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Gamebaze

Gamebaze Terms and Conditions

This is an English translation provided for convenience. The contract is concluded in Czech, and in case of any discrepancy the Czech version prevails.

Valid and effective from 23 October 2026

1. Introductory Provisions

1.1 These terms and conditions (the “Terms and Conditions”) govern the mutual rights and obligations between JIC, zájmové sdružení právnických osob (an interest association of legal entities), Company ID (IČO): 711 80 478, with its registered office at Purkyňova 649/127, Medlánky, 612 00 Brno, registered in the Register of Associations kept by the Regional Court in Brno, Section L, File 19606 (“JIC”), as the operator of the Gamebaze game hub, and you – that is, the person who, via the Gamebaze website at gamebaze.cz (the “Website”), submits an application for an event or a programme, subscribes to the newsletter or otherwise uses the Services (the “User” or “you”). We address you informally because that is common in the game community. This does not change the legal bindingness of these terms in any way.

1.2 Gamebaze is a community and business hub for game developers and studios. It is based in the KUMST creative hub at Údolní 495/19, 602 00 Brno, which is also operated by JIC. Through the Website, we enable you in particular to register for Gamebaze events, buy admission to paid events, apply for Gamebaze programmes (in particular _course, _cowork, _incubator and _flash) and subscribe to the newsletter. The Website also contains a catalogue of game studios and games and an overview of opportunities.

1.3 These Terms and Conditions form an integral part of every contract concluded between JIC and you on the basis of an application submitted via the Website (the “Contract”). The Contract is concluded in the Czech language.

1.4 If anything different from these Terms and Conditions is stated for a specific event or programme on the Website, in the confirmation e-mail, in the payment instructions or in an individual agreement with JIC, such arrangement takes precedence.

1.5 You are a consumer if you conclude the Contract with JIC outside the scope of your business activity or the independent exercise of your profession (a “Consumer”). If you apply on behalf of a studio or a company, or as an entrepreneur with a Company ID (IČO), you are not a Consumer.

1.6 The provisions on Consumers also apply to a team member who applies as a natural person without a Company ID (IČO), even where the application concerns the whole team.

2. Definitions

2.1 In these Terms and Conditions, the following terms have the following meanings:

3. Use of the Website and Its Content

3.1 You can use the Website without registering and without a user account. You always submit an Application or a newsletter subscription by filling in the relevant form.

3.2 The information in the Catalogue, in the overview of Opportunities and in the descriptions of Events and Programmes is for information purposes only. We take information about studios, games and third-party Opportunities from those parties or from public sources. We are not responsible for its completeness, timeliness or accuracy.

3.3 The Website contains links to third-party websites and services, in particular Discord, Google Forms, Microsoft Bookings, Steam, Facebook, LinkedIn and the websites of individual studios. By using such a link, you leave the Website, and the terms and privacy policies of the relevant third party apply to you. JIC is not responsible for the content, availability or operation of these services.

3.4 Applying for a third-party Opportunity takes place outside the Website and always directly with the organiser of the Opportunity. In such a case, your contractual partner is the organiser of the Opportunity, not JIC. Opportunities automatically disappear from the Website once their deadline has passed.

3.5 Where registration via an external link (e.g. a Discord invitation or a Google Form) is stated for an Event or Programme, the registration process is governed by the instructions given for that Event or Programme and by the terms of the relevant service. The other provisions of these Terms and Conditions apply accordingly.

3.6 The “Add to calendar” feature and sharing on social networks are only for your convenience. The date and venue of the Event stated on the Website or in the Confirmation E-mail are always decisive.

3.7 The texts, graphics, logos and other content of the Website are protected by copyright and trademark rights of JIC or third parties (in particular the studios in the Catalogue). You may not distribute them or use them for commercial purposes without the consent of the right holder.

3.8 You may not use the Website in a way that could jeopardise its operation or security, in particular by submitting forms in bulk, circumventing technical restrictions or filling in Applications for other persons without their knowledge. JIC may temporarily limit the number of forms submitted from a single address.

