Organized Play Events Terms & Conditions

We are Organized Play Events, referred to in this document as Organized Play Events, OPE, Company, we, our and us. You can contact us by email at [email protected]

These legal terms constitute a legally binding agreement made between you, whether personally or on behalf of an entity (You), and Organized Play Events, concerning your access to and use of the services provided. You agree that by accessing these services you have read, understood and agreed to be bound by all these legal terms.

IF YOU DO NOT AGREE WITH ALL OF THESE LEGAL TERMS, THEN YOU ARE EXPRESSLY PROHIBITED FROM USING THE SERVICES AND YOU MUST DISCONTINUE USE IMMEDIATELY.

We reserve the right, in our sole discretion, to make changes or modifications to these legal terms from time to time. We will alert you about any changes by updating the “Last Updated” date of these legal terms, and you waive any right to receive specific notice of each change. It is your responsibility to periodically review these legal terms to stay informed of updates. You will be subject to and will be deemed to have been made aware of and to have accepted, the changes in any revised terms by your continued use of the services after the date such revised legal terms are posted. Should you have purchased any tickets from us and wish to refund them due to disagreement with these terms you have 14 business days in order to contact us for a refund from the “Last Updated” date.

1.1 Event details, timings and car park arrangements are subject to change and should always be checked prior to travelling.

1.2 No smoking is permitted at event venues other than in areas designated for smoking. Attendees found smoking in non-smoking areas will be asked to leave the event.

1.3 Entry to OPE’s events is at guest’s own risk. To the extent permitted by law, OPE excludes all liability for loss, damage or injury suffered by an attendee however this is caused.

1.4 Attendees shall be responsible to OPE for any loss or damage to the event venue, furnishings or equipment caused by the wilful act or default of an attendee.

1.5 Animals are not permitted at OPE event venues except for assistance dogs.

1.6 OPE reserves the right to conduct security searches to all persons attending OPE’s events, including searches upon entry and random searches within reasonable suspicion of wrongdoing.

1.7 OPE takes no responsibility for personal property lost at our events. Should any property be handed in, we will store that property for one month from event end date for it to be claimed. This is not a guarantee that your property will be handed in to us. We will not make any attempt to return lost property to you without verification beyond reasonable doubt that you are the owner. Any lost property not claimed within one month will be kept or destroyed.

1.8 OPE reserves the right to alter the date, time and location of our events at its discretion. Should this occur, OPE will make all reasonable attempts to communicate these changes as soon as possible.

1.9 OPE shall have no liability in connection with any cancellation, alteration or postponement of its event, including but not limited to accommodation and travel costs incurred by attendees and their guests.

2 Any personal data provided to us in connection with this event will be held and processed in accordance with our Privacy Policy (below). We may also use that data for administration of, and communication in connection with, these events. By submitting your personal information, you consent to the processing of your personal data as set out above and you confirm that the information is accurate and complete.

3.1 OPE reserves the right to vary any of these Terms and Conditions without notice. In such an event, OPE will make reasonable efforts to communicate any changes.

3.2 These rules are governed by the laws of England and any dispute will be subject to the exclusive jurisdiction of the English courts. Participation indicates acceptance of the rules as final and legally binding.

3.3 Unaccompanied minors are not permitted to attend OPE Events. A minor is classed as anyone under the age of 13. Accompanied minors must be supervised at all times, except for during any tournament matches in progress.

3.4 Entry to OPE’s events will be subject to any additional terms and conditions stipulated on those respective tickets.

3.5 OPE reserves the right to refuse to serve alcohol at its discretion if it believes attendees to be intoxicated.

3.6 Attendees must arrange their own and their guest’s transport and accommodation (if required) at their own cost.

3.7 By attending an Event, attendees consent to OPE taking photographs, video recordings and audio recordings for print, electronic and digital promotional purposes.

3.8 Attendees agree that OPE can use their name for advertising and promotional purposes. Details of the attendees may be published on OPE's websites and in email newsletters.

3.9 Registered business address: Organized Play Events, 15 Summerton Road, Leamington Spa, CV31 2JU.

3.10 OPE reserves the right to refuse entry at its discretion. Tickets for customers refused entry are subject to our refund policy. OPE shall not be liable for any other costs the customer may have incurred.

3.11 OPE reserves the right to eject customers for inappropriate behaviour without a refund.

3.12 Tickets purchased are non-transferable and non-resalable by ticket purchasers. Any ticket found to have been re-sold or transferred will be voided with no refund given.

3.13 At any event where prizes are awarded, prizes must be collected at the event or be forfeited. Unless otherwise explicitly stated, OPE will not ship out any prizes after the event has concluded.

3.14 Where it is agreed that prizes will be shipped following the conclusion of an event, the eligible participant must provide a current and accurate delivery address and take all reasonable steps to ensure successful receipt of the shipment. OPE shall not be liable for failed or missed delivery attempts, nor for any additional costs incurred where prizes are returned to sender and require reshipment.

