rally HQ has no visibility into or control over these payments.

Organizer Certification

When you create a Tournament, you certify:

4. Participant Relationship with Organizers

Rally HQ is a technology platform used by independent Tournament Organizers. When you register for a Tournament or participate in an event managed through Rally HQ:

No Event Liability

Rally HQ is not responsible for the safety, quality, legality, or conduct of any Tournament. We do not verify Organizers' credentials, insurance, or legitimacy. If something goes wrong at an event, your recourse is with the Organizer.

No Payment Liability

Any entry fees you pay are paid directly to the Organizer via third-party apps (Venmo, Cash App, etc.). Rally HQ does not hold funds and cannot issue refunds. If a Tournament is cancelled or you have a payment dispute, you must resolve it with:

• The Tournament Organizer directly
• The payment app you used (Venmo, Cash App, etc.)
• Your bank or credit card company

No Dispute Mediation

Disputes about brackets, seeding, disqualifications, rules interpretations, or any other Tournament decisions must be resolved with the Organizer. Rally HQ does not mediate disputes between Participants and Organizers.

Data Inquiries

Your data was input by the Tournament Organizer. If you want your data corrected or deleted, contact the Organizer first. If you contact Rally HQ, we may forward your request to the Organizer for approval, as they are the Data Controller.

4a. Participant Registration Agreements

When registering a team through Rally HQ, you are required to acknowledge the following agreements. These are presented as checkboxes during registration and your acceptance is recorded with a timestamp and IP address.

Assumption of Risk & Liability Waiver

By registering, you acknowledge that participation in sporting events involves inherent risks of physical injury. You voluntarily assume all such risks and release the Tournament Organizer, Rally HQ, venue operators, and their respective agents, employees, and affiliates from any and all claims, damages, or causes of action arising from your participation. You agree to indemnify and hold harmless these parties against any liability resulting from your participation. You represent that you are physically fit to participate, or that a qualified medical professional has cleared you (or your minor child) to participate. If registering on behalf of a minor, you represent that you are the parent or legal guardian and have the authority to bind the minor to these terms.

Media Release

You consent to the capture and use of photographs, video recordings, and other media taken during the event for promotional, marketing, and editorial purposes by the Tournament Organizer and Rally HQ. This consent is granted without expectation of compensation or prior approval of the finished materials.

No biometric processing. Rally HQ does not extract, store, or process biometric identifiers (including face geometry scans) from event photographs. The Tournament Organizer is responsible for any biometric processing they may perform separately and must obtain any consents required by the Illinois Biometric Information Privacy Act (740 ILCS 14), the Texas Capture or Use of Biometric Identifier Act, or similar state laws.

Minor athletes. Parental or guardian consent for media use is a separate requirement that must be obtained by the Organizer at registration for any Participant who is a minor. Rally HQ does not assume photo consent for minors based on adult-registrant consent alone. Organizers are solely responsible for collecting and documenting this consent.

Data Sharing Consent

You agree to share your team name, captain name, contact information (email and phone number), and roster information with the Tournament Organizer for the purpose of event management and communication. Your phone number is only visible to the Organizer and is not displayed publicly. Your acceptance of these terms is governed by our Privacy Policy.

Record Keeping

Rally HQ records the date, time, and IP address of your registration as evidence of your acceptance of these agreements. This information is retained for legal compliance purposes and may be disclosed if required by law or legal process.

5. Accounts and Access

Account Requirements — Organizers

You must be at least 18 years old to create a Rally HQ Organizer Account. Organizer Accounts require email verification and acceptance of these Terms. The age requirement reflects the legal capacity needed to enter into a binding contract as an Organizer.

Participant Access — No Age Floor

There is no minimum age for Participants to be registered in a Tournament. However, Rally HQ does not knowingly collect Personal Information directly from children under 13. All minor Participant data is input by adult Organizers or team captains who have certified they hold appropriate consents.

For Participants under 13, the Organizer must obtain verifiable parental consent (VPC) as required by the Children's Online Privacy Protection Act (COPPA, 16 CFR §312.5) before inputting that Participant's data into Rally HQ. Organizers are solely responsible for this compliance obligation. Participants aged 13–17 may be registered by an adult (parent, guardian, coach, or team manager) on their behalf without additional VPC, provided the adult has the authority to bind the minor.

Magic Link Access

Participants may access parts of the Service via Magic Links sent to their email. Captains who complete a Magic Link sign-in during registration are issued a persistent Participant Account; captains who register through the legacy verification-code path interact with the Service only through tournament-scoped Magic Links and do not have a persistent Account. In both cases, you are responsible for maintaining the security of the email account that receives Rally HQ's messages. If you believe a Magic Link or Account has been compromised, contact us at [email protected].

