Terms and Conditions of Use - Play the Event

2.1 General Description

Play the Event is an enterprise SaaS platform for end-to-end event management. The Provider makes available to Users an integrated digital environment to plan, organise, manage and analyse events of any type and size.

2.2 Main Features

Depending on the Plan taken out, the Platform offers the following features:

Event Management: creation and management of events with timelines, task lists, multiple locations, RSVP and a digital invitation system. Users can create events with full details, assign tasks to collaborators, manage participant lists and send automated notifications.

Financial Tracking: a module for budget management, expense recording, smart cost splitting among participants (equal shares, by consumption or by percentage), multi-currency management with real-time conversion and generation of financial reports.

Relationship Graph: a system for mapping interpersonal relationships with more than 40 relationship types (family, professional, social, etc.), interactive graphical display and automatic detection of conflicts or incompatibilities.

Analytics and Machine Learning: a data analysis module based on machine learning and deep learning algorithms, including no-show prediction, sentiment analysis, participant clustering, forecasting, anomaly detection and personalised recommendations. Analytics results are produced in compliance with k-anonymity and the privacy-by-design principle.

Document Management: upload, storage and analysis of documents with OCR (Optical Character Recognition) features for the automatic extraction of text from images and PDFs.

Real-Time Floor Plans: a tool to design and manage floor plans of event spaces with real-time updates, allowing several users to collaborate at the same time.

AI Chatbot: a virtual assistant based on artificial intelligence with a RAG (Retrieval-Augmented Generation) system, to answer questions about the event and provide contextual suggestions.

Festival and Travel Management: specialised modules for managing multi-day festivals and group trips, with dedicated features such as stage management, artist scheduling, itineraries and bookings.

Inventory and Surveys: management of the inventory of materials and equipment, creation of surveys and questionnaires for participants.

Agile Sprints: a module for agile management of the event project with sprint planning, kanban board, burndown chart and velocity tracking.

2.3 Nature of the Service

The Platform is provided as a software service in SaaS (Software as a Service) mode. The User does not purchase the software but obtains a limited, non-exclusive and non-transferable licence to access and use the Services for the duration of the Subscription. No software is installed on the User's devices, except for any optional extensions or applications.

2.4 Evolution of the Service

The Provider reserves the right to update, improve, modify or remove features of the Platform. Significant changes that substantially reduce the features included in the User's Plan will be notified at least 30 days in advance.

3.1 Access Requirements

Requirements for registering on the Platform:

• a) be at least 16 years old. Anyone under 16 may not open an Account or use the Platform with an Account of their own. The Provider does not ask for an identity document: it relies on what the User declares, and a declaration is not a verification;
• b) provide accurate, complete and up-to-date information during registration;
• c) have a valid and active email address;
• d) accept these Terms in full and read the Privacy Policy;
• e) not have previously been suspended or permanently removed from the Platform.

For Business Plans it is also required to:

• provide accurate company data (company name, tax code or VAT number, registered office address);
• hold the powers of representation necessary to bind the entity to the Subscription.

Two clarifications about the 16-year requirement, so that it is not read as more than it says.

• 1. It does not replace the statutory threshold of 14 years, which remains. Where processing is based on the consent of the data subject, the consent of anyone under 14 must be given by the holder of parental responsibility (Article 8 of Regulation (EU) 2016/679 and Article 2-quinquies of Italian Legislative Decree 196/2003, which for Italy sets that threshold at fourteen years); and access by children under fourteen to artificial intelligence technologies requires the same consent (Article 4 of Italian Law No. 132 of 23 September 2025). Those thresholds are set by law, not by the Provider, and they do not change because of the 16-year requirement: they continue to apply to the parts of the site that can be used without an Account (the free tools, the blog, the public questionnaires and surveys, the waiting-list sign-up), where the age of the reader is neither declared nor known.
• 2. It does not amount to legal age. Anyone between 16 and 18 is a minor under Italian law: contracts entered into by a minor remain voidable under Article 1425 of the Italian Civil Code, and Article 8(3) of Regulation (EU) 2016/679 expressly provides that the rules on children's consent do not affect the general contract law of the Member States. For paid Plans and for any purchase, the Provider recommends that the order be placed by someone of legal age or with the assent of the holder of parental responsibility.

Accounts opened before this version came into force. The requirement in letter a) applies to later registrations and does not entail the automatic closure of any existing Account. If the Provider learns that the holder of an existing Account is under 16, it deletes nothing without notice: it writes to the Account's email address, allows at least 30 days to export the data using the tools in Section 12 and, once that period has expired, closes the Account. Within the same period the User may ask that the Account be kept, with the assent of the holder of parental responsibility given in writing to info@playtheevent.com; the Provider decides and replies in writing. In any case, the processing that requires the consent of the holder of parental responsibility remains switched off until that consent is given.

3.2 Registration Process

Registration takes place through the form available on the website playtheevent.com. The User will receive a verification email at the address provided. The Account becomes active only after the email address has been verified. The Provider reserves the right to refuse or revoke registration in case of breach of these Terms or for security reasons.

