Legal

Terms of Service

Welcome to Soulvaria. These Terms of Service explain the rules and conditions that apply when you visit our facility, use our website, make a booking, purchase a product, participate in a program or event, or use any Soulvaria service.

Effective Date: September 10, 2026

Terms at a Glance

Jump straight to the topics that matter most.

Minors & Parental Supervision

Requirements for parents and guardians

Health & Safety

VR safety and health considerations

Bookings & Cancellations

Booking, cancellation and no-show policies

Facility Conduct

Rules for respectful, safe behavior

Equipment & Property Damage

Responsibility for facility property

Retail Purchases

Products, gift certificates and vouchers

Memberships & Passes

Membership terms and benefits

Mobile Services

Off-site and mobile entertainment terms

Complete Terms of Service

Soulvaria is a multi-gaming entertainment centre offering experiences that may include:

VR Arcade Pods
Free-Roam VR
VR escape rooms
Racing simulators
PC gaming
Console gaming
Board-game lounges
Trading card and tabletop gaming
Organized play, leagues and tournaments
Youth clubs and seasonal camps
Birthday parties and group bookings
Corporate, school and community events
Mobile entertainment services
Retail gaming products, collectibles and gift certificates

Specific services, games, equipment, schedules, prices and availability may change over time.

Bookings are subject to availability and are not confirmed until Soulvaria provides confirmation and any required payment or deposit has been received.

Customers are responsible for providing accurate booking details, including the number and ages of participants and any information reasonably required to prepare for the activity.

Unless otherwise stated:

Prices are listed in Canadian dollars.
Applicable taxes are added at checkout or payment.
Bookings apply only to the date, time, service and number of participants confirmed.
Promotional offers cannot be combined unless specifically permitted.
Additional participants, services or booking time may result in additional charges.
Booking time includes orientation, equipment setup and safety instructions where applicable.

Customers should arrive early enough to check in and prepare. Late arrivals may receive less activity time, and bookings may not be extended when another reservation follows.

Soulvaria may correct genuine pricing, description or technical errors. If an error affects a completed purchase, we will contact the customer and provide the options available under applicable law.

All cancellations and refunds are governed by Soulvaria's Refund Policy.

The standard cancellation requirements are:

Bookings for up to two players require at least 24 hours' cancellation notice to qualify for a refund or account credit.
Bookings for three or more players require at least 48 hours' cancellation notice.
Party bookings require at least seven days' cancellation notice.
Special circumstances may be considered individually.
No-shows are charged the full booking price.
If Soulvaria cancels because of weather, unsafe conditions or another unforeseen circumstance, the customer will receive a full refund or account credit.

Customers must call 902-270-2673 to cancel a booking or discuss a cancellation.

Read Our Refund Policy

Nothing in these terms limits any refund, cancellation or consumer right that cannot legally be excluded.

Guests must follow all posted rules and all reasonable instructions provided by Soulvaria staff.

Age, height, mobility, player-count and other participation requirements may vary by service or game. Some experiences may contain intense action, frightening themes, flashing lights, loud sounds or mature subject matter.

Soulvaria may recommend or require that a guest choose a different activity when an experience is unsuitable for their age, health, safety or the safe operation of the equipment.

Guests must not participate while impaired by alcohol, cannabis, illegal drugs or any substance that may affect judgment, coordination or safe equipment use.

A parent or legal guardian must make or authorize purchases, registrations and bookings for minors when required.

Parents and guardians are responsible for:

Providing accurate information about participating minors
Reviewing activity descriptions and age recommendations
Disclosing relevant accommodation or safety information
Ensuring required registration and consent forms are completed
Arriving for pickup at the scheduled time
Remaining on-site when required by the selected activity or program

Youth clubs, camps, school visits and other supervised programs may have separate registration forms, behaviour expectations, pickup procedures and program-specific rules. Those additional terms also apply.

Unless Soulvaria has expressly accepted supervisory responsibility through a registered youth program, camp or similar service, parents and guardians remain responsible for supervising children in the facility.