6. Payments and Fees

Tournament Entry Fees (Organizer ↔ Participant)

Rally HQ facilitates the sharing of payment information (Venmo, Cash App, Zelle, PayPal links) between Participants and Organizers. This is solely a convenience feature. All payments for Tournament entry fees are made directly between the Participant and the Organizer. Rally HQ:

• Never takes possession of Tournament entry fees
• Does not process payment transactions between users
• Does not hold funds in escrow
• Has no visibility into or control over payments between users
• Cannot issue refunds for Tournament fees

Rally HQ Subscription Fees (Organizer ↔ Rally HQ)

Rally HQ charges Subscription fees to Organizers for platform access. These fees are processed through Stripe (see our Sub-processor list at rallyhq.app/sub-processors). Rally HQ does not store credit card data on our servers. You agree to pay all applicable fees and taxes, including local sales or lease transaction taxes (such as the Chicago Cloud Tax) which will be calculated based on your provided billing address.

Auto-Renewal

If you enroll in a paid Rally HQ Subscription, your Subscription will automatically renew at the end of each billing period at the then-current rate, unless you cancel before the renewal date. You may cancel at any time from your account settings with a single click, or by emailing [email protected]. Cancellation takes effect at the end of the current billing period; you will retain access through that period and will not be charged for the next period. We will send you a renewal acknowledgment email after each charge as required by California Bus. & Prof. Code §17602 and similar state automatic renewal laws.

Price Changes

We will notify you at least 30 days before any Subscription price increase takes effect. You may cancel at any time before the increase to avoid the new rate.

Free Trials (If Offered)

If a paid Subscription begins with a free trial, we will clearly disclose the trial duration, the post-trial price, and how to cancel before being charged. You may cancel at any time during the trial to avoid charges.

Data Security

Rally HQ is responsible for the security of cardholder data that we possess or otherwise store, process, or transmit on behalf of the customer, or to the extent that we could impact the security of the customer's cardholder data environment. Rally HQ uses Stripe as our payment processor and does not directly handle, store, or process payment card information on our systems.

7. User Content

You retain ownership of content you submit (Tournament names, team names, player rosters, scores, etc.). By submitting content, you grant Rally HQ a worldwide, non-exclusive, royalty-free license to use, display, and distribute such content in connection with providing the Service.

Public Visibility: Tournament brackets, schedules, scores, and standings are publicly viewable by default. Do not use Sensitive Personal Information (such as full addresses, phone numbers, or private details) in team names or other public fields.

For copyright notice and takedown procedures, see our DMCA Policy at rallyhq.app/dmca.

8. Prohibited Conduct

You agree not to use Rally HQ to:

• Organize fraudulent, deceptive, or illegal events
• Collect payments for Tournaments you do not intend to run
• Upload offensive, discriminatory, or inappropriate content
• Impersonate other users or Tournament Organizers
• Input Participant data without appropriate consent
• Attempt to reverse-engineer, exploit, or circumvent platform features
• Interfere with the operation of the Service or other users' experience

9. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, RALLY HQ AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR:

• Personal Injury: Any injuries, accidents, or incidents occurring at Tournaments managed via our platform. Tournament Organizers are solely responsible for event safety.
• Financial Loss: Any funds lost, stolen, disputed, or misappropriated via third-party payment apps (Venmo, Cash App, Zelle, PayPal, etc.) or any other means. Rally HQ does not handle money and cannot recover funds on your behalf.
• Tournament Cancellations: Events cancelled, postponed, or materially changed by Organizers. Rally HQ has no control over whether Organizers fulfill their commitments.
• Data Errors: Incorrect bracket advancements, scoring errors, scheduling conflicts, or any technical issues that affect Tournament outcomes.
• Third-Party Actions: The actions, omissions, or conduct of Tournament Organizers, Participants, or any other third parties using the platform.

IN NO EVENT SHALL RALLY HQ'S TOTAL LIABILITY TO YOU EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID TO RALLY HQ IN THE TWELVE MONTHS PRECEDING THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100). THIS LIMITATION OF LIABILITY IS COMPREHENSIVE AND APPLIES TO ALL DAMAGES OF ANY KIND, INCLUDING (WITHOUT LIMITATION) COMPENSATORY, DIRECT, INDIRECT, OR CONSEQUENTIAL DAMAGES, LOSS OF DATA, INCOME OR PROFIT, LOSS OF OR DAMAGE TO PROPERTY, AND CLAIMS OF THIRD PARTIES, WHETHER ARISING FROM CONTRACT, TORT, NEGLIGENCE, OR ANY OTHER THEORY OF LIABILITY.

Exclusions. Nothing in this Section limits or excludes Rally HQ's liability for: (a) death or personal injury caused by Rally HQ's negligence; (b) fraud or fraudulent misrepresentation; (c) Rally HQ's gross negligence or willful misconduct; (d) any liability that cannot be excluded or limited under applicable law (including California Civil Code §1668 and analogous provisions). The cap in this Section does not apply to your indemnification obligations under Section 10 or to either party's obligations regarding confidentiality or intellectual property.