3.3 Account Credentials and Security

The User is responsible for:

• keeping their access credentials (username and password) confidential;
• all activities carried out through their Account;
• notifying the Provider immediately of any unauthorised access or security breach of their Account at info@playtheevent.com.

The Provider will not be liable for losses or damage arising from the unauthorised disclosure of credentials by the User. The password must meet the minimum security requirements set by the Platform. Users are advised to use unique passwords and to enable two-factor authentication where available.

3.4 Multiple Accounts and Sharing

It is prohibited to create more than one Account in order to circumvent the limits of the Plan or these Terms. Sharing the Account with unauthorised third parties is prohibited, except as permitted by the multi-user features of Business Plans. Each Plan provides for a set number of "Team Members" who may access the organisation's Account.

3.5 Third-Party Accounts and External Guests

The Organiser may add Participants and External Guests to the Platform. The Organiser is responsible for having obtained the appropriate consent of the persons whose data is entered, or for having another suitable legal basis, and for having fulfilled the information obligations towards them required by the GDPR.

3.6 Deleting the Account

The User may delete their Account at any time from the profile settings or by sending a request to info@playtheevent.com. Deletion results in the immediate end of access to the Platform and the deletion of User Content in the manner described in Section 12 and in the Privacy Policy.

4.1 Available Plans

The Platform is available in the following plans:

Private Plans (for individuals and families):

The single-event pass is an alternative to the Subscription for Private Plans: it is a one-off purchase, it does not renew and it gives the features of the Pro level on a single Event, on the conditions set out in Section 3.8 of the General Terms and Conditions of Sale.

Business Plans (for companies and organisations):

Plan for Associations and Non-Profits:

A single Plan, billed annually, is provided for associations. The Association Plan requires verification of non-profit status through suitable documentation (articles of association, deed of incorporation, registration in the Italian Single National Register of the Third Sector (RUNTS) or equivalent).

The prices shown are total prices: as long as Section 5.5 applies, they neither include nor add VAT.

4.2 Features by Plan

The features included in each Plan are described in detail on the pricing page of the website playtheevent.com, which forms an integral part of these Terms. In case of discrepancy between these Terms and the pricing page, the pricing page at the time of purchase prevails.

4.3 No Free Plan

No free subscription Plan is provided: every Plan is paid, at the prices set out in Section 4.1 and on the pricing page. An Account that, before this version came into force, had access free of charge keeps it on the conditions and for the duration stated at the time of activation, and is not charged without the express consent referred to in Section 4.6.2, letter b).

The free tools published on the website, which are used without a Plan, are not part of the Plans and remain free. Any services separate from the Plans and from the free tools (for example programmatic access to the Platform's public data) may be offered for a fee: price and conditions are published before they are made available.

4.4 Trial Periods

The Provider may offer free trial periods for paid plans. At the end of the trial period the paid Subscription is not activated automatically: it is activated only if the User confirms it by an explicit action, after having seen the price, duration, renewal and withdrawal conditions. Without confirmation, access to the trial features ends on expiry and no amount is charged. The specific conditions of the trial period (duration and plan) are communicated at the time of activation. On the date these Terms take effect no trial period is active.

4.5 Add-Ons and Extra Services

The User may purchase additional modules (add-ons) that extend the features of the base Plan. Add-on prices are shown on the pricing page. Add-ons are charged separately and follow the Billing Cycle of the base Plan.

4.6 End of the Beta

5.1 Payment Processing

Payments are processed through Stripe, a third-party payment service provider certified PCI DSS Level 1. The Provider does not directly store the User's credit or debit card data. The processing of payment data is governed by Stripe's terms and conditions and privacy policy, available at stripe.com.

5.2 Accepted Payment Methods

The Platform accepts the following payment methods:

• credit and debit cards (Visa, Mastercard, American Express);
• SEPA direct debit (for European Users);
• bank transfer (only for annual plans and Business Plans, on request).

5.3 Charging and Automatic Renewal

The Subscription renews automatically at the end of each Billing Cycle, unless cancelled by the User in accordance with Section 12. The fee is charged on the day the current Billing Cycle ends. The User receives a renewal notice by email, stating the amount that will be charged and how to cancel, at least 5 days before the renewal of monthly plans and at least 30 days before the renewal of annual plans.

5.4 Price Changes

The Provider reserves the right to change the prices of the Plans. Price changes will be notified to the User by email at least 30 days before the date on which they apply. The new price applies from the Billing Cycle following the notice. If the User does not agree with the price change, the User has the right to withdraw from the Subscription before the new price takes effect.