Virtual reality, simulators and active gaming experiences may involve physical movement, rapidly changing images, flashing lights, loud sounds, height simulation and motion effects.

Possible reactions can include:

Motion sickness
Dizziness
Eyestrain
Headaches
Loss of balance
Disorientation
Nausea
Aggravation of an existing medical condition

Guests should not participate if they have been advised by a medical professional to avoid similar activities. Anyone who is pregnant or has a seizure disorder, heart condition, balance disorder, serious vision condition, recent injury or another relevant medical concern should consult a qualified healthcare professional before participating.

Guests must immediately stop playing and notify a staff member if they feel unwell, dizzy, disoriented or unsafe.

Soulvaria staff cannot provide medical advice or determine whether an activity is medically appropriate for an individual guest.

Gaming and entertainment activities may involve ordinary and inherent risks, including physical movement, contact with equipment, tripping, loss of balance, motion sickness and interaction with other participants.

Guests are responsible for following safety instructions, using equipment properly and participating within their personal abilities.

Some activities, programs or off-site services may require a separate waiver or consent form. Refusal to complete a required form may prevent participation.

Nothing in these Terms of Service excludes or limits a duty, warranty, consumer protection or liability that cannot lawfully be excluded or limited.

Soulvaria is committed to providing a welcoming, inclusive and respectful gaming community.

The following conduct is not permitted:

Harassment, bullying, threats or discrimination
Abusive, aggressive or excessively disruptive behaviour
Cheating, theft, fraud or deliberate dishonesty
Unsafe use of equipment
Deliberate damage to Soulvaria property
Tampering with computers, networks, software or security systems
Accessing illegal, hateful, sexually explicit or otherwise inappropriate content
Bringing weapons, illegal substances or dangerous items into the facility
Ignoring staff instructions or posted safety rules
Interfering with another guest's experience

Soulvaria may pause or end an activity, refuse service, remove a guest from the premises, or suspend participation when reasonably necessary for safety, security or appropriate conduct. Refunds are not guaranteed when service is refused or ended because of a guest's conduct.

Guests must treat Soulvaria's equipment, games, furniture and facility with reasonable care.

Customers may be held responsible for the reasonable cost of repairing or replacing property that they deliberately damage or damage through reckless, improper or unauthorized use. Normal wear, equipment failure and accidental damage occurring despite appropriate use will not automatically be charged to the customer.

Guests should report damaged or malfunctioning equipment immediately and must not attempt repairs themselves.

Soulvaria is not responsible for personal property that is lost, stolen, misplaced or damaged, except where responsibility cannot legally be excluded.

Specific games, platforms, equipment and online services may occasionally be unavailable because of:

Maintenance or repairs
Software updates
Licensing changes
Internet or server interruptions
Equipment failure
Publisher restrictions
Safety concerns
Events beyond Soulvaria's reasonable control

Soulvaria may substitute a reasonably comparable game or activity when appropriate. If a significant service cannot be provided, Soulvaria will determine the available rescheduling, credit or refund options in accordance with the Refund Policy and applicable law.

The individual making a party or group booking is responsible for communicating these terms and relevant facility rules to all participants.

Package inclusions, participant limits, activity times, food arrangements and optional add-ons are based on the package confirmed at the time of booking.

Outside food, catering, decorations and additional equipment may be subject to package-specific conditions or fees. Guests must receive approval before bringing large decorations, electrical equipment, entertainment providers or other special event items into the facility.

Children must remain within the reserved or approved areas and must be supervised as required.

Mobile services are subject to location, travel, staffing, weather, electrical, internet, space and safety requirements.

The customer is responsible for:

Providing accurate event and site information
Securing permission to use the event location
Providing safe and reasonable access to the setup area
Keeping the agreed activity space clear
Ensuring participants follow staff instructions
Meeting any electrical, internet or indoor-space requirements provided in advance

Mileage or travel charges may apply outside the Cape Breton Regional Municipality.