3.9 JIC may temporarily restrict the Website or any part of it, or make it unavailable, for operational, technical or security reasons.

4. Application and Conclusion of the Contract

4.1 The current offer of Events and Programmes, their description, date, venue and price are stated on the Website. The offer is for information purposes only and does not constitute a proposal to conclude a Contract. JIC is not obliged to accept an Application, in particular if capacity has been reached, the Event is cancelled, there is an obvious error in the description or price, a technical error, or a conflict with the purpose of Gamebaze.

Application for an Event

4.2 You register for an Event by filling in the form on the Event's detail page. You fill in your first name, surname and e-mail, and optionally also your phone number and the name of your studio or company. Provide true and up-to-date information; JIC is entitled to consider it correct. Each participant submits their own Application.

4.3 By submitting the Application, you confirm that you have read these Terms and Conditions and the Privacy Policy and that you agree to them in the version valid at the time of submission.

4.4 For a paid Event, after you fill in the Application, the Website redirects you to an online payment gateway, where you pay for admission under Article 5. The message displayed on the Website after you submit the Application (and, where applicable, after payment) only confirms that it has been received for processing. The Contract is concluded only upon delivery of the Confirmation E-mail to the e-mail address stated in the Application. The Confirmation E-mail contains in particular the name, date and venue of the Event, the price and a link for cancelling the Application.

4.5 For Events marked as Events with manual approval, the Application is a non-binding enquiry. The Contract is formed only when JIC confirms your participation by e-mail. JIC is not obliged to confirm participation.

4.6 Only one Application per Event may be submitted from one e-mail address. If you want to change your details, cancel the Application under Article 6 and submit a new one. You cannot register for a cancelled Event or for an Event that has already taken place.

Application for a Programme

4.7 You apply for the _course Programme by filling in a questionnaire on the Website. The questionnaire helps us get to know you, your team and your project. Submitting it is a non-binding enquiry and does not establish a Contract.

4.8 JIC usually evaluates the questionnaire within three working days. If it accepts you into the Programme, it will send you by e-mail a confirmation of participation stating the price, a link to online payment (or payment details for a bank transfer) and the due date. The Contract is concluded at the moment the price is paid within the due date. JIC is not obliged to accept the questionnaire or to give reasons for rejecting it.

4.9 If you apply on behalf of a team, you declare that you are authorised to do so by the other team members. Before submitting information about other persons, inform them about the processing of their personal data.

4.10 Your draft answers in the questionnaire are saved continuously only in your browser. JIC has no access to them until you submit the questionnaire. After submission, they are deleted from the browser.

4.11 Applications for the _cowork and _incubator Programmes and bookings of _flash consultations are made via the external form, booking system or e-mail stated for the given Programme. The Contract is formed only when JIC confirms the participation or the appointment. JIC will inform you of the detailed terms before the Contract is concluded.

Common Provisions

4.12 The Contract and the details of the Application are stored in JIC's electronic system. JIC will make them available to you on request.

4.13 You bear the costs of using means of distance communication yourself. They do not differ from your provider's basic rate.

4.14 If you are a Consumer, JIC provides you with pre-contractual information under Section 1820 of Act No. 89/2012 Coll., the Civil Code (the “Civil Code”), in these Terms and Conditions, on the Website and in the Confirmation E-mail.

5. Price and Payment Terms

5.1 Most Events are free of charge, which is indicated for the Event on the Website. For a paid Event or Programme, the price is stated on the Website in Czech crowns, or in the confirmation of participation. If the price is set per team, it is paid once for the whole team regardless of the number of its members.

5.2 Prices are final and include all taxes, including VAT, if applicable.

5.3 You pay the price of a paid Event via the online payment gateway when submitting the Application, by payment card or by another method offered by the gateway. You pay the price of a Programme according to the payment instructions in the confirmation of participation, usually via a link to the payment gateway, or by bank transfer.

