Version 1.0 — effective 30 August 2026
1. Who we are, and who you are dealing with
This service (“the Service”) is the software operated at itpf.gorcian.com by Raden Johannes H P, of Indonesia (“we”, “us”, “the Operator”).
We are not the ITPF. The International Tent Pegging Federation is a separate body with its own seat, Statutes and Rule Book. Where the Service is used to run an ITPF competition, we supply software to the ITPF and to its member federations; we hold no position under the Rule Book and no authority under it.
By creating an account, signing in, or using any part of the Service, you agree to these Terms. If you do not agree, do not use the Service. We record the version you accepted and the date, so both of us can tell later exactly what was agreed.
2. What the Service is
A record-keeping system for tent pegging, doing three things:
- A private training log. A rider records their own practice. It stays theirs — §7.
- A competition record. A National Federation enters its team; officials appointed under the ITPF Rule Book record each run; the system performs the arithmetic the Rule Book prescribes.
- A public results site. Once a Result Card is signed and the host has published it, the result becomes publicly readable.
The Service is provided free of charge at present, and no fee is payable to us for any part of it. Should that change — a paid plan, or a charge for some part of the Service — the price and what it covers will be stated before you are asked to pay anything, and these Terms will be revised under §13 first, so nothing you already use becomes chargeable without you being asked and agreeing. Where the Rule Book mentions a fee — the objection fee under Appendix 11.2, for instance — that is a matter between you, your federation and the organizing committee, and we neither collect nor hold that payment.
3. What the Service is not
- Not the ITPF, and not a National Federation. We operate software.
- Not a judge. We do not decide a score, penalty, disqualification, placing or ranking — §5.
- Not the sanctioning body. Where the Service shows a sanction, an approved entry or a coaching badge, it displays a decision a federation or the ITPF office made.
- Not the official record. The signed Result Card is — §6.
4. Who is responsible for what
The Service holds information other people put into it. Responsibility follows whoever entered it:
| Information | Responsible |
|---|---|
| Your own training entries | You |
| Athletes’ names, dates of birth, ITPF numbers, entries, declarations | Your National Federation |
| Horses, horse numbers, the draw | The organizing committee and federations, under Article 123 |
| Scores, times, penalties, disqualifications | The officials seated at that competition, under Article 114 |
| Publishing a Result Card | The host federation, under Article 142.2 |
| Sanctioning an event; granting a role | The ITPF office |
We store and display what these parties enter. We do not verify it and cannot — we have no way to know whether a date of birth was typed correctly or whether a peg was really carried. If information about you is wrong, ask the party who entered it; §7 also gives you a right to come to us.
5. Scores and official decisions
The Service records decisions; it does not make them.
Every score, time, penalty, disqualification, placing and ranking originates in a decision by a person holding an official position under the ITPF Rule Book — the Chairperson of the Ground Jury, the Electronic Judge, and the other seats Article 114 names. The Service applies the arithmetic the Rule Book prescribes to the figures those officials entered. It has no authority to make, alter, override or second-guess any of those decisions.
It follows that a dispute about whether a peg was carried, a time was right, a penalty was properly raised or a placing is correct is a sporting dispute with the officials and federations concerned, to be taken through the ITPF Rule Book’s own objection procedure (Article 149 and Appendix 11) and, beyond it, through whatever appeal route the ITPF Statutes provide — including the Court of Arbitration for Sport where they so provide. We are not a party to any of it, cannot decide it, and will not intervene.
If an objection succeeds and an official changes a score, that official makes the change in the Service and the results follow automatically.
6. Availability, and the paper that does not depend on us
We try to keep the Service running and correct. We do not promise it will be available at any given moment, free of faults, or uninterrupted.
That is less serious than it sounds, by design. A competition does not depend on this Service to be run or to be valid. Article 142.2 requires the Ground Jury to sign a Result Card, and that signed paper card is the official record; the Service is built to print it for exactly that purpose. If the Service is unavailable, a competition can be run, scored and recorded on paper, as tent pegging was before this Service existed.
Organizing committees should print start lists and score sheets before each competition day. A decision to rely on the Service alone is not ours.
7. Personal data
7.1 Who controls what
Two different things happen here and they have different answers:
- Your training log — we are the controller. You are the only person who decides who sees it.
- Competition data — names, dates of birth, ITPF numbers, entries, scores, results — is entered by federations and officials for the ITPF’s sporting purposes. We are the controller of it. Should the ITPF adopt the Service formally, that role may pass to the ITPF under the agreement described in §1, and we would then act as its processor; until that happens, everything in this §7 is our own obligation.
