Terms of use of the IMAS regatta portal

Version of 16 October 2026 (version 2026-10-16). The annexes "Data processing agreement" and "Price list for organizers" are part of these terms of use.

§ 1 Scope and provider

1. These terms of use govern the use of the IMAS regatta portal with its entry portal, regatta manager, public results, results app and interfaces (together the "portal") by persons with an account ("users") and by the clubs and organizers on whose behalf users act in the portal ("organizations").
2. The provider is IMAS Startanlagen und Maschinenbau GmbH, Meyerstraße 12a, 14776 Brandenburg an der Havel, Germany ("IMAS").
3. Competition announcements, start lists, results and the results app can be used without an account. § 6 (3), § 8 and § 9 apply accordingly.
4. Contracts on taking part in a competition, on entry and late entry fees and on other services of the organizer (for example camping or meals) are made solely between the entering club and the organizer, on the conditions of the respective announcement. IMAS is not a party to them, does not collect fees and does not run the competitions.
5. Conflicting terms of users or organizations do not apply, even if IMAS does not object to them.

§ 2 Account

1. An account requires a name and an e-mail address, which is confirmed through a confirmation link. The details must be true and kept up to date. An account belongs to one person; shared accounts are not allowed.
2. Users keep their sign-in details secret and tell IMAS without delay if they suspect misuse of their account (info@imas-sport.com).
3. Users can delete their account at any time on the account page; it is then anonymized. As long as someone is the only manager of a club or organizer, another person has to take over this task first. Entries, results and other data that a user created for an organization stay with the organization.
4. There is no entitlement to an account or to a particular role.

§ 3 Roles

What a user can see and do in the portal depends on their roles:

1. Club members and club managers. Whoever creates a club becomes its manager. A person becomes a member of a club on their own request accepted by a manager, by invitation, or through an approval that the club or IMAS has stored in the portal. Within their rights, members and managers maintain the club's data, its athletes, team leaders and referees, submit entries, form crews, file exception and late entry requests and book services of the organizers. Managers also admit and remove members.
2. Organizers. An organizer organization has exactly one owner, initially the person who creates it, and can have further managers. Organizers create competitions, publish announcements with race classes, rules, deadlines and fees, decide on entries, exceptions and late entries, run the competition in the regatta manager and publish start lists and results.
3. Helpers. Organizers can give persons helper roles for a competition (for example results entry, race office or announcer). Helpers only have the rights of their role in this competition.
4. Keys for timing, display and devices. Organizers can create keys for a competition with which timing systems, display boards and tool pages access defined functions without an account. Whoever holds a key can use these functions.
5. Administrators. IMAS administrators look after the portal. They can view and change all data as far as operation, support and security require, and sign in as a user for support ("sign in as"). This is logged and visibly marked during the session.

§ 4 Duties of clubs

1. The club is the data protection controller for the data it enters or imports into the portal about athletes, team leaders, referees and other persons. It needs a legal basis for this (for example the membership or consent) and informs the persons that their data goes to the organizers with the entries and that start lists and results are published with name, club and result.
2. The club only enters persons who are eligible to start under the announcement and the rules of the federation, and keeps their details correct (for example name, gender, year of birth and licence). Entries become binding under the rules of the announcement; changes and withdrawals after the entry deadline can cause fees and need the organizer's approval.
3. If a club imports athletes from its federation's database, it signs in to the federation with the club's credentials. It may only import data it can access there itself.
4. If a club releases athletes for a racing community, the partner club sees the released athletes and can use them for the joint entries.

§ 5 Duties of organizers

1. The organizer keeps the announcement, race classes, rules, deadlines, fees and bank details correct and up to date. Only the owner of the organization changes the bank details. The organizer is responsible for the content it publishes (announcement, documents, start lists and results) and for its decisions on entries.
2. A new organizer organization is confirmed through a link sent by e-mail. On the confirmation page the organizer accepts these terms of use and the data processing agreement (annex) on behalf of the organization. Only then can competitions be published.
3. The organizer uses the data of the entered persons only to plan, run, evaluate and invoice the competition and to publish start lists and results. It is the data protection controller for this.
4. The organizer decides whether and when start lists and results are published. Published results remain publicly available as sports documentation. If a person objects to the publication, the organizer and IMAS review the objection together.
5. The organizer gives helper roles and keys only to persons and devices that need them and withdraws them when they are no longer needed. It is responsible for what happens with its keys and through its helpers.