5.5 Receipts, Invoices and VAT

As long as the Provider is a natural person without a VAT number and sells Subscriptions and passes as an occasional service (prestazione occasionale), prices neither include nor add VAT, and for each charge the User receives by email the payment receipt issued through Stripe, available in the Stripe payment portal that opens from the Account profile; that document, however it is titled, is not an invoice for VAT purposes, and while this Section applies the Provider issues no invoices and Business Plans are not on sale. The Provider will open a VAT number at the latest when his fees for the year exceed €5,000, a threshold that in any case triggers social security obligations of his own; from the opening of the VAT number the Provider issues invoices, including electronic invoices through the Italian Exchange System (Sistema di Interscambio, SDI) for Business Users with an Italian VAT number, and applies the VAT due. The Provider notifies the change and the resulting prices at least 30 days in advance; if the total price increases, the User may withdraw from the Subscription in accordance with Section 5.4. Receipts and invoices are available in the Account's reserved area and are sent by email to the billing address provided. The details of the tax regime, of withholding tax and of the document issued are set out in Section 3.5 of the General Terms and Conditions of Sale.

5.6 Refunds

30-day guarantee: for annual plans, on first purchase, a full refund is available within 30 days of activation, without any need to give reasons.

Non-use: except as provided by the guarantee described above and by the Consumers' right of withdrawal (Section 12.2), fees paid are non-refundable. Downgrading or cancelling the Subscription does not give entitlement to refunds for the period already charged.

Malfunctions: in case of prolonged unavailability of the Service attributable to the Provider, the remedies provided by law remain available; the Consumer in any case has the remedies for lack of conformity of the digital service (bringing the service into conformity, proportionate price reduction, termination of the contract).

Billing errors: in case of an incorrect charge, the User must contact the Provider within 30 days of the charge to request a correction.

5.7 Late Payment

In case of non-payment, the Provider reserves the right to:

• a) temporarily suspend access to the Account until payment is made;
• b) limit the Account to viewing and exporting data after 14 days of non-payment, since there is no free Plan (Section 4.3);
• c) permanently terminate the Service and proceed to recover the debt if non-payment continues for more than 60 days.

5.8 Upgrade and Downgrade

The User may upgrade the Plan at any time. The additional fee is calculated pro rata for the remaining period of the current Billing Cycle. Downgrading is possible and takes effect from the next Billing Cycle. In case of downgrade, the features that exceed the limits of the new Plan will become inaccessible, but the data will not be deleted for a period of 90 days, allowing the User to upgrade again or to export the data.

5.9 Platform Commission on Tickets and Marketplace Bookings

When an Organiser sells tickets for an Event through the Platform, or a Marketplace Supplier accepts a booking through the Platform's supplier marketplace, the Provider retains a commission calculated as a percentage of the amount paid by the buyer, at the rates set out below.

Commission rates.

The 0% rate of the Beta is no longer in force. The 0% was a condition of the Beta, which ended with this version of the Terms (Section 4.6.1).

Which rate applies. The rate published on the pricing page at the time of payment, within the maximum limits in the table. Before each transaction is confirmed the Platform shows the amount retained and the net amount that the Organiser or the Marketplace Supplier will receive: if that amount and the pricing page diverge, the lower of the two applies to that transaction. A change of the rate follows Section 5.4, with at least 30 days' notice, and does not affect transactions already paid. The rate concerns only the Platform's commission; any costs of the payment service provider are shown before each transaction is confirmed. No commission is retained on Tickets refunded under Section 5.10.6, letter d).

Which payments it applies to. The commission applies to both payment flows managed by the Platform, each with its own rate: the sale of tickets to attend an Event, and bookings of services accepted by a Marketplace Supplier. It does not apply to Subscription fees, which follow the rules of Section 5.3.

When it is retained. The commission is retained automatically at the time of payment, before the remaining amount is credited to the connected payment account of the Organiser or of the Marketplace Supplier. The buyer pays exactly the price shown, with no surcharge: the commission is borne by the party receiving the payment (the Organiser for tickets, the Marketplace Supplier for bookings), not by the buyer.

How it is shown before confirmation. Before the purchase of a ticket or the acceptance of a booking is confirmed, the Platform shows both the total price that the buyer will pay and the net amount that the Organiser or the Marketplace Supplier will receive after deduction of the commission, so that the amount retained is always visible before the transaction becomes final.

Change of the rate. In addition to the rates set out above, the Provider may change the commission rate in the same manner and with the same minimum notice of 30 days as provided for price changes of the Plans (Section 5.4). The rate applied to each transaction is in any case always the one in force at the time the payment is made, regardless of when the Event took place or will take place.

5.10 Ticket sales: permitted events, Organiser's declaration, checks and liability

5.10.1 Definitions. For the purposes of this Section:

• a) «Ticket Type» means each category of ticket that the Organiser creates for an Event, with its own name and price;
• b) «Ticket» means the purchase confirmation, with a code for entrance control, that the Platform issues to the Buyer for a Ticket Type;
• c) «Buyer» means anyone who buys one or more Tickets through the Platform;
• d) «Access Title Requirements» means the obligations that Italian tax law and the rules on shows and entertainment impose for access to an event: in particular, issuing access titles through fiscal meters or automated ticketing systems recognised as suitable by the Italian Revenue Agency (Agenzia delle Entrate), transmitting the related data through SIAE, prior notifications, and issuing named tickets where required;
• e) «Regulated Event» means an Event to which the Access Title Requirements apply, even only in part;
• f) «Permitted Event» means an Event that is not a Regulated Event.