Outdoor equipment and inflatable structures may only be available during suitable seasonal weather and cannot be installed when conditions are unsafe. Soulvaria has final authority to delay, relocate, modify or cancel an outdoor setup for safety reasons.

Youth-program and camp registration is subject to availability, eligibility requirements, completed forms and payment.

Parents or guardians must provide accurate contact, emergency, medical, accommodation and authorized-pickup information where requested.

Soulvaria will make reasonable efforts to provide an inclusive and supportive environment. Families are encouraged to discuss relevant accessibility, sensory, behavioural or support needs with the program manager before registration or attendance so that available accommodations can be considered.

Soulvaria may contact a parent or guardian and require early pickup if a participant becomes ill, presents a safety concern, or requires support beyond what the program can reasonably provide.

Serious or repeated unsafe behaviour may result in removal from a program. Any refund or credit will be considered according to the circumstances, the Refund Policy and applicable law.

Participants in trading card, tabletop, esports and other organized events must follow:

Soulvaria's facility rules
Event-specific rules
Applicable publisher or organized-play policies
Instructions given by judges, coordinators and staff
Standards of fair play and respectful conduct

Entry fees, formats, prizes, schedules and eligibility requirements vary by event.

Staff, judges and event coordinators may issue warnings, adjust game results, disqualify participants or remove individuals when reasonably necessary to enforce event rules. Deliberate cheating, harassment, theft or manipulation of results may result in removal without a refund.

Memberships, passes and promotional packages may include separate conditions concerning:

Commitment periods
Eligible services
Daily or monthly time allowances
Booking availability
Sharing benefits
Discounts
Excluded products or experiences
Additional-time charges
Renewal and cancellation

The specific benefits and prices displayed when a membership is purchased form part of the membership agreement.

Unused daily time does not carry forward unless the applicable membership description expressly says otherwise. Membership access and discounts remain subject to availability and the rules of the selected service.

Misuse, fraud or repeated violations of facility rules may result in suspension or cancellation of membership privileges, subject to applicable law.

Membership Policies

A 3-month commitment is required upon signup.
Membership is valid any day of the week during operational hours.
Time and discounts can be shared with permission from the member holder.
To book using membership time and discounts, you must call or visit in person.
Unused time can not be credited to your account for future use.
Memberships auto-renew monthly using the credit card provided.
Cancellations are allowed after the 3-month commitment; however, existing time credits and perks will expire if the membership is canceled.
No refunds are available for purchased memberships.
Membership discounts cannot be combined with store promotions unless specifically stated.
Space is limited, so we recommend booking in advance.
If you wish to cancel your membership but do not do so before the auto-renewal, no refunds will be issued; members are responsible for monitoring their accounts.
Day Passes must be redeemed in store only. They cannot be booked over the phone.

Subscriptions and Cancellation Policy

When you register for our subscription services, you acknowledge and agree that we (or our third-party payment processor) are authorized to charge you for your subscription. Depending on the type of subscription, you may be charged on a monthly or annual basis for as long as your subscription remains active. Your subscription will continue until you cancel it or we suspend or discontinue access to our site or products in accordance with these terms. Signing up implies your agreement to pay for a minimum of 3 months. Failure to meet this requirement will result in a $50 delinquent charge and may result in the denial of future membership access. A once-a-year 3 month pause is allowed.

To cancel your subscription, please email us at support@soulvaria.ca or phone us at 902-270-2673. Any charges processed prior to your cancellation cannot be reversed, and you will be responsible for all fees incurred before cancellation.

Product availability and prices may change without notice.

Vouchers, gift certificates, gaming services, board games, collectibles, trading card products and tabletop gaming products are final sale unless Soulvaria approves an exception or a refund or remedy is required by law.

Customers should inspect products and confirm compatibility, edition, language and other important details before purchase.

