Terms of Service — D&D Gent VZW

Last updated: 20 December 2025

Welcome to D&D Gent VZW (“we”, “our”, “us”). By using our website, events, or membership services, you agree to these Terms of Service (“Terms”). Please read them carefully.

1. Legal Information

D&D Gent VZW
Filips de Goedekaai 20 bus 0301
9000 Gent, België
Ondernemingsnummer: 1014.695.026
RPR Gent

These Terms govern your use of all services provided by D&D Gent VZW. All proceeds and income are exclusively used to support our non-profit objectives.

2. Scope of Services

We provide:

• Registration for tabletop role-playing sessions
• Ticket sales for certain events
• Account creation via Google, Facebook, and Discord
• Annual paid memberships (“niet-werkende leden”)
• Access to event calendars, announcements, and community information

Purchasing an online membership grants access to benefits as described on our website, but does not grant voting rights or the status of “werkend lid”.

3. Eligibility and Age Requirements

3.1 Minimum Age

A user must be at least 13 years old to create an account.

3.2 Minors (under 18)

If you are under 18:

• You must provide legal guardian contact information
• Your legal guardian must explicitly approve your participation
• We may request verification at any time

Failure to provide valid consent may result in account suspension.

4. Account Registration & Social Login

When creating an account via social login, you authorize us to receive:

• Social provider ID
• Name
• Email
• Avatar
• Birthdate (if available)
• Country and postal code (if available)

We process this data in accordance with our Privacy Policy: https://dnd.gent/privacy-policy

Email communication from us to you will be considered legally valid.

5. Membership (“Niet-werkend lidmaatschap”)

5.1 Definition

A purchased membership corresponds to the statutory category of niet-werkend lid. It does not grant voting rights or participation in the General Assembly.

5.2 Duration

The membership year runs from September 1st until September 30th of the following calendar year.

All memberships expire on September 30th, regardless of the date of purchase. Memberships purchased mid-year (e.g., in January or June) will still expire on the following September 30th and are not subject to pro-rated pricing unless otherwise stated.

Example:

5.3 Payment

Payment may be made:

• In cash at events
• Via bank transfer

Membership prices are announced each year when the new membership cards become available.

5.4 Withdrawal Right

You have a 14-day right of withdrawal in accordance with EU consumer protection law, provided you have not already used membership benefits during that period.

5.5 Refund Eligibility

After the 14-day withdrawal period, membership fees are non-refundable, including in cases of termination or exclusion, in accordance with VZW regulations.

5.6 Acceptance & Rejection

The Board may accept or refuse a membership application at its discretion. Refusal does not require justification and cannot be appealed. Reapplication after refusal is only possible after one year.

6. Event Attendance

To ensure smooth organization and participation, please cancel your registration if you can no longer attend an event.

Participation is confirmed only once you receive a confirmation notice.

Some events may require tickets or payment, as clearly indicated in the event description.

7. Code of Conduct & Internal Regulations

All users must comply with:

• Our Code of Conduct: https://dnd.gent/code-of-conduct
• Internal regulations, including disciplinary rules

Violations may result in:

• Removal from events
• Suspension of account
• Termination of membership

8. Intellectual Property

8.1 D&D Gent VZW Property

The D&D Gent VZW name, logo, website design, and official organizational documents (such as these Terms) remain the exclusive property of D&D Gent VZW.

8.2 Paid Commissioned Work (Ownership)

Where D&D Gent VZW provides financial compensation for a work (such as commissioned cover art, NPC art, or custom assets), D&D Gent VZW becomes the exclusive owner of the intellectual property rights. These rights are transferred upon payment and are irrevocable.

8.3 Volunteer & Member Content (License & Ownership)

For original content produced without financial compensation (e.g., adventures, guides, or volunteer art), the creator retains full intellectual property ownership, unless a separate agreement (verbal or written) specifically transfers these rights to D&D Gent VZW.

By providing content where ownership is retained, the creator grants D&D Gent VZW a non-exclusive, royalty-free license to display, host, and distribute the work.

8.4 Revocation of Volunteer License

Creators of non-paid content may revoke their license for future usage by providing written notice. Upon revocation:

• Active & Historical Use: D&D Gent VZW is not required to remove work already in active use. This includes content already published on the website, historical social media posts, printed materials, or digital PDFs already in distribution.
• New Projects: D&D Gent VZW will cease using the work in any new marketing materials or new publications created after the date of revocation.

8.5 Proper Attribution

D&D Gent VZW commits to providing proper credit to artists and authors whenever their work is displayed, acknowledging their ownership and contribution to the community.

9. Non-Profit Compliance

As a VZW:

• No direct or indirect financial benefits are distributed to founders, members, or directors
• All income supports our non-profit purpose of fostering tabletop role-playing games and community development

10. Liability & Disclaimers

Our activities are primarily organized by volunteers. To the fullest extent permitted by Belgian law:

• Services are provided “as-is”
• We are not liable for personal injury, property loss, or damages related to participation in events
• You are responsible for your own safety and belongings

11. Suspension & Termination

We may suspend or terminate an account or membership if:

• These Terms are violated
• Internal regulations are not respected
• Legal guardian consent is invalid or missing
• False or misleading information is provided

12. Privacy & Data Protection

Your personal data is processed in accordance with:

• GDPR
• Applicable Belgian law

For full details, see our Privacy Policy:
https://dnd.gent/privacy-policy

13. Changes to These Terms

We may update these Terms. Updates become effective upon publication on our website.

14. Contact

Email: info@dnd.gent