Terms and Conditions of Membership & Website Use

Last Updated: 01/10/25

1. Introduction

These Terms and Conditions govern your membership with the Hot Dice Games Club (“the Club”) and your use of the website www.hotdicegames.co.uk (“the Site”), which is operated by the company Hot Dice Games ltd. By ticking the box to indicate your agreement, you accept these Terms and Conditions in full. If you disagree with any part of these Terms and Conditions, you must not become a member or use this Site.

2. Membership

2.1. Membership of the Club is granted upon your completion of the registration form and your acceptance of these Terms and Conditions by ticking the agreement box. By doing so, you enter into a membership agreement with Hot Dice Games.
2.2. As part of your membership benefits, you agree to receive communications from us regarding news about Club events and new products related to the hobby and the Club.
2.3. Hot Dice Games reserves the right to accept or refuse any application for membership at its sole discretion.

Please read out Code of Conduct policy on the website for more information

3. Code of Conduct

As a condition of your Club Membership, you agree to abide by the following Code of Conduct at all times:

3.1. General Principle
 The Club offers a safe space where attendees may enjoy the social and mental benefits of playing games. No attendee shall be subject to harm (physical or mental).

3.2. Non-Discrimination
 No member shall be discriminated against on grounds of gender, sexual orientation, ethnic group, colour, religion, physical or mental status, political beliefs, social class, or any other characteristic a reasonable person would find unjust.

3.3. Standards of Behaviour
 All club members shall be well-mannered, courteous, and considerate to:
● Other Club Members;
● Members of other clubs and organisations;
● Employees and volunteers of partner and supplier organisations;
● Members of the public.

3.4. Scope of Application
 This code of conduct applies whenever a club member is:
● Attending any club organised event;
● Representing the club at any other organised event;
● Working on behalf of the club in any capacity;
● Wearing any club branded clothing or is otherwise identifiable as a club member.

3.5. Compliance with Rules
 Club members shall follow:
● the Statutory and Common Law of the United Kingdom and all Health and Safety laws and regulations applicable to the UK;
● the rules of the club as stated in its policies or in other communications made by the board;
● direction from board members or officers that may be considered reasonable to protect club members and others from harm.

3.6. Obligation to Report
 Club members have an obligation to use the relevant safeguarding complaints process to report any instances of:
○ violation of this code of conduct;
○ perceived harm, or potential for harm.

3.7. Sanctions
 All complaints will be investigated on their merits. Upheld complaints may result in sanctions, ultimately including expulsion from the Club and revocation of membership without refund.

3.8. Consideration for Others
 Club Members are reminded that not everyone has the same requirements to feel safe. You are encouraged to be flexible and considerate of reasonable requests to moderate language and behaviour to suit the groups in which you engage.

3.9. Liability
 While the Club takes reasonable steps to provide a safe environment, attendance at the Club and participation in events is at your own risk. To the fullest extent permitted by law, Hot Dice Games and the Club do not accept liability for any personal injury, loss, or damage to personal property that occurs during attendance at the Club or its events, unless such harm is a direct result of our proven negligence.

4. Intellectual Property
 All content on this Site, including text, graphics, logos, and images, is the property of Hot Dice Games or its content suppliers and is protected by intellectual property laws.

5. Limitation of Liability
 Hot Dice Games will not be liable for any loss or damage arising from your use of the Club, its events, or this Site, except where such liability cannot be excluded by law.

6. Governing Law
 This Agreement shall be governed by and construed in accordance with the laws of England and Wales.

Privacy Policy

1. Who We Are
 This is the privacy policy of Hot Dice Games for the Hot Dice Games Club and our website [Insert Website Address]. Our purpose for collecting your personal information is to manage your membership, provide our services, and, with your consent, send you marketing communications, in full compliance with UK law, including the UK General Data Protection Regulation (UK GDPR).

2. The Personal Data We Collect and How We Use It
 We may collect and process the following data for the purposes outlined below:

Category of DataPurpose of ProcessingLawful Basis for Processing
Identity & Contact Data (e.g., name, email, phone number)To manage your membership, send administrative communications, and process payments.Necessary for the performance of your membership contract.
Membership & Participation Data (e.g., attendance, roles)To organise events, manage the Club, and analyse engagement.Our legitimate interest in running and improving the Club.
Marketing & Communications DataTo send you newsletters, promotions, and information about events and new products related to the hobby and the Club.Your explicit consent, which you grant by ticking the acceptance box. You can withdraw this at any time.
Technical Data (e.g., IP address, browser type)To administer and protect our website.Our legitimate interest in maintaining website security.
Special Category Data (e.g., health information, next of kin)To ensure your safety and well-being at events (collected only where necessary).Your explicit consent.

3. How We Collect Your Data
 We collect data through:

  • Direct interactions: When you fill in our membership form online or in person.
  • Automated technologies: As you interact with our website.
  • Third parties: Such as payment processors.

4. Data Security
 We have implemented robust security measures to protect your data:

  • Your personal data is held electronically on secure third-party systems (such as Wix and Google). We do not hold personal data permanently on local systems or in physical form.
  • Any temporary local storage (e.g., in spreadsheets for event management) is password-protected, access-controlled, and data is erased immediately after use.
  • Access to your data is restricted to authorised Club officials and third parties who have a duty of confidentiality.

5. Data Retention
 We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for legal or accounting purposes. Membership data is typically retained for the duration of your membership and a short period thereafter.

6. Your Legal Rights
 Under the UK GDPR, you have the right to:

  • Request access to, correction, or erasure of your personal data.
  • Object to processing or request restriction of processing.
  • Request data portability.
  • Withdraw your consent for marketing at any time.

You can read our GDPR policy for more information on the website.

To exercise any of these rights, please contact us at hotdicegames@gmail.com.

7. Sharing Your Data
 We will not sell or rent your data. We may share it with trusted service providers (e.g., IT, payment processors) under strict contractual terms. We may also share data if required by law.

8. Complaints
 You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) in the UK. Visit www.ico.org.uk for more information.

Acceptance

[ ] I hereby apply for membership to the Hot Dice Games Club and agree to the following:

I acknowledge that I attend the Club and its events at my own risk and that Hot Dice Games does not accept liability for accidents or harm sustained during attendance, except as provided by law.

I have read and agree to be bound by the full Terms and Conditions, including the Code of Conduct.

I have read and understood the Privacy Policy.

I understand that by becoming a member, I agree to receive communications about Club events, news, and new products related to the hobby.