5.4 Payments via the payment gateway are processed by its operator, Comgate, a.s., Company ID (IČO): 279 24 505, with its registered office at Gočárova třída 1754/48b, 500 02 Hradec Králové, and are also subject to its terms and conditions. You enter your payment card details directly into the payment gateway and JIC has no access to them. JIC is not responsible for the operation, availability or functionality of the third-party payment gateway.

5.5 Unless stated otherwise for the Event, the price is due upon submission of the Application. A payment made before the Contract is concluded is an advance payment which, upon conclusion of the Contract, is automatically credited towards the price. If you do not complete the payment or do not pay the price by the due date, the Application is cancelled and the Contract is not formed. If the Contract is not formed for another reason (in particular when capacity has been reached or the Application is not approved), JIC will refund the advance payment to you without undue delay, no later than within 14 days, in the same way in which it was paid.

5.6 JIC will send you the tax document by e-mail to the address stated in the Application. If you need the document issued to a company, fill in the billing details (name, registered office, Company ID (IČO), Tax ID (DIČ)) in the Application or during payment. Subsequent changes to the details on a document that has already been issued cannot be guaranteed.

5.7 JIC may provide discounts, benefits or temporary free use of the Services, in particular for members of the Gamebaze and KUMST community or for studios in incubation. There is no legal entitlement to a discount or to the continuation of free use unless JIC determines otherwise. Discounts cannot be combined unless stated otherwise.

5.8 The price does not include travel, accommodation, your own equipment (in particular a computer and software) or refreshments, unless stated otherwise for the Event or Programme.

6. Cancellation of the Application and Changes to Events

Cancellation by You

6.1 You cancel an Application for an Event via the “Stornovat přihlášku” (Cancel application) link in the Confirmation E-mail. The link takes you to a page on the Website where you confirm the cancellation. If the link does not work or you submitted the Application in another way, write to us at the e-mail address stated in Article 10.

6.2 Cancellation is irreversible and the freed-up place may go to another applicant. If you want to come back to the Event, submit a new Application, provided there is still capacity available.

6.3 You can cancel a free Event at any time before it starts, free of charge. Please cancel no later than 24 hours in advance so that someone else has time to take your place. If you repeatedly fail to attend an Event with limited capacity without cancelling your Application, JIC may reject your further Applications.

6.4 You cancel your participation in a paid Event or in a Programme via the link in the Confirmation E-mail or by e-mail to the address stated in Article 10. Unless stated otherwise for the Event, in the Confirmation E-mail or in the confirmation of participation, the following applies (periods are counted from the start of the Event, and for a Programme from the first session):

When you cancelCancellation feeWe refund you
72 hours or more before the start0%100% of the price
less than 72 hours before the start50% of the price50% of the price
you do not cancel at all and do not show upup to 100% of the pricenothing

6.5 Instead of cancelling, you may, by agreement with JIC, send a substitute in your place; in a Programme for a team, the composition of the team may be changed. In such a case, no cancellation fee is charged.

6.6 A Programme can only be cancelled as a whole; individual sessions of a multi-week Programme cannot be cancelled separately, and the price is not refunded for missed sessions.

6.7 With respect to a Consumer, the cancellation fee applies only to the extent that it corresponds to the costs actually incurred by JIC and to the lost profit that could not reasonably have been replaced. An arrangement that would be manifestly disproportionate with respect to a Consumer within the meaning of Section 1813 of the Civil Code does not apply.

6.8 If you duly cancel your participation, we will refund the price paid, less any cancellation fee, without undue delay, no later than 14 days from the cancellation, usually in the same way in which the price was paid (for card payments, back to the card).

Changes and Cancellation by JIC

6.9 JIC may change the time, venue, agenda or speakers of an Event or Programme for operational, organisational or safety reasons. It will inform you of any material change by e-mail without undue delay and will publish the change on the Website.

6.10 If a material change does not suit you, you may cancel your participation without a cancellation fee and JIC will refund the full price paid.