10. Indemnification

You agree to indemnify, defend, and hold harmless Rally HQ and its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from:

• Your use of the Service
• Your violation of these Terms
• Your violation of any rights of another party
• Any Tournament you organize using the platform
• Any claims by Participants regarding events you organized
• Any claims related to data you input into the platform

These indemnification obligations apply to every user of the Service, including Participants who hold a captain Account or other Participant Account. Holding a Participant Account does not shift to Rally HQ any responsibility for the Participant's own conduct, the data they submit, or their interactions with Organizers and other Participants. Section 3's Organizer-specific obligations remain in addition to, not instead of, these general user obligations.

11. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. RALLY HQ DISCLAIMS ALL WARRANTIES, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

Rally HQ does not warrant that the Service will be uninterrupted, error-free, or secure. We do not guarantee the accuracy of any information provided by Tournament Organizers or other users. For our accessibility commitment, see rallyhq.app/accessibility.

Service Interruptions & Data Loss

Rally HQ explicitly disclaims all liability for service interruptions, outages, or data loss that may occur during Tournament operation. This includes, but is not limited to:

• Server Downtime: Planned maintenance, unplanned outages, or degraded performance during critical Tournament phases
• Data Loss: Loss of brackets, scores, team rosters, match history, or any other Tournament Data due to technical failures, database errors, or system issues
• Software Bugs: Errors in bracket generation, scoring calculations, seeding algorithms, or any other platform functionality that affects Tournament outcomes
• Third-Party Failures: Outages of our hosting providers, database services, authentication services, or other Sub-processors
• Real-Time Features: Delays or failures in live scoring updates, real-time bracket updates, or notification delivery

Organizers are strongly encouraged to maintain backup records (paper brackets, spreadsheets, or alternative systems) for critical Tournament Data. Rally HQ is a convenience tool, not a system of record for official competitions.

12. Force Majeure

Rally HQ shall not be liable for any failure or delay in performance of its obligations under these Terms arising from causes beyond its reasonable control. Such causes include, but are not limited to:

• Third-Party Service Providers: Outages, failures, or degraded performance of hosting, database, payment processing, or any other infrastructure Sub-processors upon which the Service depends
• Internet & Network: Internet service provider failures, DNS issues, network congestion, or telecommunications outages
• External Events: Acts of God, natural disasters, war, terrorism, government actions, civil unrest, pandemics, or other events outside our control
• Cyberattacks: Distributed denial-of-service (DDoS) attacks, hacking attempts, or other malicious activities by third parties

During any force majeure event, Rally HQ's obligations shall be suspended for the duration of the event without liability. We will make reasonable efforts to resume normal operations as soon as practicable. During and after any force majeure event, Rally HQ will use reasonable efforts to preserve user data and restore service as soon as practicable.

13. Dispute Resolution

Between You and Rally HQ

Opt-Out Right

You may opt out of this arbitration provision by emailing [email protected] within 30 days of the date you first agree to these Terms. Your opt-out notice must include your name, email address, and a statement that you wish to opt out of arbitration. Opting out does not affect any other provision of these Terms.

Agreement to Arbitrate

If you do not opt out, you agree that any dispute, claim, or controversy arising out of or relating to these Terms or the Service (a "Dispute") will be resolved by binding individual arbitration rather than in court, except as set forth below.

Choice of Arbitration Forum

You may elect to arbitrate under either: (a) the AAA Consumer Arbitration Rules of the American Arbitration Association (available at adr.org), or (b) the JAMS Streamlined Arbitration Rules (available at jamsadr.com). The election is yours. If you do not make an election within 10 days of initiating arbitration, Rally HQ will select the forum. The arbitrator shall be selected according to the rules of the chosen forum.

Small-Claims Court Carve-Out

Either party may bring a qualifying Dispute in small-claims court in the county of your residence or Cook County, Illinois, instead of arbitration, provided the Dispute remains within the small-claims court's jurisdictional threshold and is brought only on an individual, non-class basis.

IP and Equitable Relief Carve-Out

Either party may seek injunctive or other equitable relief in a court of competent jurisdiction to protect intellectual property rights or enforce confidentiality obligations, without waiving the right to arbitrate all other Disputes.

Mass Arbitration Procedures

If 25 or more similar arbitration demands are filed within any 60-day period by or on behalf of claimants represented by the same counsel or coordinated counsel, the parties agree to bellwether procedures: 10 representative cases (5 selected by each side) will proceed to arbitration first; all remaining demands are tolled pending resolution of the bellwether cases. The outcomes of the bellwether cases are not binding on the remaining claimants but may inform settlement discussions.

