Who we are
Boutline helps clubs run combat sports events: entries, tickets and results. When you enter an event or get tickets, the organizer of that event decides what is needed and uses the details to run it. Boutline stores the details for them and keeps them safe. We don't sell personal details or use them for advertising.
What we collect, and why
- Your account: your name and email address, to sign you in and send you tickets and confirmations.
- An athlete's profile: name, date of birth, gender, club, and licence number and expiry if you give them. We need these to put athletes in the right divisions and check eligibility. A parent or guardian creates the profile for a child.
- An emergency contact: a name and phone number for each entry, so the organizer can reach someone if there is an accident.
- Your agreement to the event's waiver, and when you gave it.
- If you register through a link from a club: your name, email address and phone number, and for each child their name, date of birth, gender, club and an approximate weight. The email address becomes a Boutline account with no password, so we can send you your child's pass; you can set a password later with "forgot password" if you want to sign in. The weight is an estimate that helps the organizer plan weight groups; it is checked at the weigh-in on the day.
- Tickets: the first and last name of everyone who comes, children included, and which account holds the ticket. Each ticket has a QR code that stands for a random code, never for personal details.
We don't collect payment details. Entry fees are arranged between you and the organizer.
If you get in touch through this website
The Get in touch form on our website asks for your name and email address, and optionally your club or organization, the sports you are interested in and a message. We use them only to reply to you, and only after you have ticked the box that says we may. Only the people who run Boutline can read them. We keep an enquiry for as long as we need it to reply and to follow up, and we delete it when you ask.
Who can see it
- You, and anyone else who looks after the same athlete (for example the other parent).
- The organizer's team for an event your athlete has entered. Owners and admins can see and change entries. Staff can see an athlete's date of birth, licence number and emergency contact so they can run the day, but can't change anything.
- The public can see an event's page, but never who has entered or who holds tickets.
- Our service providers who host the data and send email on our behalf.
We only share details with anyone else if the law requires it.
Children
Children don't have accounts. A parent or guardian creates a child's profile, enters them and accepts the waiver for them. Details about children are only shown to their family and to the organizer's team for events they entered.
How long we keep it
We keep athlete profiles until you remove them. Entries and results stay as a record of the event. You can ask us to remove an athlete's personal details at any time. Their name, date of birth (we keep only the year), club, licence and emergency contact are overwritten everywhere, entries in events still to come are withdrawn, and the family's link to the profile is cut. The event's history and counts remain, without the name.
Your rights
You can see, correct, download and ask us to delete your details. Signed in, open Your data to download a copy of what we hold about you, and to remove an athlete's details from their page under Your athletes. To delete your account, or if you have a question or complaint, contact your address. You can also complain to the Information Commissioner's Office (ico.org.uk).
Keeping it safe
Details are held in a database where each organization and each family can only reach their own records. Connections are encrypted, passwords are never stored in readable form, and every change an organizer makes to entries is recorded in a log that can't be edited.