6.11 JIC may cancel an Event or Programme, in particular due to an insufficient number of registrations, a speaker's illness or force majeure. A cancelled Event is marked as such on the Website and we inform registered participants by e-mail. We will refund the price paid for a Service that was not provided in full, no later than within 14 days. You are not entitled to compensation for other costs (e.g. travel expenses) unless JIC is at fault for the cancellation.

6.12 JIC may exclude a participant from an Event or Programme if they seriously or repeatedly breach the rules under Article 8. In such a case, the price is not refunded.

7. Withdrawal from the Contract by a Consumer

7.1 A Consumer's right to withdraw from the Contract is a separate statutory right and applies independently of cancellation under Article 6. It is up to you which option you choose.

7.2 As a Consumer, you may withdraw from a Contract concluded at a distance without giving any reason within 14 days from the day of its conclusion under Section 1829 of the Civil Code, unless a statutory exception applies.

7.3 Under Section 1837 of the Civil Code, you may not have the right to withdraw in particular in the case of leisure-related Events held on a specified date and of Services that have already been fully provided at your express request.

7.4 If a Programme is to start before the 14-day period expires, we will ask you in the confirmation of participation for your express consent to its commencement. If you then withdraw from the Contract, you will pay, under Section 1834 of the Civil Code, a proportionate part of the price for the part of the Programme provided up to the withdrawal.

7.5 You may withdraw by any unambiguous statement, in particular by e-mail to the address stated in Article 10. You may use the model form in the annex, but you are not required to.

7.6 We will refund the money received without undue delay, no later than 14 days from the withdrawal, in the same way in which we received it, unless we agree otherwise.

8. Rules of Participation and Liability

8.1 At Events and in Programmes, comply with these Terms and Conditions, the organiser's instructions, the KUMST house rules (available for inspection on the KUMST premises) and the safety and fire protection rules. On the Gamebaze community channels (in particular Discord), also follow their rules.

8.2 Treat others with consideration and respect. JIC does not tolerate harassment, discrimination or any other behaviour that undermines the safety or dignity of others.

8.3 You are liable for any damage you cause to JIC, to other participants or to third parties, in particular to the KUMST premises and equipment. If you discover a defect or damage, let us know without undue delay.

8.4 Projects, games and other outputs you create within an Event or Programme remain yours (or your team's). JIC acquires no rights to them unless agreed otherwise with you.

8.5 Within Events and Programmes, JIC does not guarantee you any specific business results, investments, contracts, funding or the completion of a game. The advice of mentors and experts is in the nature of a recommendation.

8.6 JIC is not liable for the unavailability of the Website or the Services caused by circumstances beyond its control, in particular outages of third-party systems, intervention by public authorities or force majeure. Nor is it liable for items brought into the premises where the Event takes place, or for harm caused by another participant or a third party.

8.7 No provision of these Terms and Conditions excludes or limits JIC's liability where the law does not permit this, in particular for harm caused intentionally or through gross negligence, and with respect to a Consumer.

9. Complaints

9.1 Rights arising from defective performance are governed by the Civil Code (Section 1923 et seq.) and, in the case of a Consumer, also by Act No. 634/1992 Coll., on Consumer Protection. If a paid Service was provided defectively, you may request the removal of the defect (e.g. an alternative date), a reasonable discount, or withdraw from the Contract if the defect is material or cannot be remedied.

9.2 Make your complaint by e-mail to the address stated in Article 10 without undue delay after discovering the defect. State your name and contact details, the name and date of the Event or Programme, a description of the defect and how you would like the complaint to be resolved.

9.3 We will confirm receipt of the complaint by e-mail. We will handle it without undue delay, no later than 30 days from the day it was made, unless we agree on a longer period. We will inform you of the outcome by e-mail.

9.4 It is not a defect if the Service did not subjectively meet your expectations but was provided in accordance with the description on the Website and with the Contract.

10. Communication and Contacts

10.1 Communication between JIC and you takes place primarily by e-mail to the address stated in the Application. We send confirmations, payment instructions, tax documents, information about changes to Events and about the handling of complaints to this address. Routine organisational communication in Programmes may also take place on the Gamebaze Discord.