§ 6 Content and rights of use

1. Users and organizations grant IMAS the simple, free right to store, process, display and, where they initiate it, publish the content they enter into the portal, for as long and as far as operating the portal requires.
2. Not allowed are unlawful or offensive content, false statements about other persons, attempts to circumvent security measures or access rights, introducing malicious code and automated mass queries outside the provided interfaces and their limits.
3. Published announcements, start lists and results may be used by anyone interested, in particular clubs, federations and the media, for information about and reporting on the competitions.

§ 7 Costs

1. For clubs and their members the use of the portal is free of charge towards IMAS.
2. Organizers pay IMAS a portal fee per competition according to the annex "Price list for organizers". It depends on the number of boats entered at the counting time (para. 3), the organizer's country and whether the competition is announced as national. From the number of boats named in the price list it can be a share of the entry, late entry and athlete fees of all clubs at the counting time, with the minimum and maximum amounts named there. All amounts are subject to statutory VAT.
3. The counting time is the regular boat entry deadline of the competition. Boats entered by then and not deleted before count; later withdrawals and deletions still count, late entries do not. If the deadline is moved into the past, the counting time is the change. Without a deadline or with a deadline after the start of the first competition day, the counting time is the start of the first competition day. The price list valid at the counting time applies.
4. The portal fee is due at the counting time. The organizer pays online through the payment service provider Stripe or requests an invoice payable within 14 days; the invoice goes to the organizer's invoice addresses and to the user who pays or requests it. As long as the portal fee is neither paid nor invoiced, the organizer can move the deadline; afterwards it stays unchanged.
5. Until the payment, or until the organizer confirms the receipt of the invoice with its number, exports and printing, the publication of start lists and results, the offline Manager, display boards, timing and device interfaces of the competition are locked. Entries, planning and result entry remain possible.
6. Every competition gets support by e-mail, competitions with a paid or confirmed portal fee also by phone at the times named on the portal's price page.
7. IMAS can change the price list. A new price list applies from the day named in it to competitions whose counting time is later. IMAS informs the managers of the organizers in advance by e-mail; they accept it at their next sign-in (§ 11).
8. Other costs for organizers only arise from a separate agreement with IMAS or a purchase in the licence shop of the portal (for example licences for RegattaManager Lite or for online results) at the prices shown before the purchase. Payments in the licence shop are handled by Stripe.
9. Under § 1 (4), entry, late entry and other fees of the organizers are a matter between club and organizer only.
10. Competitions that were over on 16 October 2026 are exempt from the portal fee.

§ 8 Availability and development

1. IMAS strives for high availability of the portal but does not promise any particular availability. Where possible, IMAS announces maintenance in advance and does not schedule it on competition days.
2. Organizers should keep a fallback ready for the competition day, for example current exports and printouts of the entry lists, start lists and results.
3. IMAS develops the portal further and can change or discontinue functions if the essential functions remain and the change is reasonable for the users. IMAS announces significant changes in good time.

§ 9 Liability

1. IMAS is liable without limitation for intent and gross negligence, for injury to life, body or health, under the German Product Liability Act and as far as IMAS has given a guarantee.
2. In the case of simple negligence, IMAS is only liable for the breach of essential contractual obligations, that is obligations whose fulfilment makes the proper use of the portal possible in the first place and on whose observance users may regularly rely. Liability is then limited to the typical damage foreseeable when the contract was made.
3. Otherwise the liability of IMAS is excluded. The limitations also apply to the legal representatives, employees and vicarious agents of IMAS.
4. Liability under Art. 82 GDPR remains unaffected.

§ 10 Blocking and termination

1. Users can end the use at any time by deleting their account.
2. If there are concrete indications that a user or an organization violates these terms of use or applicable law, in particular through misuse, false information or endangering security, IMAS can block the account or the organization temporarily or permanently. IMAS takes the legitimate interests of those affected into account and, where reasonable, informs them before a permanent block.
3. IMAS can terminate the use with three months' notice; competitions already published can be run until they end. The right to terminate for good cause remains unaffected.

§ 11 Changes to these terms of use

1. IMAS can change these terms of use for a valid reason, in particular for new functions of the portal or changes in the law or case law. The changed version is shown to every user at their next sign-in; the portal can only be used further once they accept it.
2. Whoever does not accept can sign out and delete their account. Until then, account and data remain.

§ 12 Data protection

How IMAS processes the users' own data is described in the privacy policy. The data processing agreement in the annex applies to the data that clubs and organizers enter into the portal about other persons.

