Crowdfunding policy

Last updated – November 2022

Policy Purpose

The purpose of this policy is to provide clarity and structure surrounding Ghostfire Gaming’s publication of crowdfunding projects across a variety of platforms. This document aims to provide guidance to existing and potential backers as to what Ghostfire Gaming commits to them when they pledge and support Ghostfire Gaming and affiliated crowdfunded projects.

We acknowledge that crowdfunding is an ever-changing environment and one which is fluid in nature. This document will be regularly updated so to best suit the needs of Ghostfire Gaming and its community so to support all stakeholders to current and future crowdfunded projects.

Final Product Designs

As is the nature of crowdfunded projects, we acknowledge that the final product/s that will be produced and manufactured at fulfilment may not be what is presented to the public at funding time.

Ghostfire Gaming reserves the right to change designs of all crowdfunded products up to the time of project fulfilment. Any and all changes made will be done in alignment with the best interest of the final product and the Communications Team
will strive to communicate these changes with as much notice as possible to backers. Backers understand that these changes will also be based on further development, available resources and the nature of the creative process.

These changes are inclusive of and not limited to:
● Artwork
● Game Design
● Product materials
● Product design and descriptions
● Manuscript contents
Our commitment is to our backers, and it is our goal and priority to deliver products our community will love and that will hold value over a long period of time. All product designs of Ghostfire Gaming and affiliated products are considered with this goal as a first priority and any changes made to products will serve this.

Project Timelines

At the launch of crowdfunding projects, Ghostfire Gaming will always state the intended date for product delivery. With the ever-changing environment that is the global shipping industry, it does become challenging for Ghostfire Gaming to predict 12+ months in advance as to what will be happening in the industry. With this in mind, Ghostfire Gaming reserves the right to extend or contract project timelines as
necessary to best cater to the needs of the product and demands of the shipping and freight industry.

Ghostfire Gaming will always aim to meet initial timelines so to best serve the needs of backers, however these may at times need to be extended based on the needs of the current time. Any and all changes to project timelines will be communicated to relevant stakeholders with as much notice as possible.

Address Confirmation & Delivery Obligations

If backers confirm their pledge prior to final address confirmation, they agree it is their Ghostfire Gaming’s responsibility to ship the order to the address entered into the Pledge Manager system. Ghostfire Gaming has no obligation to fulfil orders to addresses that are not under the backer’s pledge information in the Pledge Manager system and it is the responsibility of the backer to ensure that the correct address is
updated within the elected Pledge Manager.

It is the responsibility of the backer to ensure that additional import duties and fees are paid for by the backer and these are payable to the relevant tax authorities. Ghostfire Gaming will always aim to make backers aware of any additional fees during the funding period so to make them aware of any extra costs that will come on top of the initial pledge amount.

Failure to confirm the correct mailing address prior to the final deadline stated by Ghostfire Gaming will be taken as agreement that all obligations have been met and no further action or effort is required by Ghostfire Gaming. Ghostfire Gaming will always attempt to alert backers of the locking of addresses so to give as much notice as possible to backers, but once all reasonable efforts have been met, the
organisation will move on and will be unable to make exceptions.

Ghostfire Gaming accepts responsibility for ensuring products are being sent to the address listed in the Pledge Manager up until the date of locking addresses. We also accept responsibility for ensuring that orders are delivered safely to delivery partners. Once orders have been handed over to delivery partners and couriers, the responsibilities of fulfilment end and Ghostfire Gaming’s obligations of fulfilment are
finalised.

Resending Missing Products

If a backer has received an order and is missing a product from that order, they must contact Ghostfire Gaming via email within 14 days of receiving the order with the information needed to resend.

This information includes:
● Mailing Address
● Contact Name, Email Address and Phone Number (including area code)
● Clearly state the missing product

If a request to have a missing product replaced after 14 days of receiving an order, Ghostfire Gaming will use their discretion as to whether or not it will be replaced. Backers accept that if a request is submitted after the 14 days, that Ghostfire Gaming is under no obligation to replace such items and it is the responsibility of the backer to ensure requests are submitted within the time frame stated. All requests should be submitted to [email protected] to be considered for replacement.