7.2 The laws that apply
We aim to meet, as a floor, whichever of these binds a given user:
- Indonesia — Law No. 27 of 2022 (UU PDP), our home law, which applies to all our processing.
- EU / EEA — the GDPR, which applies to us under Article 3(2) because we offer the Service to people in Germany, Norway and Romania. Where required, we appoint a representative in the Union under Article 27.
- United Kingdom — the UK GDPR, for users in Great Britain.
- Others — Saudi Arabia’s PDPL, India’s DPDPA 2023, Oman’s PDPL, and the equivalent law of any member federation’s country, as it applies.
Where two of these conflict, we apply the stricter, unless doing so would itself break the other — see §7.7, which is honest about one case where that is not possible.
7.3 What we hold, and why
Account: name, email, telephone, preferred language, federation, hashed password (we never store your password itself and cannot read it). Athlete: name, date of birth, gender, handedness, ITPF number, entries, results. Officials: name, role, signature image where uploaded. Plus an audit log of significant actions and ordinary server logs.
Our bases for processing: performance of these Terms (running your account); your consent (the training log, which is yours to delete); the legitimate interests of the federations and the ITPF in an accurate sporting record (competitions and published results); and our own legitimate interest in security and investigating misuse.
7.4 Training data is private, and stays private
A training log belongs to whoever kept it. It is never published and never shown to another account unless you choose to share it — with a coach you are bound to, or with your federation through the setting in your account. You can withdraw that at any time.
7.5 What is published
Only what a published Result Card carries and the directories built from it: an athlete’s name, federation, horse, runs and results. Date of birth, ITPF number, email address and telephone number are never published to anyone not entitled to see them.
7.6 Who else sees it
Your National Federation sees its own athletes. Officials seated at a competition see what they need to score it. The ITPF office sees what it needs to administer. Our hosting provider stores data on our behalf under contract. We do not sell personal data, do not share it for advertising, and carry no advertising.
7.7 Sending data across borders
The Service runs on servers in Indonesia. Using it from anywhere else means your data is transferred there. Indonesia has no EU adequacy decision, so for users in the EU, EEA and UK we rely on Standard Contractual Clauses (and the UK Addendum where relevant) together with a transfer risk assessment. Copies are available at admin@itpf.gorcian.com.
One honest exception. Some countries require their citizens’ personal data to be recorded first on servers inside that country. We do not operate servers in every member federation’s country and cannot. Where your national law imposes such a requirement, this Service may not satisfy it, and your federation should decide with the ITPF whether to enter you here at all. We would rather say this plainly than let anyone assume a compliance we do not have.
7.8 How long we keep it
Account and training data: while your account exists and a reasonable period after. Competition results: indefinitely — a sporting record is meant to last, and a published result cannot be meaningfully withdrawn from the history of a competition that happened.
7.9 Your rights
You may ask us to show you the personal data we hold about you, correct it, delete it, restrict or object to our processing, withdraw a consent, or receive it in portable form. You may complain to your own supervisory authority. Write to admin@itpf.gorcian.com; we respond within the shortest period any applicable law allows us.
Two honest limits: where your federation entered the data we may need to refer you to them, and a published result generally cannot be erased for the reason in §7.8.
7.10 If something goes wrong
On a personal data breach we notify affected users and the relevant authorities within the shortest applicable deadline — 72 hours under the GDPR, 3×24 hours under UU PDP.
8. Children
Ages of consent differ by country — between 13 and 16 across the EU alone, and different again elsewhere. A rider below the age of consent in their own country may hold an account only with a parent’s or guardian’s consent, and where a federation enters an athlete below that age, that federation is responsible for having obtained it. If you believe a child’s data is held here without consent, write to admin@itpf.gorcian.com and we will remove it.
9. Your account, and how you may use it
Give accurate information and keep it accurate. You are responsible for your password and for what is done with your account; do not share it, and tell us at admin@itpf.gorcian.com if you think someone else has used it. An account issued to a federation, official or organizing committee is held by a named person on that body’s behalf.
Do not: sign in to an account that is not yours; try to reach data or functions you were not given; probe or interfere with the Service’s security; extract its data in bulk or by automated means; enter anything false, defamatory, abusive or unlawful, including in a note or an objection; harass anyone; publish anyone’s personal data; or use the Service for anything beyond tent pegging training, competition administration and results.