4.1 This privacy policy details the policies and procedures of OPE, company incorporated in England, Organized Play Events, OPE, our, us or we, regarding the collection, use and disclosure of personal information that we receive or collect from our attendees as a Data Controller.

4.2 OPE is committed to protecting and respecting your privacy. We take the privacy of all of our customers and site users (you) very seriously and take great care to protect your personal information.

4.3 Please read the following policy carefully to understand what personal information we may collect from you, how we may use it, and your rights in respect of our use. By using this website, you accept the terms of this Privacy and Cookies Policy.

4.4 We have written our privacy policy in order to ensure we follow best practice in protecting your privacy and comply with the EU’s General Data Protection Regulation (GDPR).

4.5 Who we are

OPE is a Limited Company owned by Thomas Roberts. Thomas can be contacted at [email protected]

4.6 Who is the data controller

The data controller is Organized Play Events including all relevant employees. Volunteers such as tournament organizers are trained in GDPR compliance if they have access to user data. Contractors, volunteers and OPE’s accountant have agreed to comply with GDPR requirements. Authors and contributors to the site do not have access to user data.

4.7 Who are our data processors

We use several services to handle and process user data. These are considered data processors:
Sendgrid, a reputable email list provider service we use to manage most of our outgoing emails. Sendgrid stores and processes your email address, email preferences and name if you provide it (you do not have to).
Google, specifically GSuite. We use Google to manage the day-to-day operations of the business.
Stripe, a leading payment gateway which processes payment information. We never see or store full credit card information. We use Stripe mainly for membership subscription payments.

4.8 What data do we collect and why

We collect data differently depending on how you interact with our website.
Like most website operators, we collect non-personally identifying information of the sort that web browsers and servers typically make available, such as the browser type, language preference, referring site, and the date and time of each visitor request. Our purpose in collecting non-personally identifying information is to better understand how our visitors use our website so that we can better meet user needs and expectations.
We regularly look at internal reports on what people are reading on our website so we know what is popular, where people find out about our website (known as the referral source) and how people then use the website once they arrive.
If you interact with our website and services further, we will collect more information from you, but only with your consent.

We store your email address and also track which of our emails you open and what links you click in our emails. The data is securely stored on our behalf by Sendgrid.

We collect and store the information you provide when you sign up as a paying member including name, username, email address, and address. This does not include the details of the credit or debit card you use. We need to store your payment details for a period of seven years to comply with tax requirements. We collect and store the information you provide when you sign up as a paying member including name, username, email address, and address. This does not include the details of the credit or debit card you use. We need to store your payment details for a period of seven years to comply with tax requirements.

4.9 How do we store your data

Your data is stored on our website servers. These are secure servers and your data is sent to us securely via SSL encryption.

4.10 How you can request a copy of your data

You can email us at [email protected] to request a copy of your personal data.

4.11 How you can request that we delete your data

You can email us at [email protected] to request data deletion. We will delete as much of your data as we are permitted to. If you are a paying customer we cannot delete all of your personal data for a period of seven years because we are obliged by law to retain payment information for that period for tax purposes.

4.12 Privacy Policy Changes

We may change this policy by posting a new version of this policy on this Website. When we do change the policy, we will also revise the “effective” date at the top of this page and may notify you of any material changes or post a message on the Website.
Your continued use of this Website following such changes constitutes your acceptance of the revised policy.

4.13 Contacting OPE

For questions, comments or concerns regarding this policy, please contact us by email at [email protected]

5.1 For in-person (offline) events, which are events classed as taking place in a physical location with in-person attendance. All tickets purchased by attendees from the OPE website or via an in-person ticket sale are refundable until 14 days at 23:59pm UK time, before the event is due to start, minus any penalty charge outlined in later points. After this time, no refunds will be made.

5.2 For digital or online events (classed as an event taking place online via a webpage, app or virtual meeting where attendance is all virtual) all tickets purchased from the OPE website are non-refundable.

5.3 All refunds processed will incur a penalty charge of 25%, based on the total ticket cost paid.

5.4 The only exception to Points 5.1 and 5.2 are if an event is cancelled by OPE, or the date is rearranged, and the purchaser cannot attend on the new date.

5.5 Tickets may be refunded at any time within the applicable refund window via the “Order History” section of OPE’s ticketing website at https://tickets.organizedplay.events/. To request a refund, the ticket holder must select the relevant ticket and follow the refund process outlined on the website. For any issues or assistance, please contact [email protected] by email.

5.6 Any attempt made by the ticket purchaser to circumvent our refund policy, including processing a chargeback for any tickets without written consent of OPE, will result in formal action taken for theft and may also result in a lifetime ban from all OPE events.