10.2 Contact details for cancellation, withdrawal from the Contract and complaints:

JIC, zájmové sdružení právnických osob
Purkyňova 649/127, Medlánky, 612 00 Brno
E-mail: hello@kumstbrno.cz
Phone: +420 776 875 043
Correspondence on site: Gamebaze, KUMST, Údolní 495/19, 602 00 Brno

11. Personal Data, Photographs and Newsletter

11.1 JIC, as the controller, processes the personal data you provide in the Application, the questionnaire or the newsletter subscription. It processes them for the purpose of handling the Application, organising the Event or Programme, communicating with you, billing and keeping internal statistics.

11.2 Applications for Events are stored in the Website's system and passed on to JIC's CRM system, from which the Confirmation E-mail is sent to you. Together with the Application, we also record the page from which you submitted it and any campaign parameters of the link (UTM).

11.3 You can find more information on the processing of personal data, including processors, retention periods and your rights, in the Privacy Policy.

11.4 At Events, JIC may take photographs and audiovisual recordings for the documentation and promotion of Gamebaze and JIC, on the basis of legitimate interest. We inform you about the recording in the Event details or on site. If you do not wish to be recorded, let the photographer or the organiser know, or write to us later and we will remove the recording featuring you from public channels.

11.5 Do not make recordings of other participants, their non-public projects or non-public parts of KUMST without the consent of the persons concerned.

11.6 You subscribe to the Gamebaze newsletter by entering your e-mail and giving your consent in the form on the Website. You may withdraw your consent at any time via the link in every e-mail sent or by a message to the address stated in Article 10. Registering for an Event does not in itself subscribe you to the newsletter.

11.7 The Website uses essential browser storage (to store your cookie choice and your draft questionnaire) and, with your consent, also the Google Analytics analytics tools. The Website does not currently use marketing cookies. You can change your consent at any time via the “Cookie settings” link in the Website footer.

12. Changes to the Terms and Conditions

12.1 JIC may amend these Terms and Conditions to a reasonable extent, in particular in the event of a change in the range of Services, in the technical solution of the Website (e.g. changes to the payment solution) or in legislation. We will publish the new version on the Website.

12.2 An Application already submitted and a Contract already concluded are governed by the version valid at the time the Application was submitted. If a change is to concern an ongoing Programme, we will notify you of it by e-mail. If you do not agree with the change, you may terminate the Contract by e-mail within 15 days of delivery of the notice; the existing version applies until the termination takes effect.

13. Out-of-Court Dispute Resolution and Supervision

13.1 As a Consumer, you have the right to out-of-court resolution of a consumer dispute arising from the Contract. The competent body is the Czech Trade Inspection Authority (Česká obchodní inspekce), Štěpánská 796/44, 110 00 Praha 1, www.coi.cz; a petition can be filed at adr.coi.cz. This does not affect your right to go to court.

13.2 Compliance with obligations towards Consumers is supervised by the Czech Trade Inspection Authority and, in the area of personal data protection, by the Office for Personal Data Protection (Úřad pro ochranu osobních údajů, www.uoou.gov.cz).

14. Final Provisions

14.1 The Contract and these Terms and Conditions are governed by the law of the Czech Republic, including where there is an international element. This does not affect the Consumer's rights under mandatory legal provisions.

14.2 If any provision is invalid or unenforceable, this does not affect the other provisions. JIC will replace it with a provision that comes as close as possible to its purpose.

14.3 These Terms and Conditions become valid and effective on 23 October 2026.

Annex: Model Form for Withdrawal from the Contract

Fill in and send this form only if you are a Consumer and want to withdraw from the Contract.

Notice of Withdrawal from the Contract within 14 Days

To: JIC, zájmové sdružení právnických osob, Purkyňova 649/127, Medlánky, 612 00 Brno, e-mail: hello@kumstbrno.cz

I hereby give notice that I withdraw from the Contract:

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