5.10.2 What the Platform does and does not do. The Platform is a tool supporting the organisation of Events and does not handle SIAE matters: neither the tax obligations on access titles nor copyright and performers' rights. In particular, the Platform is not an automated ticketing system recognised as suitable by the Italian Revenue Agency and does not issue access titles valid for tax purposes; the Provider is not the organiser of the Events, does not own a system for issuing access titles, does not transmit tax data to SIAE or to the Revenue Agency on behalf of Organisers, does not fulfil any tax obligation of the Organiser and does not apply for permits, licences or authorisations on behalf of the Organiser. The Access Title Requirements and copyright and performers' rights (in particular the permits and fees due to SIAE for the use of music, and related rights) are the sole responsibility of the Organiser. General information published by the Provider, for example on the website's blog, is guidance and does not constitute advice. The Provider makes available to the Organiser the tools to offer Tickets for Permitted Events for sale, collect their price through the payment service provider into the Organiser's connected account, and control entrances. The contract for the sale of the Ticket is concluded between the Organiser and the Buyer.

5.10.3 Events permitted for sale. Paid Tickets may be sold through the Platform only for Permitted Events, with the declaration under Section 5.10.5. The Organiser shall not start or continue selling paid Tickets for a Regulated Event, to which Section 5.10.11 applies, including the obligation to provide the link to the external ticketing system when admission is paid.

5.10.4 How to recognise a Regulated Event. It is for the Organiser to establish whether its Event is a Regulated Event. As guidance only, and without this list replacing the Organiser's own assessment:

• a) Events where the public pays to watch a show (for example concerts, theatre performances, screenings, dance performances, sports events with a paying audience) or to take part in entertainment (for example dance nights, clubbing, events with a DJ or music for dancing) are normally Regulated Events, even when organised occasionally or by an association;
• b) a show that, because the venue holds more than 5,000 spectators, requires named access titles is always a Regulated Event;
• c) provided they do not include a show or entertainment under letter a), conferences, courses, workshops and training, dinners and social gatherings, collecting contributions among the participants of a private event, and registrations to take part (not to watch) in an amateur sports or leisure activity are normally Permitted Events;
• d) in case of doubt the Organiser treats the Event as a Regulated Event and does not start sales, or seeks the advice of a professional or of the competent offices. The Platform's guides and examples are guidance and do not constitute advice.

Trips and package travel are not governed by this Section.

5.10.5 Organiser's declaration. Before activating the sale of each paid Ticket Type, the Organiser declares, by an explicit confirmation on the Platform, that:

• a) the Event is a Permitted Event;
• b) the Event does not require named access titles;
• c) it holds, or will obtain before the Event, the necessary authorisations, permits and licences, including those for the use of works protected by copyright;
• d) it fulfils directly the tax obligations on the proceeds, which selling through the Platform does not replace;
• e) if the Event changes so as to become a Regulated Event (for example because of its programme, venue or capacity), it stops the sale and informs the Provider.

Without the declaration the sale is not activated. The Platform records the date and time of the declaration, the version of the text, the Account, the Event and the Ticket Type. The Organiser is responsible for the truthfulness of the declaration and renews it when it changes the type, programme, venue or capacity of the Event.

5.10.6 Checks, suspension of sales and refunds to Buyers.

• a) Checks. The Provider may check the declaration, on a sample basis or following a report, by asking the Organiser for information about the Event (for example programme, venue, capacity, type of audience). The Organiser replies within 5 working days.
• b) Suspension. The Provider may suspend the sale of Tickets for an Event, by a reasoned notice to the Organiser, if: (i) the Organiser does not reply within the time limit in letter a); (ii) concrete evidence shows that the Event is a Regulated Event; (iii) an authority so requests. The Organiser may reply to the notice: if the grounds for suspension cease to exist, the Provider reactivates the sale without delay.
• c) Closing the sale. If the check shows that the Event is a Regulated Event, the Provider closes the sale of Tickets for that Event and informs the Organiser, stating the reason.
• d) Refunds to Buyers. In the case of letter c), the Organiser authorises the Provider to instruct, through the payment service provider, the full refund of the price paid to the Buyers of Tickets for that Event, out of the Organiser's funds, within 14 days of closing the sale. If the available funds are not sufficient, the Organiser refunds the Buyers directly within the same time limit and provides evidence to the Provider. The Provider does not advance refunds out of its own funds. The Provider does not retain the commission under Section 5.10.9 on refunded Tickets; the payment service provider's costs remain borne by the Organiser.
• e) The measures in this Section 5.10.6 are proportionate: the Provider chooses the least intrusive measure sufficient to stop sales for a Regulated Event and to protect Buyers.

5.10.7 Organiser's liability and indemnity.

• a) The Organiser is solely responsible for classifying its Event, for the truthfulness of the declaration under Section 5.10.5, for the Event's authorisations and permits, for copyright and performers' rights (including the permits and fees due to SIAE for music, and related rights), for the tax obligations on the proceeds and for its relationship with the Buyers, including cancellation or postponement of the Event and the related refunds.
• b) The Provider is not liable for the compliance of the Event with the rules on access titles, except in case of wilful misconduct or gross negligence and without prejudice to mandatory rules.
• c) The Organiser holds the Provider harmless from claims by Buyers and third parties, from sums that the Provider is required to pay and from reasonable defence costs arising from an untrue declaration or from a breach of this Section 5.10, unless the damage results from an act of the Provider. This letter c) does not apply to a Consumer Organiser (Section 5.10.8).