Resending Damaged Products

If a backer has received an order which contains a damaged product from that order, they must contact Ghostfire Gaming via email within 14 days of receiving the order with the information needed to resend.

This information includes:
● Mailing Address
● Contact Name, Email Address and Phone Number (including area code)
● Clearly state the missing product
● Photo/s of the damaged product

Once photographic evidence of the damaged product has been received by Ghostfire Gaming, their team will assess the level of damage and whether or not a replacement is applicable. This decision will be made at the discretion of Ghostfire Gaming and the organisation is under no obligation to replace products they do not deem as damaged.

If a request to have a damaged product replaced after 14 days of receiving an order, Ghostfire Gaming will use their discretion as to whether or not it will be replaced. Backers accept that if a request is submitted after the 14 days, that Ghostfire Gaming is under no obligation to replace such items and it is the responsibility of the backer to ensure requests are submitted within the time frame stated.

All requests should be submitted to [email protected] to be considered for replacement.

Resending to Incorrect Addresses

Ghostfire Gaming is under no obligation to resend orders to addresses not listed in the elected Pledge Manager Platform. Backers accept responsibility to have the correct address entered in the Pledge Manager and understand that the address listed there is the only address that Ghostfire Gaming is obligated to deliver to.

If an order needs to be resent to an address different than what’s listed in the Pledge Manager, the backer must request the change with as much notice as possible to Ghostfire Gaming via email. Backers accept that any requests for a change of address once addresses have been locked do not need to be accepted by Ghostfire Gaming.

All requests for a change of address should be submitted to [email protected] to be considered for replacement.

Digital Rewards

Backers will be notified via communication from Ghostfire Gaming once digital rewards become available. These will typically be distributed via the Pledge Manager and will include links to downloadable content. Ghostfire Gaming will always include instructions on how to access this content in their communication so to ensure backers have the information required for them to access free and paid content.

The Digital Content must be downloaded within 90 days to ensure all downloadable content is secured by the individual. Once the Pledge Manager for the project has closed, Ghostfire Gaming may not be able to provide replacements of digital content which is a condition understood by backers.

Rewards Requiring Additional Information

Some rewards and products may require additional input from the backer. For these rewards, backers must respond within 4 weeks of the information being requested (most likely from the Pledge Manager or Ghostfire Gaming communications) in order to maintain product development and manufacturing timelines.

Ghostfire Gaming will make strong efforts to acquire this information, however should the backer not provide the information required within a timely fashion, all parties agree that Ghostfire Gaming can move forward without this information and the respective backer will consider the reward obligation fulfilled.

Ghostfire Gaming is not in the position to delay production and manufacturing based off unresponsive communication from a backer, and will not jeopardise timelines and the receiving of goods for other supporters of our projects for this.

Closure of Crowdfunding Project Post-Fulfilment

The Pledge Manager for each crowdfunding project will be made available to backers within 60 days of the crowdfunding period ending. It is within this time period, that backers will receive all key milestone dates they need to consider for the project; inclusive of projected fulfilment dates.

Once the official fulfilment period begins (once orders are in transit from our warehouse to delivery addresses), Ghostfire Gaming will have the Pledge Manager open for an additional 6 months so backers can continue to fulfil their pledges. Ghostfire Gaming will consistently communicate to backers who have not fulfilled their pledges that they must pay for shipping and submit their pledge information in
order for it to be considered as ‘fulfilled’.

Ghostfire Gaming reserves the right to close the Pledge Manager at a minimum of 6 months post-Fulfilment period after which point is under no obligation to fulfil incomplete pledges. The closure of the Pledge Manager will be communicated to backers with as much
notice as possible, and Ghostfire Gaming urges all backers to ensure their information is submitted before closure so to ensure as many pledges can be fulfilled as possible.

Additional Terms & Conditions

By backing a Ghostfire Gaming or affiliated crowdfunding project, you agree to all of the Terms and Conditions of this policy.