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Ticketing Terms & Conditions (Organizer Agreement)

Last updated: June, 15 2025

1) Introduction and Scope

These Terms and Conditions (“Terms”) govern your use of the Larp Radar ticketing platform, including the websites larp-radar.com, larp-tickets.com (and their subdomains) and our mobile apps (collectively, the “Service”). By creating an account or using the Service, you (“Organizer”, “you”) agree to these Terms.

The Service is operated by Larp Radar SRL (“Larp Radar”, “we”, “us”, “our”), registered in Italy (VAT: 04743180400). Contact: [email protected].

2) Nature of the Service

We provide tools for Organizers to list events, create/manage tickets and, via third-party payment processors, accept payments. Contracts of sale exist between you and your consumers/attendees (“Consumers”), not between Consumers and Larp Radar. You must provide and apply your own consumer terms and refund policy at checkout.

3) Our Contract with You

You agree to these Terms when you sign up for a Larp Radar account (e.g., clicking “Sign Up”) or use our apps. If you do not agree, do not use the Service. We may amend these Terms; material changes will be posted on the site/app.

4) Organizer Responsibilities

  • Provide accurate event information, prices (including taxes/fees) and availability; promptly update changes, postponements and cancellations.
  • Handle all Consumer support and respond within 5 days; accept liability arising from your contract with Consumers.
  • Comply with applicable laws (consumer law, e-commerce, safety, minors/age restrictions, accessibility, tax/VAT).
  • Ensure your terms of sale, refund and complaints policy are visible to Consumers at checkout.
  • For leisure services with a specific date/period, disclose that the EU withdrawal right may not apply (Consumer Rights Directive exceptions).

5) Accounts, Onboarding & KYC

We may request identity, business and tax information (KYC/AML). We may suspend/terminate access if information is inaccurate or if we suspect fraud or unlawful activity.

6) Payment Processing, SCA & Payouts

Payments are processed by third-party Payment Processors you connect in your dashboard; their terms govern the payment service. Strong Customer Authentication (SCA) (e.g., 3-D Secure) may apply to EU card payments; configure and comply with your Payment Processor’s flows.

  • Payouts & Reserves: We or the Payment Processor may delay payouts, withhold a reserve, or reverse payouts to manage risk, refunds, chargebacks or suspected fraud.
  • Fees & Taxes: You are responsible for platform fees and for taxes/VAT due on your sales (including issuing tax invoices where required).

7) Cancellations, Postponements, Refunds & Chargebacks

  • Publish a clear refund/exchange policy and honor it.
  • Offer timely remedies for cancellations/postponements/material changes (refunds, exchanges, or alternatives consistent with law).
  • Handle chargebacks and Consumer disputes; we may share data with the Payment Processor/card schemes and debit your balance for chargebacks, refunds, fines or penalties.

8) Credits and Account Changes

You may purchase credits or change plan/settings in your dashboard. Fees and credits are non-refundable unless mandatory law states otherwise.

9) Acceptable Use & Prohibited Events

No unlawful content, counterfeit/unsafe goods, hate/violence, pornography, gambling, weapons or other banned categories. We may remove content or suspend accounts for policy breaches or legal risk.

10) Organizer Content & License

You retain rights in your content. You grant Larp Radar a non-exclusive, worldwide, royalty-free license to host, reproduce, display and adapt your content solely to operate, promote and improve the Service. You warrant that you have all necessary rights and that your content is lawful and non-infringing.

11) Intellectual Property (Service)

All IP in the Service (software, design, trademarks) is owned by or licensed to Larp Radar. No rights are granted except as needed to use the Service.

12) Data Protection (GDPR) – Roles and DPA

  • Roles: For Consumer personal data collected via the Service (“Customer Data”), you are the Controller and Larp Radar is the Processor (and may appoint sub-processors).
  • Our Processor obligations: we will (a) process only on your documented instructions and for providing the Service; (b) keep personnel under confidentiality; (c) implement appropriate technical/organizational measures; (d) assist you with data subject requests and security obligations; (e) notify you without undue delay of a personal data breach; (f) delete/return Customer Data on termination unless law requires retention; (g) provide information necessary to demonstrate compliance and allow reasonable audits once per 12 months.
  • Sub-processors: we may use sub-processors; we will impose equivalent data protection obligations and notify material changes with a right to object where feasible.
  • International transfers: where Customer Data is transferred outside the EEA/UK, we will ensure appropriate safeguards (e.g., SCCs).

This Section constitutes our data processing agreement under GDPR Art. 28.

13) Security

While internet transmission is not perfectly secure, we employ measures such as HTTPS in transit and secure token storage on device. You must keep your credentials, API keys and account secure.

14) Availability & Maintenance

The Service may be suspended for maintenance, repairs, outages or events beyond our control. We strive to give timely notice where feasible.

15) Disclaimers

The Service is provided “as is” and “as available”. We do not warrant uninterrupted or error-free operation, nor the accuracy or safety of third-party content or events.

16) Limitation of Liability

To the maximum extent permitted by law, we are not liable for indirect, incidental, special or consequential damages, loss of profits or loss of data. Our aggregate liability relating to the Service is capped at the fees you paid to us in the twelve (12) months preceding the event giving rise to the claim. Nothing excludes liability where it would be unlawful to do so.

17) Indemnity

You will indemnify and hold harmless Larp Radar, its officers, directors and staff from claims, losses, fines and costs (including reasonable legal fees) arising from (i) your events and sales to Consumers; (ii) your breach of these Terms or law; (iii) your content; (iv) taxes.

18) Term & Termination

You may close your account with 72 hours’ notice (see dashboard). We may suspend or terminate for breach, risk, fraud, legal request or non-payment (typically after notice). Sections 10–17 survive termination.

19) Governing Law & Jurisdiction

These Terms are governed by the laws of Italy. Disputes are subject to the non-exclusive jurisdiction of the courts of Rome, without prejudice to mandatory consumer protections where applicable.

20) Changes

We may modify these Terms. Material changes will be posted in the dashboard/site. Continued use after the effective date constitutes acceptance.

21) Contact

Larp Radar SRL — [email protected]

Appendix 1 — Data Processing Description (Customer Data)

  • Subject matter & duration: processing Customer Data to provide the Service, for the term of your account and as required by law.
  • Nature & purpose: hosting, ticketing, attendee management, messaging/transactional emails, support, fraud prevention and audit.
  • Types of data: identification and contact data (name, email, phone), ticketing details, order/transaction metadata, limited payment metadata (no full card PAN stored by us), communications, attendance. Special category data only if you choose to collect it and only where strictly necessary.
  • Data subjects: your Consumers/attendees; your team users.

Appendix 2 — Sub-processors

A current list of sub-processors (and regions of processing) is available upon request and may be updated; we will notify material changes with a right to object where feasible.

Appendix 3 — Refunds & Event Changes (Model Language for your Consumer Terms)

  • Cancelled events: full refund of ticket price and applicable fees (excluding non-refundable third-party costs where lawful), processed within a reasonable time.
  • Postponed/materially changed events: offer refund or exchange.
  • Right of withdrawal: may not apply to leisure services scheduled on a specific date/period; disclose clearly at checkout.
  • Chargebacks: you remain responsible for amounts reversed by card schemes and associated fees.