Class Action Waiver

Severability of Class Waiver

If the class action waiver above is held unenforceable with respect to any Dispute, the arbitration provision is void as to that Dispute in its entirety. The Dispute shall then proceed in court on a class or representative basis, subject to the parties' rights to appeal.

Venue for Non-Arbitrable Disputes

For Disputes that are not subject to arbitration (including small-claims matters and post-arbitration confirmation or enforcement proceedings), the parties consent to exclusive jurisdiction and venue in the state or federal courts located in Cook County, Illinois.

Preserved Consumer Rights

Nothing in this Section waives any right that cannot be waived by contract under applicable law, including: the California Consumer Privacy Act (CCPA) private right of action under Cal. Civ. Code §1798.150; statutory rights preserved under Colorado, Connecticut, or other state privacy laws; or any non-waivable federal claim or remedy.

Between Organizers and Participants

Disputes between Participants and Organizers—including payment disputes, bracket disagreements, disqualifications, or any other Tournament-related issues—must be resolved directly between those parties. Rally HQ does not mediate user disputes. We may, at our sole discretion, provide information to assist, but we are under no obligation to intervene.

14. Reporting Violations & Trust and Safety

What to Report

Please report the following types of issues:

• Fraudulent Events: Organizers collecting fees for Tournaments they don't intend to run, or events that appear to be scams
• Repeated Cancellations: Organizers with a pattern of cancelling events after collecting fees
• Inappropriate Content: Offensive, discriminatory, or inappropriate Tournament names, descriptions, or team names
• Safety Concerns: Reports of unsafe conditions at events, Organizers ignoring safety requirements, or concerning behavior patterns
• Data Misuse: Organizers collecting data beyond what's needed for Tournament operation, or sharing Participant data inappropriately

How to Report

Submit reports to [email protected] with the following information:

• Tournament name and URL (if available)
• Organizer name or email (if known)
• Detailed description of the issue
• Any supporting evidence (screenshots, receipts, communications)
• Your contact information for follow-up

Our Response Process

All reports are logged and reviewed within 48 hours. Depending on severity, we may:

• Contact the Organizer for their response
• Temporarily suspend the Tournament or Account pending investigation
• Permanently ban Organizers engaged in fraud or repeated violations
• Cooperate with law enforcement if criminal activity is suspected

We maintain records of all reports and actions taken for compliance purposes. While we cannot guarantee specific outcomes, we are committed to maintaining platform integrity.

15. Termination

We reserve the right to suspend or terminate any Account or Tournament that violates these Terms, appears fraudulent, or is otherwise harmful to the platform or its users. We may take action without prior notice in cases of suspected fraud or illegal activity.

Upon termination, your right to use the Service ceases immediately. The following sections survive termination of these Terms or your Account: §3 (Organizer Responsibilities), §4a (Participant Registration Agreements), §6 (Payments and Fees), §7 (User Content) (license grant only), §9 (Limitation of Liability), §10 (Indemnification), §11 (Disclaimers), §13 (Dispute Resolution), §17 (Governing Law), and Definitions.

Account deletion, whether initiated by you or by Rally HQ, applies equally to Organizer Accounts and Participant Accounts (including captain Accounts created through the Magic Link registration path). Deletion is processed in accordance with the retention schedule and carve-outs described in our Privacy Policy §11.

16. Changes to Terms

We may modify these Terms at any time. Material changes will be communicated via email or through the Service with at least 30 days' notice. Your continued use of the Service after changes take effect constitutes acceptance of the new Terms.

17. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Illinois, without regard to its conflict of law provisions. Any legal action or proceeding arising under these Terms that is not subject to arbitration shall be brought exclusively in the state or federal courts located in Cook County, Illinois, and the parties hereby consent to personal jurisdiction and venue therein.

18. Assignment

You may not assign these Terms or your Account without our prior written consent. Rally HQ may assign these Terms (in whole or in part) without notice in connection with a merger, acquisition, sale of assets, or by operation of law.

19. Severability

If any provision of these Terms is held invalid or unenforceable by a court of competent jurisdiction, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.

20. Waiver

No failure or delay by Rally HQ in exercising any right under these Terms constitutes a waiver of that right. Any waiver must be in writing and signed by an authorized representative of Rally HQ to be effective.

21. Entire Agreement

These Terms (together with the Privacy Policy, DPA, DMCA Policy, and any Subscription order) constitute the entire agreement between you and Rally HQ regarding the Service and supersede all prior or contemporaneous agreements, representations, and understandings between the parties.

22. Contact Us

If you have questions about these Terms, please contact us at [email protected].

Operating entity:
Signal X Studio LLC
An Illinois limited liability company
c/o Northwest Registered Agent Service, Inc.
2501 Chatham Rd Suite N
Springfield, IL 62704, USA