5.10.8 Organiser acting as a Consumer. If the Organiser is a natural person acting for purposes outside its trade, business, craft or profession, Section 5.10.7, letter c), does not apply: the Organiser is liable, in accordance with the law, for the damage that an untrue declaration causes to the Provider or to third parties. Sections 5.10.5 and 5.10.6, which protect Buyers, continue to apply.

5.10.9 Commission. On Tickets sold for Permitted Events the Provider retains the commission under Section 5.9: a commission specific to ticket sales of no more than 5%, at the rate published on the pricing page and shown, as an amount, before the purchase is confirmed. No commission is retained on Tickets refunded under Section 5.10.6, letter d).

5.10.10 Information for Buyers. Before purchase the Platform tells the Buyer: who sells the Ticket (the Organiser) and whether the Organiser has declared that it acts as a trader or as a private individual; that the Provider does not organise the Event and provides the technical and payment collection service; that the Ticket is not an access title issued by an automated ticketing system because the Organiser has declared that the Event does not require one; whom to contact for cancellations and refunds.

5.10.11 Regulated Events: external ticketing system. The Platform does not sell Tickets for Regulated Events. The Organiser uses an access-title issuing system outside the Platform, of its own choice (the «external ticketing system»). The link to the external ticketing system on the Event page follows these rules:

• a) Regulated Event with paid admission: the Organiser must provide the link to the external ticketing system on which it sells the access titles; without that link the Event is not published;
• b) Regulated Event with free admission for which access titles are issued, for example complimentary tickets to count seats: the link is optional; the Organiser chooses whether to provide it or to manage free Tickets on the Platform, which are not access titles valid for tax purposes and leave the Access Title Requirements with the Organiser;
• c) Regulated Event with free admission for which no access titles are issued: the link is not required.

The Organiser is responsible for the link being correct and kept up to date. The link is neutral: the Platform does not show the prices charged by the external ticketing system, and the Provider receives no fee for the link or on the sales made through the external ticketing system and charges no commission on them. The Provider is not a party to the relationship between the Organiser, the external ticketing system and the buyers and is not liable for the external ticketing system, its operation or the sales made through it. The other features of the Platform remain available for organising the Event.

5.10.12 Buyers' personal data. This Section applies to every Organiser who sells Tickets through the Platform, on any Plan, and also where the Tickets are free of charge.

• a) Who decides what. For the Buyers' data needed to conclude and perform the sale of the Ticket, to issue and send the Ticket, to keep the list of Buyers and to control entrances, the Organiser is the controller and the Provider processes that data on the Organiser's behalf, as processor under Article 28 of Regulation (EU) 2016/679 («GDPR»), in accordance with this Section. For the Buyer's Account, for payment and collection through the payment service provider, for refunds under Section 5.10.6(d), for fraud prevention and the handling of payment disputes and for its own accounting and tax obligations, the Provider is an independent controller and informs the Buyer through its own Privacy Policy.
• b) Subject matter, nature and duration. The Provider collects, stores, organises, consults, transmits to the Organiser and its staff, and deletes the Buyers' data for the purposes in the first sentence of point a), for the whole duration of the sale and of the Event and then for the periods set out in point h).
• c) Data and data subjects. Buyers of Tickets: name, email address, Ticket Type and number of Tickets, Ticket code, status and date of purchase and of validation, any notes. The Provider does not disclose to the Organiser the payment card data, which it does not receive.
• d) Instructions. The Organiser's instructions are this Section and the choices the Organiser makes in the Platform (for example Ticket Types, staff enabled for entrance control, refunds it orders). The Provider does not process the data for other purposes, unless required by law, and informs the Organiser if it considers that an instruction infringes the GDPR.
• e) Confidentiality and security. The Provider processes the data only through persons bound by confidentiality and applies the Article 32 GDPR measures described in the Privacy Policy.
• f) Sub-processors. The Organiser gives the Provider general authorisation to engage the sub-processors listed in the Privacy Policy (including the payment service provider and the hosting provider), on which the Provider imposes equivalent obligations and for which it remains liable. The Provider gives notice of additions and replacements at least 30 days in advance; an Organiser who does not accept them may object in writing and, if the Provider cannot avoid that sub-processor, stop selling Tickets at no cost. Where a sub-processor processes the data outside the European Economic Area, the Provider ensures one of the safeguards of Chapter V GDPR, stated in the Privacy Policy.
• g) Assistance and breaches. The Provider assists the Organiser, with measures appropriate to the nature of the Service, in answering Buyers exercising their rights and in the obligations of Articles 32 to 36 GDPR. The Provider informs the Organiser without undue delay, and in any case within 72 hours of becoming aware of it, of a personal data breach affecting the data of the Buyers of its Events, at the Account email address.
• h) End of processing. The Organiser can export the list of Buyers from the Platform. The Provider deletes or anonymises the data processed on the Organiser's behalf within the periods stated in the Privacy Policy, and in any case upon deletion of the Organiser's Account, after the export period of Section 12.4; data that the Provider keeps as independent controller for legal obligations, under point a), remain.
• i) Information and audits. The Provider makes available to the Organiser, on request to info@playtheevent.com, the information necessary to demonstrate compliance with this Section, and allows reasonable audits requested by the Organiser, as a rule in writing and with 30 days' notice.
• j) Organiser's obligations. As controller, the Organiser provides Buyers with the information on its own processing (Article 13 GDPR), also through the contact details the Platform shows before purchase (Section 5.10.10); uses the Buyers' data only for the Event and for the sale relationship and does not use it for marketing without its own legal basis; is responsible for the data it exports or keeps outside the Platform. Section 6.3 remains in force. The Buyer receives from the Provider the Privacy Policy for the processing for which the Provider is an independent controller.
• k) Personal use and Business Customers. If the Organiser is a natural person and the processing falls within a purely personal or household activity, the Provider still applies the measures of this Section. For a Business Customer that has concluded the data processing agreement with the Provider (Section 12.2 of the General Terms and Conditions of Sale), that agreement prevails for the Buyers' data.