§ 13 Final provisions

1. The law of the Federal Republic of Germany applies, excluding the UN Convention on Contracts for the International Sale of Goods. For consumers, this choice of law only applies as far as it does not deprive them of the protection of mandatory provisions of the country in which they have their habitual residence.
2. If the user is a merchant, a legal entity under public law or a special fund under public law, the place of jurisdiction for all disputes arising from the use of the portal is Brandenburg an der Havel.
3. The German version of these terms of use is binding; translations are for information only.
4. If a provision is invalid, the remaining provisions stay valid.

Annex: Data processing agreement under Art. 28 GDPR

1. Parties and conclusion

This agreement applies between the organization (club or organizer) as controller (the "client") and IMAS as processor. It is concluded when a user creates a club in the portal, confirms a new organizer organization or, as a manager of an organization, accepts these terms of use. The user thereby declares that they are authorized to act for the organization. The agreement applies for as long as the organization uses the portal and beyond that until IMAS has deleted the data under no. 11.

2. Subject matter, nature and purpose of the processing

IMAS processes the personal data that the client enters or imports into the portal in order to provide the functions of the portal: storing, organizing, displaying, transmitting to the organizer of the entered competitions, exporting as PDF or spreadsheet, publishing on the organizer's instruction, and deleting or anonymizing after the periods of the privacy policy.

3. Types of data and data subjects

• Athletes: name, gender, year of birth, licence or federation number, start permission, club, nation, origin of the record (for example federation import);
• entries, crews, exception and late entry requests with their reasons and decisions;
• team leaders, referees, officials and helpers: name, contact details, function, duty times;
• camping and meal bookings;
• competition data: races, lanes, times, places, penalties and status with their change history;
• contact persons of clubs and organizers.

4. Instructions

IMAS processes the data only on documented instructions from the client, unless the law of the European Union or Germany requires IMAS to process it; in that case IMAS informs the client beforehand, unless the law prohibits this. The client gives instructions by using the functions of the portal (entering, changing, deleting, entering for competitions, publishing, exporting) and in text form. If IMAS considers an instruction to infringe data protection law, IMAS points this out to the client.

5. Confidentiality

IMAS only employs persons who are committed to confidentiality and only access the data they need for their task.

6. Technical and organizational measures

IMAS takes the measures under Art. 32 GDPR, in particular:

• encrypted transmission (HTTPS/TLS) between browser, apps, devices and portal;
• access only through roles and memberships; each organization only sees its own data and the data transmitted to it;
• passwords only as a hash, lockout after repeated failed attempts, rate limits per address;
• a log of changes with user id and time;
• operation on servers in a data centre in Germany with physical and logical access control, regular backups;
• automatic deletion and anonymization after defined periods.

IMAS can adapt the measures to technical progress as long as the level of protection does not drop.

7. Sub-processors

The client agrees to the following sub-processor:

• netcup GmbH, Karlsruhe, Germany: hosting of portal and database, e-mail delivery; data centre in Germany.

IMAS contractually binds sub-processors to the same data protection obligations. IMAS announces a new or changed sub-processor in advance in the portal or by e-mail. The client can object within four weeks for an important reason under data protection law; if the parties do not agree, either party can terminate the use for the organization concerned.

8. Place of processing

IMAS processes the data in Germany. Processing outside the European Union or the European Economic Area only takes place if the requirements of Art. 44 et seq. GDPR are met.

9. Support of the client

IMAS supports the client with requests from data subjects (Art. 12 to 22 GDPR), above all through the functions of the portal with which the client can view, correct, export and delete data, and with its obligations under Art. 32 to 36 GDPR as far as IMAS can contribute. If a data subject contacts IMAS, IMAS forwards the request to the client.

10. Personal data breaches

IMAS informs the client without undue delay after becoming aware of a breach of the security of the client's data and supports the client with notification and communication.

11. Deletion and return

The client can export its data at any time. After the end of the use, IMAS deletes or anonymizes the data after the periods of the privacy policy, unless there is a legal obligation to retain it. Published results are kept as sports documentation on the organizer's instruction.

12. Evidence and audits

IMAS provides the client with the information it needs to demonstrate compliance with this agreement. On-site audits are possible after timely notice during business hours without disrupting operation; evidence can also be provided through certificates or reports of the hosting provider.

13. Transmission between club and organizer

When a club submits an entry, it transmits the data of the entered persons to the organizer of the competition, who from then on is a controller of its own for this data. IMAS continues to process this data on the organizer's behalf under this agreement.

Annex: Price list for organizers

The prices apply per competition under § 7. If the organizer's country has no row of its own, the row "All other countries" applies.

Price list 1, valid since 01.01.2026

All amounts plus VAT. The boats entered at the entry deadline are counted; a share refers to the entry, late entry and athlete fees of all clubs at the deadline.

The price list is also available under Prices.