Race Day: 13 October 2019

Terms and Conditions of Entry

Royal Parks Half Marathon 2019

The deadline for all runners to be added and registrations to be completed on the console is 5pm, Friday 23 August 2019.

DEFINITIONS

“Data Protection Laws” means the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (2011) (as amended), the Investigatory Powers Act 2016, EU General Data Protection Regulation (EU)2016/679, and any other successor legislation.

“Event” means the Royal Parks Half Marathon (by whichever name) to be held on Sunday 13 October 2019.

“Event Organisers” means The Royal Parks and only in reference to the processing of Personal Data in Schedule 1 of these Terms and Conditions, includes both The Royal Parks and Limelight Sports.

“Fee” means the price of entry payable prior to participation in the Event (paid either directly, by a public ballot participant, or by a third party (e.g. corporate entrant), for a non-public ballot Participant).



“Online Registration Form” means the pages within the Website which must be completed prior to participation in the Event and completed before the registration deadline of 5pm on Friday 23 August 2019.

“Online Confirmation” means confirmation of acceptance (sent via email from the Event Organisers to the Participant) to participate in the Event.



“Participant” or “you” means the named person on the official entry form.

“Personal Data” means the participant’s name, delivery address, email address, phone number, race number, t-shirt size, gender, medical conditions, emergency contact information, age, running experience, running frequency, industry, seeding category, personal story (if provided), registration status, activation link, and company or charity name (if applicable).



“Parties” means the Event Organisers and the Participant.

“The Royal Parks” means The Royal Parks, a charity registered under no. 1172042 of The Old Police House, Hyde Park, London, W2 2UH, United Kingdom.

“Limelight Sports” means Limelight Sports Ltd, Company number 03700632, C/O Fourth & Fifth Floor, 14-15 Lower Grosvenor Place, London SW1W 0EX

“Terms and Conditions” means the participant terms and conditions, relating to the Event, as set out below.

“Website” means www.royalparkshalf.com


1                RACE REGISTRATION

1.1            These Terms and Conditions relate to the Royal Parks Half Marathon which is a 13.1 mile running event (“the Event”) to be held in London on Sunday 13 October 2019 and is wholly sponsored, produced, directed, organised, conducted or paid for by the Event Organisers. The Event shall start and finish within Hyde Park, London.

1.2            The Fee shall be paid to the Event Organisers, through one of the payment methods set out on the Online Registration Form.

1.3            Only persons aged 17 years or above on race day Sunday 13 October 2019 may register for the Event.

1.4            Each Participant must register using the Online Registration Form, accessed using the individual Participant’s log-in details, as provided by the Event Organiser after that individual has secured a place in the Event.

1.5            The relevant date for registrations shall be the date the Participant receives the Online Confirmation (“Registration Date”).

1.5.1             Each Participant must complete their registration in full by 5pm on Friday 23 August 2019 or they will forfeit their place in the Event. Participants must have completed all information and paid the £3.95 race pack postage fee (where applicable) by this date to be able to take part.

1.5.2        Following the successful completion of the registration process by the Participant and clearance of the Fee and postage costs (where applicable), the Participant shall receive an email confirming their registration from The Royal Parks Half Marathon. If no email confirmation is received, please contact info@royalparkshalf.com to confirm the registration. Please note this confirmation is different to any received from a charity and will be received from info@royalparkshalfemail.com

1.6            Participants shall receive an official numbered race bib and Event t-shirt in their race pack by post in late September 2019.

1.7            The numbered race bib is personal to the Participant accepting the Terms and Conditions and the Participant undertakes and agrees (i) to wearing the official numbered race bib assigned to his/her registration, and (ii) not to authorize or permit any third party to use their official numbered race bib for the Event.

1.8            Participants will find their digital timing chip on the back of their numbered race bib.

1.9            The Event is a running event and as such no buggies, rollerblades, bicycles etc will be permitted on the course. Manually propelled wheelchairs are welcomed in the Royal Parks Half Marathon, however these places are limited and are allocated on a first come first serve basis. Please note that we are able to facilitate places for an accompanying assistant, if required. For health and safety reasons, wheelchair entrants must start at the rear of the field.