Gift certificates, vouchers and promotional offers are subject to the terms displayed when issued and all applicable laws. Where the law prohibits an expiry date or fee, the applicable legal requirement will apply.

Soulvaria may refuse or cancel transactions involving suspected fraud, unauthorized payment methods, pricing errors or unlawful activity.

Customers may use Soulvaria's website for lawful personal and informational purposes.

Users must not:

Attempt to gain unauthorized access to the website or connected systems
Introduce malware or harmful code
Scrape or copy website content for unauthorized commercial use
Interfere with website operation or security
Misrepresent their identity or payment authority
Use the website for fraudulent or unlawful purposes

The website may occasionally be unavailable because of maintenance, updates, technical issues or circumstances beyond Soulvaria's control.

Some Soulvaria services depend on games, software, online servers, booking providers, payment processors or platforms operated by third parties.

Third-party services may have their own terms, privacy practices, account requirements and age restrictions. Soulvaria does not control third-party platforms and is not responsible for their independent content, policies, outages or decisions.

Links to third-party websites are provided for convenience and do not necessarily represent an endorsement.

Soulvaria's website content, branding, logos, original graphics, photographs, written material and promotional designs belong to Soulvaria or are used with permission.

They may not be copied, altered, sold, published or used commercially without written authorization.

Game titles, characters, logos and other third-party intellectual property remain the property of their respective owners.

Guests may take personal photographs or recordings when doing so is safe, respectful and does not interfere with other guests.

Guests must not photograph or record another person without appropriate permission, particularly children and youth participants.

Soulvaria will obtain appropriate permission before intentionally using an identifiable guest's image for advertising or promotional purposes. Separate media-consent procedures may apply to events, youth programs and camps.

Photography or recording may be restricted in certain areas or during specific activities.

Soulvaria may collect personal information reasonably required to:

Process bookings and payments
Communicate with customers
Register participants
Operate youth programs and camps
Address safety and accommodation needs
Deliver requested services
Prevent fraud and protect the facility
Meet legal and business obligations

Personal information will be handled in accordance with Soulvaria's applicable Privacy Policy and Canadian privacy requirements.

Soulvaria will not require customers to consent to unrelated promotional communications as a condition of receiving a service unless permitted by law. Customers may withdraw consent to promotional communications using the unsubscribe method provided.

Soulvaria will make reasonable efforts to provide safe, functional and enjoyable services.

To the fullest extent permitted by law, Soulvaria is not responsible for indirect, incidental, special or consequential losses arising from service interruptions, third-party platforms, lost personal property or events beyond its reasonable control.

Nothing in these terms excludes or limits liability for negligence, injury, consumer rights or another matter where exclusion or limitation is prohibited by law.

Soulvaria is not responsible for delays, interruptions or inability to provide a service caused by circumstances beyond its reasonable control, including severe weather, power outages, internet failures, public emergencies, government orders, equipment failure, labour disruptions or third-party service outages.

When reasonably possible, Soulvaria will communicate with affected customers and provide suitable options under the Refund Policy and applicable law.

Soulvaria may update these Terms of Service when its services, operations or legal obligations change.

Updated terms will be posted on this page with a revised effective date. Changes apply from the stated effective date and will not retroactively remove rights that have already accrued.

These Terms of Service are governed by the laws of Nova Scotia and the applicable federal laws of Canada.

Any dispute will be handled by a court or tribunal with lawful jurisdiction in Nova Scotia unless applicable consumer law provides otherwise.

If any provision of these terms is found to be unlawful or unenforceable, the remaining provisions will continue to apply to the extent permitted by law.

These Terms of Service, together with the Refund Policy, Privacy Policy, confirmed booking details and any applicable registration form or service-specific agreement, form the agreement between Soulvaria and the customer concerning the applicable service.

Questions about these Terms of Service can be directed to:

Soulvaria 341 Welton Street Sydney, Nova Scotia Phone: 902-270-2673 Website: https://www.soulvaria.ca

Call Soulvaria

View Refund Policy