Specific approval. Pursuant to Articles 1341 and 1342 of the Italian Civil Code, the Organiser acting in the course of a business, trade, craft, profession or association specifically approves Sections 5.10.6 (suspension and closing of sales, refunds to Buyers) and 5.10.7 (limitation of the Provider's liability and indemnity).

6.1 Permitted Use

The User undertakes to use the Platform in accordance with:

• these Terms and all documents attached to them or incorporated by reference;
• the applicable legislation in force, including the GDPR and Italian legislation on the protection of personal data;
• the rights of third parties;
• the rules on the responsible use of IT systems.

6.2 Responsibility for Content

The User is solely responsible for the Content they upload, publish or share through the Platform. The Provider does not review User Content in advance and is not responsible for its accuracy, completeness, lawfulness or suitability.

6.3 Third-Party Data

When the User enters personal data of third parties (Participants, contacts, etc.) into the Platform, the User undertakes to:

• have obtained the necessary consent or have another suitable legal basis under the GDPR;
• have provided the data subjects with information on the processing of their personal data;
• respect the rights of the data subjects (access, rectification, erasure, etc.);
• not process special categories of data (Article 9 GDPR) without having adopted the additional measures required by law.

6.4 Security

The User undertakes to:

• not share their access credentials;
• not attempt to access other Users' Accounts;
• not use automated tools (bots, scrapers, etc.) to access the Platform without written authorisation;
• report immediately to the Provider any vulnerability or security breach detected.

6.5 Compliance with Plan Limits

The User undertakes to comply with the quantitative limits of their Plan (number of events, participants, invitations, etc.). Exceeding the limits is not permitted without first upgrading the Plan.

7.1 Absolute Prohibitions

It is strictly prohibited to use the Platform to:

• a) carry out illegal activities or activities contrary to public order and morality;
• b) disseminate content that infringes third parties' intellectual property rights;
• c) distribute malware, viruses, ransomware or any other malicious code;
• d) carry out phishing, fraud or deception;
• e) collect personal data of Platform users without authorisation;
• f) violate the privacy of individuals, including publishing personal data without consent (so-called doxing);
• g) produce, distribute or facilitate the dissemination of child sexual abuse material or material that exploits minors;
• h) promote hatred, discrimination or violence based on race, ethnicity, religion, gender, sexual orientation, disability or other protected characteristics;
• i) circumvent authentication systems, request rate limits or other security measures of the Platform;
• j) use the Platform for competitive purposes (reverse engineering, unauthorised benchmarking, etc.).

7.2 Inappropriate Content

The User must not upload or share through the Platform content that:

• is defamatory, slanderous or damaging to the reputation of third parties;
• is obscene or pornographic;
• incites violence or illegal activities;
• breaches contractual or professional confidentiality obligations.

7.3 Consequences of Breaches

In case of breach of these prohibitions, the Provider reserves the right to:

• immediately remove the infringing Content;
• temporarily or permanently suspend the Account;
• report the activity to the competent authorities;
• take civil or criminal action to obtain compensation for the damage suffered.

8.1 Ownership of the Platform

The Platform, including the source code, design, logos, trademarks, databases, APIs, documentation, machine learning algorithms and any other constituent element, is the exclusive property of the Provider or its licensors and is protected by the applicable intellectual property laws (Italian Law No. 633 of 22 April 1941 as amended, and European legislation on software and databases).

8.2 Licence of Use

The Provider grants the User a personal, non-exclusive, non-transferable, revocable and limited licence to access and use the Platform solely for the purposes set out in these Terms and within the limits of the Plan taken out.

The licence does not include the right to:

• copy, reproduce, distribute or sublicense the Platform software;
• reverse engineer, decompile or disassemble the Platform, except to the extent expressly permitted by law;
• create derivative works based on the Platform;
• remove or alter the intellectual property notices on the Platform;
• use the Platform to develop competing products or services.

