Game On Escape Room Conference – Terms & Conditions of Attendance

These Terms & Conditions (“Terms”) govern your attendance at Game On, the escape room industry conference organised by Zolitopia (“the Organiser”), taking place in Canterbury, UK. By purchasing a ticket and attending the event, you agree to the following:

1. Ticket Purchase & Refund Policy

  • All ticket purchases are final after 1st April 2025.

  • Refunds requested before 1st April 2025 will be issued in full, minus any processing fees.

  • No refunds or exchanges will be provided for cancellations made after this date, regardless of the reason for non-attendance.

  • Tickets are transferable to another individual upon written request to the Organiser.

2. Agenda & Speaker Changes

  • The Organiser reserves the right to modify the event schedule, agenda, speakers, and session content without prior notice.

  • While every effort will be made to maintain the published programme, changes may be necessary due to speaker availability, venue constraints, or other unforeseen circumstances.

3. Force Majeure

The Organiser shall not be held responsible for any failure or delay in delivering the event, in whole or in part, due to circumstances beyond reasonable control including but not limited to:

  • Acts of God

  • Natural disasters

  • Government restrictions or regulations

  • Strikes or labour disputes

  • Pandemic-related restrictions

  • Venue unavailability

In such cases, the Organiser reserves the right to postpone, cancel, or transition the event to a virtual format. Refunds in the case of force majeure events are not guaranteed but may be considered at the sole discretion of the Organiser.

4. Behaviour & Code of Conduct

  • All attendees are expected to behave respectfully and professionally throughout the event.

  • Harassment, abusive language, discrimination, or any form of misconduct will not be tolerated.

  • Attendees are responsible for any damage they cause to the venue, equipment, or any third-party property during the event.

  • The Organiser reserves the right to remove any individual from the event, without refund, for misconduct or behaviour deemed inappropriate or disruptive.

5. Liability & Insurance

  • The Organiser is not responsible for any personal injury, illness, loss, theft, or damage to personal property during the event.

  • Attendees are advised to arrange their own insurance for travel, accommodation, health, and personal belongings.

6. Photography & Media Release

  • By attending Game On, you consent to be photographed, filmed, or recorded as part of the event.

  • The Organiser may use this media for promotional purposes, including on websites, social media, and printed materials.

  • If you do not wish to be photographed or filmed, please notify the Organiser in writing prior to the event.

7. Data Protection

  • Any personal information collected during the registration process will be used strictly in accordance with the Organiser’s Privacy Policy.

  • Your details may be used to contact you with updates about the event or future events organised by Zolitopia. You may opt out at any time.

8. Contact

For any questions, refund requests, or concerns, please contact:
📧 zoli@zolitopia.com

Privacy Policy

Effective Date: 28/02/2025
Zolitopia is committed to protecting your privacy. This Privacy Policy outlines how we collect, use, and protect your personal information.

1. Who We Are

This website and event are operated by Zolitopia, the organiser of Game On. If you have questions about how your data is handled, you can contact us at:
📧 zoli@zolitopia.com

2. What Information We Collect

We may collect and store the following personal information:

  • Contact details (e.g., name, email address, phone number)

  • Professional details (e.g., company name, job title)

  • Ticket purchase information

  • Event attendance details

  • Payment information (processed securely via third-party services)

  • Photos, video, and audio recordings captured during events

  • Communication preferences

  • Any correspondence you send us

We do not knowingly collect data from anyone under the age of 18.

3. How We Use Your Information

We use your information for the following purposes:

  • To manage your registration and participation in Game On

  • To process payments and send booking confirmations

  • To send event updates and logistical information

  • To provide access to community platforms (e.g., Discord)

  • To respond to your enquiries and support requests

  • To share relevant offers from sponsors or partners (only where consent is given)

  • To improve future events based on feedback and analytics

  • To promote Game On using media (photos/videos) captured at the event

  • To share industry news

  • To share blogs, articles and offers

You can unsubscribe from communications at any time by clicking the "unsubscribe" link in our emails or contacting us directly.

4. Legal Basis for Processing

We process your personal data under the following lawful bases:

  • Contractual necessity – to fulfil your event registration

  • Legitimate interest – to improve and promote our services

  • Consent – for email marketing, photos/videos, and sponsor communications

  • Legal obligations – for financial and regulatory compliance

5. How We Store and Share Your Data

Your data is stored securely and only accessible to authorised personnel. We may share limited information with trusted third-party providers who help us operate the event (e.g., payment processors, email platforms, event tech providers).

We do not sell your data to any third parties. We may share anonymised data for statistical or reporting purposes.

6. Retention of Your Information

We will retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, including for legal, accounting, or reporting requirements.

7. Your Rights Under GDPR

You have the right to:

  • Access the personal data we hold about you

  • Correct any inaccurate or incomplete data

  • Request deletion of your data ("right to be forgotten")

  • Withdraw consent at any time (where processing is based on consent)

  • Object to or restrict how your data is used

  • Request data portability

To exercise any of these rights, please contact us at zoli@zolitopia.com

8. Cookies and Analytics

Our website may use cookies and tracking tools to improve user experience and gather analytics. You will be informed via a cookie banner when visiting the site, with the option to accept or manage your preferences.

9. Third-Party Links

This website may contain links to external sites (e.g., booking pages, partner offers). We are not responsible for the privacy practices of these other sites and encourage you to read their privacy policies.

10. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page, and significant updates will be communicated via email or on the website.

11. Contact Us

If you have any questions, concerns, or data requests, please contact:
📧 zoli@zolitopia.com