Last updated 1 July 2026. This is a starting draft, written to cover BoutRoom's actual features. It is not formal legal advice, and should be reviewed properly before being relied on commercially.
This policy covers two kinds of people: promoters who create a BoutRoom account, and fighters (and their coaches) whose details get submitted to a promoter's event through the public submission form.
From promoters: your email address and password, the events you create, and (if you choose to tick the box when signing up) the fact that you've consented to receive marketing emails, with the date you gave that consent.
From coaches, via the submission form: their name and contact details, the gym name and location, and details about each fighter they submit (name, nickname, gender, age, weight class, discipline, win/loss/draw record, and any notes for the promoter).
Account details are used to run your BoutRoom account and to log you in. Fighter and gym details are collected on the promoter's behalf, purely so the promoter can build a fight card. BoutRoom doesn't use this data for anything beyond displaying it to the promoter who owns that event.
When you create a promoter account you can opt in to receive occasional product updates and tips from BoutRoom by email. This is entirely optional: the box is unticked by default, and you can change your mind and unsubscribe at any time using the link on any such email. We record whether you opted in and the date you did. We only ever send these to promoters who opted in, never to fighters or coaches. When we begin sending, we may use a third-party email provider to deliver them; if so, it will process your email address solely to send BoutRoom's own messages, not for its own purposes.
We don't sell or share fighter or promoter data with third parties for marketing. Two service providers process data on our behalf to run BoutRoom: Railway (hosting, where the database is stored) and Postmark (sends password-reset emails). Neither uses the data for their own purposes.
Card and bout records are kept indefinitely once an event has happened, so promoters have a permanent record of cards they've run in their Archive, and so a paid event's record can't be reversed or lost. Personal details are a different matter: for an event that hasn't happened yet, the promoter can delete a fighter's submission outright. For a past event, the promoter (or BoutRoom, on request) can still remove a fighter or coach's personal details (name, contact information, gym) at any time, even though the event and bout itself stay on record. Ask the promoter who collected it, or contact us directly (see below) and we'll action it.
BoutRoom uses a single functional cookie to keep you logged in; this one is always on, as the site can't work without it. On our public pages (the homepage, sign-up, log-in and the fighter submission form) we also use Google Analytics and the Meta (Facebook) Pixel to see how many people visit and how our Facebook posts perform. These only load if you accept them in the cookie banner, and you can decline at any time. They don't collect fighter or promoter account data, just general visit and click information.
Some promoters run junior categories, so BoutRoom may hold limited details about under-18s (for BoutRoom, a "junior" means a fighter aged 15 or under). This is usually just their name, age, gym and record, submitted by their coach. We never collect anything sensitive such as health or medical information. As with all fighter data, the promoter running the event is the data controller and is responsible for having the right permission to submit a young person's details, including parental or guardian consent where required, which is normally handled by the club off the platform. BoutRoom only processes this data to build that promoter's card, holds the minimum needed, keeps it secure, and can delete it on request like any other fighter's details. We don't collect data directly from children, and BoutRoom isn't intended to be used by under-18s themselves.
If you're a fighter or coach and want to see, correct, or delete data submitted about you, contact the promoter who's running that event, or email [email protected] and we'll help directly.
We'll update the date at the top of this page whenever this policy changes.
Questions about this policy, or data requests, can be sent to [email protected].