TERMS, PRIVACY POLICY & EVENT CONDITIONS

Malmö Wargaming Weekend and Other Events Organised by Malmö Figurspelsförening

Organiser: Malmö Figurspelsförening
Organisation number: 802504-1545
c/o Spelens Hus
Nobelvägen 145
212 15 Malmö
Sweden
Website: https://www.malmofigurspel.se

These terms apply to Malmö Wargaming Weekend and all other events organised by Malmö Figurspelsförening (the “Event”).

1. PRIVACY POLICY

1.1 Data Controller

Malmö Figurspelsförening is the data controller for personal data processed in connection with ticket sales and participation in the Event.

Contact details are listed above.

1.2 Personal Data We Collect

In connection with ticket purchases and participation, we may collect:

• Name

• Email address

• Phone number (if provided)

• Billing information

• Payment reference

• Event registration details (e.g., gaming system or tournament participation)

• Photographs and video recordings taken during the Event

We collect only personal data necessary to administer the Event and operate the association’s activities.

1.3 Purpose of Processing

We process personal data in order to:

• Administer ticket sales

• Manage participation

• Communicate information relating to the Event

• Organise tournaments and publish results

• Fulfil accounting and legal obligations

• Document and promote current and future events

1.4 Legal Basis

Personal data is processed on the following legal grounds:

• Contract – to fulfil your ticket purchase and participation agreement

• Legal obligation – for bookkeeping and accounting requirements

• Legitimate interest – for documenting and promoting the association’s activities

1.5 Payment Processing

Payments may be processed either:

• Directly via the organiser’s website, or

• Through a third-party ticketing provider such as Tickster or similar services.

When using third-party providers, payment processing and transaction data are handled in accordance with that provider’s own terms and privacy policy. Malmö Figurspelsförening does not store full card details.

1.6 Data Sharing

We do not sell personal data.

Personal data may be shared with:

• Payment providers

• IT and service providers necessary for event administration

• Public authorities when required by law

1.7 Data Retention

Personal data is retained only as long as necessary for the purposes described above.

Accounting data is retained in accordance with Swedish accounting legislation (normally seven years).

Event registration data and contact details are retained only as long as necessary for administration and follow-up.

Photographs and video material may be retained for documentation and promotional purposes unless removal is requested and legally justified.

1.8 Your Rights

Under applicable data protection legislation, you have the right to:

• Request access to your personal data

• Request correction of inaccurate data

• Request deletion in certain circumstances

• Object to processing based on legitimate interest

You also have the right to lodge a complaint with Integritetsskyddsmyndigheten (IMY), the Swedish supervisory authority.

2. EVENT TERMS & CONDITIONS

By purchasing a ticket and participating in an Event organised by Malmö Figurspelsförening, you agree to the following:

2.1 Ticket Purchase

A binding agreement is formed once payment has been completed and confirmed.

If tickets are sold directly via the organiser’s official website, these Terms and Privacy Policy apply to the purchase and participation.

If tickets are sold through a third-party ticketing platform (for example, Tickster), the terms and privacy policy of that provider govern the ticket transaction and payment handling. In such cases, the third-party provider’s policies take precedence with respect to payment processing, refunds, and consumer rights relating to the transaction.

Regardless of the sales channel, participation in the Event itself remains subject to these Event Terms & Conditions.

Tickets are personal unless otherwise stated. The organiser may allow ticket transfers at its discretion.

2.2 Cancellation and Refunds

A. Tickets Purchased via the Organiser’s Website

Unless otherwise stated at the time of purchase:

• Tickets are non-refundable.

• If a participant is unable to attend, no refund will be issued.

• Ticket transfers may be permitted at the organiser’s discretion.

If the Event is cancelled in full by the organiser, participants will be offered either:

• A refund of the ticket price, or

• Transfer to a future event.

The organiser is not responsible for travel, accommodation, or other personal expenses.

B. Tickets Purchased via Third-Party Platforms

If tickets are purchased through a third-party provider (for example, Tickster), refund rights and payment disputes are governed by that provider’s terms and conditions.

2.3 Event Rules and Venue Regulations

Participants must comply with:

• The specific rules of the Event (including tournament rules)

• Venue rules and regulations

• Safety instructions issued by staff

Event rules may vary depending on the venue and the type of Event. For example, certain venues may prohibit bringing outside alcohol onto hotel premises.

Violation of Event rules or venue regulations may result in removal from the Event without refund.

2.4 Event Changes

The organiser reserves the right to:

• Adjust schedules

• Modify formats

• Replace staff

• Change venue within Malmö if necessary

Such changes do not entitle participants to refunds.

2.5 Force Majeure

The organiser is not liable for cancellation or modification due to circumstances beyond reasonable control, including government restrictions, natural disasters, public health emergencies, labour disputes, or venue unavailability.

2.6 Code of Conduct

Participants must behave respectfully toward other participants, staff, volunteers, and the venue.

The organiser may remove any participant whose behaviour is disruptive, unsafe, discriminatory, or otherwise inappropriate. No refund will be issued in such cases.

2.7 Personal Property

Participants are responsible for their own property. The organiser is not liable for loss, theft, or damage except where liability cannot be excluded under mandatory law.

2.8 Photography and Media

Photography and video recording may take place during the Event.

Images and recordings may include identifiable participants and may be used for:

• Event documentation

• Publication on the organiser’s website

• Social media

• Marketing and promotion of current and future events

The legal basis is the organiser’s legitimate interest in documenting and promoting its activities.

Participants who do not wish to be identifiable must inform the organiser in advance or at the Event.

Participants may request removal of specific material after publication. Requests will be assessed in accordance with applicable law.

Photographs and recordings will not be sold to third parties.

2.9 Limitation of Liability

To the extent permitted by applicable law, the organiser’s liability is limited to direct damages caused by intentional misconduct or gross negligence.

The organiser shall not be liable for indirect or consequential damages.