8.3 User Content and Licence Granted

The User retains full ownership of their Content. By uploading Content to the Platform, the User grants the Provider a worldwide, royalty-free, non-exclusive and limited licence to:

• store, process and transmit the Content for the sole purpose of providing the Services;
• make backups and security copies of the Content;
• carry out the technical processing necessary for the operation of the Platform (including file format conversion).

The Provider will not use User Content for advertising purposes, for training general-purpose AI models or for purposes other than providing the Service, except for aggregated anonymisation for internal statistical purposes.

8.4 Trademarks

"Play the Event" and the related logo are distinctive signs of the Provider. It is prohibited to use them without prior written consent, except as necessary to refer to the Platform in a descriptive and non-misleading way.

8.5 Feedback and Suggestions

Any feedback, suggestion or idea sent by the User to the Provider about the Platform may be used freely by the Provider, without any obligation of payment, attribution or confidentiality.

9.1 Disclaimer of Warranties

THE PLATFORM IS PROVIDED "AS IS" AND "AS AVAILABLE". TO THE EXTENT PERMITTED BY LAW, THE PROVIDER GIVES NO EXPRESS OR IMPLIED WARRANTIES IN RELATION TO THE PLATFORM, INCLUDING, WITHOUT LIMITATION, WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT OF THIRD-PARTY RIGHTS, ACCURACY, COMPLETENESS OR CONTINUITY OF SERVICE.

The Provider does not warrant that:

• the Platform will meet all the User's specific needs;
• the Service will be uninterrupted, timely, secure or error-free;
• the results obtained through the Platform will be accurate or reliable;
• defects in the Service will be corrected within set time limits.

The forecasts and results of the ML/DL analytics module are provided for guidance only and do not constitute professional advice. The Provider does not guarantee the accuracy of predictive analyses.

9.2 Limitation of Damages

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE PROVIDER WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, LOSS OF DATA, LOSS OF GOODWILL OR BUSINESS INTERRUPTION, EVEN IF THE PROVIDER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

9.3 Maximum Liability Cap

The Provider's total liability towards the User for any claim arising from the use of the Platform shall not exceed the greater of:

• a) the total fees paid by the User to the Provider in the 12 months preceding the occurrence of the damage;
• b) EUR 100.00.

9.4 Indemnity

The User undertakes to indemnify and hold harmless the Provider and any of its collaborators from any claim, demand, damage, loss, cost or expense (including reasonable legal fees) arising from:

• the User's breach of these Terms;
• the User's breach of applicable laws;
• infringement of third-party rights by User Content;
• improper use of the Platform by the User.

9.5 Consumer Rights

The limitations of liability in this Section do not apply to the extent that they are contrary to the mandatory Consumer protection rules laid down by Italian Legislative Decree No. 206 of 6 September 2005 (Italian Consumer Code) and by applicable European legislation, nor do they exclude or limit liability for wilful misconduct or gross negligence (Article 1229 of the Italian Civil Code).

10.1 Availability Commitment

The Provider keeps the Platform available with reasonable diligence but, at the date on which these Terms take effect, makes no numerical availability commitment (guaranteed uptime percentages, or credits or penalties linked to availability) for any Plan. Availability commitments, with the measurement method and any consequences of failing to meet them, will be published once the availability of the Platform can be measured reliably, and will apply only from their publication in accordance with Section 11. Section 9.5 and the mandatory protections of Consumers remain unaffected, including the remedies for lack of conformity of the digital service.

10.2 Scheduled Maintenance

The Provider notifies scheduled maintenance windows at least 48 hours in advance by email and/or notification on the Platform, and schedules them preferably at night.

11.1 Right to Amend

The Provider reserves the right to amend these Terms. Amendments may be necessary to comply with new legislation, Service updates or operational needs.

11.2 Notice of Changes

Changes to the Terms will be notified to the User:

• by email to the address registered in the Account, at least 30 days in advance for material changes;
• by a notification on the Platform at the next login;
• by publication of the updated version on playtheevent.com, stating the date on which it takes effect.

11.3 Acceptance of Changes

Continued use of the Platform after the date on which the changes take effect constitutes acceptance of the new Terms. If the User does not accept the changes, the User may withdraw from the Subscription by the date on which they take effect, with the right to a pro rata refund of the fee already paid for the subsequent period.

11.4 Previous Versions

Previous versions of the Terms are archived and available on request at info@playtheevent.com.

12.1 Cancellation by the User

The User may cancel their Subscription at any time:

• through the Account settings in the "Subscription" section;
• by contacting support at info@playtheevent.com.

Cancellation takes effect at the end of the current Billing Cycle. The User keeps access to the Service until the end of the cycle already paid for. No refunds are given for the remaining period of the current cycle, except as provided by the 30-day guarantee (Section 5.6) and by the Consumers' right of withdrawal (Section 12.2).

