Requirements for Organisers

Version of 10 November 2026 ·

This is a translation provided for convenience. The Ukrainian text is the authentic one and prevails in case of any discrepancy.

Requirements for Competition Organisers on the e-phan Platform

1. GENERAL PROVISIONS

1.1. These Requirements apply to users granted the competition organiser role on the e-phan platform (the "Platform") (the "Organiser"). They supplement the Terms of Use; by accepting them in the organiser application you accept them for every competition you publish on the Platform.

1.2. The role is granted after the application is reviewed. We may refuse or suspend it, or unpublish a competition, if the Organiser breaches these Requirements.

2. WHO MAY BE AN ORGANISER

2.1. An Organiser is an adult acting in their own name or on behalf of a club, federation or other organisation who is entitled to run competitions.

2.2. Competitions in a national federation's calendar or affecting classification are run in agreement with that country's federation and under its rules.

3. RUNNING COMPETITIONS

3.1. The Organiser must:

publish accurate information: date, venue, programme, categories, age groups and classes, admission rules, the judging panel (if any), fees and refund terms;
run the competition under the published rules and the federation's rules, with safe conditions for participants and spectators, including minors;
inform participants of changes and cancellations through the Platform in good time;
ensure independent judging and transparent scoring;
publish results on the Platform no later than 7 days after the competition.

3.2. The Platform automatically checks participants' admission by age and class under the rules the Organiser set. The Organiser is responsible for those rules being correct and makes the final decision on admission.

3.3. For competitions published on the Platform, the Organiser may not require participants to register elsewhere, and may not change a participant's category without their consent except as the rules provide.

4. FEES AND TICKETS

4.1. To accept entry fees and sell admission tickets online, the Organiser connects their payout account, passes the bank's verification and accepts the Public Offer. Paid entries do not open without a verified account.

4.2. Participants' money reaches the Organiser's account through the bank; the Organiser is the seller of entries and tickets and is responsible for taxes on the money received. The Platform's service fee is added to the price (see Tariffs).

4.3. The Organiser sets refund terms for fees and tickets within the Refund Policy and must refund in full if the competition is cancelled.

5. PARTICIPANTS' PERSONAL DATA

5.1. The Organiser receives participants' data (name, date of birth, club, class, category, payment status) as an independent controller and uses it only to run the competition, for start lists, protocols and results.

5.2. The Organiser must:

not disclose participants' data to third parties other than judges, the scrutineering team and the federation for the purpose of the competition;
not use it for advertising or mailings unrelated to the competition;
protect exported protocols and delete them once their purpose is achieved;
comply with data protection law, including on minors' data, photography and filming.

6. LIABILITY

6.1. The Organiser alone is responsible to participants, spectators, the federation and authorities for the competition. The Platform provides technical means and is not an organiser or co-organiser of competitions.

6.2. For a breach of these Requirements we may hide the competition, suspend paid entries or the organiser role, giving the reason.

7. CONTACTS

Questions about these Requirements — info@e-phan.com.