10. Content, and ours
You keep whatever rights you have in what you enter. You give us permission to store it, show it to the people §7 describes, and process it to run the Service; that ends when the content is deleted, except where a record must remain (an audit entry, a published result). You are responsible for what you enter and confirm you may enter it — including, where you enter another person’s data as a federation does, that you have a lawful basis.
The software, its design, text and documentation are ours or our licensors’. The ITPF’s name, logo and Rule Book belong to the ITPF, and nothing here grants you any right in them.
11. Our responsibility, and its limits
Written to state honestly what we are and are not responsible for. It does not take away any right you hold under a law that does not permit it to be taken away — §11.4.
11.1 What we undertake. To operate the Service with reasonable care and skill, keep it reasonably secure, and handle personal data as §7 describes.
11.2 What we do not undertake. That the Service will be uninterrupted or error-free; that information other people entered is accurate; or that it suits a purpose not described in §2.
11.3 What we are not liable for.
- a decision by an official, federation, organizing committee or the ITPF, or its consequences (§5);
- another user’s information being wrong (§4);
- loss from relying on the Service instead of the signed paper record (§6);
- indirect or consequential loss, loss of profit, opportunity or reputation;
- events outside our reasonable control — hosting, network or power failure, and acts of government.
11.4 What we do not limit, and cannot. Nothing here excludes or limits our liability for death or personal injury caused by our negligence, for fraud, for our own gross negligence or wilful misconduct, for breach of our data protection obligations, or for anything a law applying to you does not permit to be excluded. In particular, nothing here removes a right you hold under the consumer protection law of your own country, or — for Indonesian users — under Law No. 8 of 1999. Any part of §11 going further than an applicable law allows is read down to what that law allows; the rest stands.
11.5 Cap. Subject to §11.4, our total liability to you for all claims arising out of the Service is limited to whichever is the greater of IDR 500,000 (five hundred thousand Indonesian Rupiah) and the total fees you have actually paid us for the Service in the twelve months before the claim arose.
A floor is stated rather than “what you paid” alone because the Service may be provided free of charge — as it is today, §2 — and in that case “what you paid” is nil, which is no cap at all. Stating both means this clause keeps working if the Service is ever charged for, without the limit silently becoming something neither of us agreed to.
11.6 What you acknowledge. By using the Service you acknowledge that: it is provided as it stands, and free of charge unless a fee has been stated and agreed with you under §2; the Operator is one person, and neither a company, a federation nor the ITPF; every score, penalty, placing and ranking is the decision of an official under the ITPF Rule Book and not ours (§5); the signed paper Result Card, and not this Service, is the official record of a competition (§6); information other people entered is theirs and not verified by us (§4); and you use the Service on that basis.
12. Suspending or closing an account
You may close your account at any time. We may suspend or close one that breaches §9, that is being used to harm another user, or where we are required to by law or by a valid request from the ITPF or a National Federation about a person under its jurisdiction. Where we reasonably can, we say why first and give a chance to put it right. Closing an account does not remove published results, for the reason in §7.8.
13. Changes
We may change the Service, and these Terms. A new version is published with a new version number and effective date and you are asked to accept it at your next sign-in; material changes are flagged plainly, not buried. If you do not accept it you may close your account.
14. Disputes
14.1 Sporting disputes are not ours. Anything about a score, time, penalty, disqualification, placing, ranking, eligibility or entry goes through the ITPF Rule Book’s objection procedure and the ITPF’s own appeal route, including the Court of Arbitration for Sport where the ITPF Statutes so provide. We are not a party — §5.
14.2 Everything else — talk to us first. Write to admin@itpf.gorcian.com. Most problems are a mistake and are settled faster by an email than by anything else.
14.3 If that fails. A dispute between you and us that is not settled within 60 days is governed by the law of the Republic of Indonesia and goes to the District Court (Pengadilan Negeri) having jurisdiction over the Operator’s domicile.
14.4 What this does not do. Nothing in §14 prevents you from bringing a claim in a court that has jurisdiction over you under the mandatory law of your own country, from complaining to your own data protection supervisory authority, or — for Indonesian users — from going to Badan Penyelesaian Sengketa Konsumen (BPSK).
15. Language
Published in English, Arabic and Indonesian. In the event of discrepancy the English text governs, except where a law applying to you requires otherwise.
16. Contact
Raden Johannes H P
admin@itpf.gorcian.com