12.2 Consumers' Right of Withdrawal

Pursuant to Articles 52-58 of Italian Legislative Decree No. 206/2005 (Italian Consumer Code), the Consumer has the right to withdraw from the contract within 14 days of its conclusion, without giving any reason.

The right of withdrawal is excluded for services fully performed during the withdrawal period, where performance began with the Consumer's express consent and acknowledgement that they would thereby lose the right of withdrawal.

To exercise the right of withdrawal, the Consumer sends, before the 14-day period expires, an explicit statement of their decision to withdraw to info@playtheevent.com or by post to Federico Calò, Viale Italia 292, 73010 Soleto (LE), Italy, stating their first name, surname, Account email and date of conclusion of the contract. The Consumer may use the withdrawal form attached to the General Terms and Conditions of Sale (Annex 1), but is not obliged to.

If the right of withdrawal is validly exercised, the Provider refunds the payments received within 14 days of receiving the notice, using the same payment method used for the original transaction.

12.3 Cancellation by the Provider

The Provider may suspend or delete the User's Account:

• for serious or repeated breach of these Terms, with immediate effect;
• for non-payment, as described in Section 5.7;
• by order of the competent judicial or administrative authority;
• upon discontinuation of the Service, with 90 days' notice.

In case of cancellation for breach of the Terms, the Provider is not required to refund fees paid.

12.4 Effects of Cancellation and Data Retention

On deletion of the Account:

• access to the Platform ends immediately (or at the end of the cycle, for voluntary cancellation of the Subscription);
• User Content is kept for 90 days to allow export;
• after 90 days, all User Content is permanently deleted from the Provider's systems;
• receipts, invoices and billing data are kept for 10 years, as required by Italian tax law;
• security logs are kept for the period required by applicable law.

The User has the right to export their data before deletion in a standard format (JSON, CSV, PDF) through the "Export data" feature in the Account.

13.1 Governing Law

These Terms are governed by Italian law. For matters not expressly provided for in these Terms, the provisions of the Italian Civil Code, Italian Legislative Decree No. 70/2003 (electronic commerce), Italian Legislative Decree No. 206/2005 (Italian Consumer Code, for Consumers) and any other applicable Italian and European legislation apply. A Consumer resident in another State keeps the protection afforded by the mandatory rules of their State of residence.

13.2 Jurisdiction for Business Users

For any dispute relating to these Terms between the Provider and Business Users, the parties submit to the exclusive jurisdiction of the Court of Lecce (Tribunale di Lecce), the place of residence of the Provider, to the express exclusion of any other court.

13.3 Jurisdiction for Consumers

For disputes with Consumers, the court of the place of residence or domicile of the Consumer has jurisdiction, pursuant to Article 66-bis of Italian Legislative Decree No. 206/2005. The Consumer may also use the alternative dispute resolution (ADR) procedures provided for by the Italian Consumer Code.

13.4 Amicable Settlement

Before starting any legal proceedings, the parties undertake to attempt to settle any dispute amicably within 30 days of the written notice of the complaint. For this purpose, complaints must be sent to info@playtheevent.com. For the Consumer this attempt is not a precondition for bringing legal proceedings.

13.5 Mediation

If no amicable settlement is reached, the parties may use mediation procedures under Italian Legislative Decree No. 28/2010 before bringing proceedings before the courts.

14.1 Provider's Contact Details

Federico Calò - natural person, owner and operator of the Platform

• Address: Viale Italia 292, 73010 Soleto (LE), Italy
• Website: playtheevent.com
• Email: info@playtheevent.com (single contact for technical support, privacy and personal data, legal matters, security reports and Enterprise sales)

14.2 Official Communications

All official communications between the Provider and the User will take place by email to the address registered in the Account. The User is responsible for keeping their email address up to date and for regularly checking their mailbox, including the spam folder.

14.3 Communications to the User

The Provider may send communications relating to the Service (updates, maintenance, changes to the Terms, etc.) to the registered email address. These communications are not promotional and do not require the User's marketing consent.

14.4 Marketing Communications

Promotional and marketing communications are sent only to Users who have given the relevant consent. The User may withdraw consent at any time through the unsubscribe link in every marketing communication or from the Account settings.

Severability

If one or more clauses of these Terms are declared invalid, void or unenforceable, the remaining clauses will remain fully valid and effective. The invalid clause will be replaced by a valid provision that comes as close as possible to the original intention of the parties.

Entire Agreement

These Terms, together with the Privacy Policy, the Cookie Policy and, for the purchase of Subscriptions and of the pass, the General Terms and Conditions of Sale (Condizioni Generali di Vendita), constitute the entire agreement between the Provider and the User in relation to the use of the Platform, and supersede any previous agreement, understanding or communication, whether oral or written.

Waiver

Failure by the Provider to exercise a right under these Terms does not constitute a waiver of that right for the future.

Force Majeure

Neither party will be liable for failures or delays caused by events beyond the reasonable control of the party concerned, including natural events, acts of war or terrorism, pandemics, network or power outages not attributable to the party, or government measures.

Language

These Terms are drawn up in Italian and are also made available in English. In case of any discrepancy between the two versions, the Italian version prevails.