If you are a wheelchair user and would like to take part in the 2019 Royal Parks Half Marathon, please contact info@royalparkshalf.com for availability or further information.

 The Event Organisers regret that powered or racing wheelchairs are not permitted.

2                STATUS OF REFUNDS

2.1            The Participant shall not benefit from any right to cancel pursuant to any consumer rights legislation.

2.2            No refunds shall be provided to any Participant at any time.

2.3            No refunds will be provided for any donations that are made during the registration process.

2.4            No refunds will be provided for any iTaB orders.

2.5            No refunds will be provided for payments made to receive race packs in the post.

2.6            No race places for the Event can be deferred to a subsequent year.

3                THE EVENT

3.1            The Event will be held on Sunday 13 October 2019, starting and finishing in Hyde Park, London.

3.2            The Event Organisers reserve the right to change the time, date and/or venue and format of the Event and to cancel the Event, in whole or in part, without notice or liability to the Participant.

3.3            The Event Organisers reserve the right to refuse entry to the Event (or to disqualify from the Event) of any registered Participant not wearing their assigned official numbered race bib.

3.4            The race route has been officially measured by an accredited course measurer using the ‘Jones Counter’ system.

3.5            The Participant agrees to abide by the rules, instructions and regulations published and displayed from time to time by the Event Organisers or given on the day of the Event by race marshals, officials and police.

3.6            The Event Organisers will provide five drink stations at approximately equal distances on the race route as well as the finish.

3.7            Running times at the Event can only be recorded by digital timing chip located on the back of the numbered race bib.

3.8            No drugs, illegal substances, performance enhancing substances or intoxicants of any kind are permitted to be brought to the venue or used by any Participant either before or during participation in the Event. The Event Organisers reserve the right to refuse attendance at, or participation in, the Event by any persons found to have consumed or to have in their possession any drugs, illegal substances, performance enhancing substances or intoxicants of any kind.

3.9            The Event Organisers reserve the exclusive right and license throughout the world (and, the Participant hereby grants the Event Organisers such exclusive right and license) to interview and/or photograph and/or film Participants at the Event (or subsequent to the Event as the Event Organisers may reasonably require) and to the unlimited use in all current and future media (including without limitation, print, audio, audio visual, virtual media, the Internet, mobile telephony and so-called “3-G” technologies, CD-ROM or DVDs) of the Participant’s name, likeness and image or facsimile image, signature, voice, video and film portrayals and other means of identification of Participant, and any biographical or other information or data related to Participant (including race times and results), in connection with the production, advertisement, marketing or promotion of The Royal Parks, the Event and any subsequent Royal Parks Half Marathon events.

4                EVENT PARTICIPATION – PARTICIPANT’S DECLARATION

4.1            The Participant agrees to be bound by these Terms and Conditions. If the Participant does not agree to these Terms and Conditions, they may not enter the Event.  The Event Organisers reserve the right to change the Terms and Conditions from time to time without notice prior to the Event. The Participant therefore agrees to be bound by any such modification to the Terms and Conditions.

4.2            The Participant acknowledges that participation in and training for the Event involves potentially dangerous physical activity and carries with it inherent risks and dangers which cannot be eliminated completely, which, without prejudice to the generality of this clause 4.2, may include  accidents, personal injury (ranging from minor discomfort to catastrophic injuries and death) and loss or damage to property due to falls, obstacles, contact with other participants, the acts and/or omissions of other participants, the effects of weather, traffic conditions and the conditions of any road. By completing and submitting the Online Registration Form, the Participant confirms that, to the best of their knowledge, they are healthy and fit to run, they understand and have considered and evaluated the nature, scope and extent of the risks involved (including, without limitation, those risks listed above), and  have voluntarily and freely chosen to assume all risks  associated with participating in the Event (except where any such personal and bodily injury, including death, is caused by the negligence of the Event Organisers or any of their employees).  The Participant further understands that the Event Organisers reserve the right to refuse the Participant’s attendance at, and/or participation in, the Event.

4.3            The Event Organisers do not provide any insurance, whether life or medical or liability, for any illness, accident, injury, death, loss or damage that may arise in connection with the attendance at, and/or participation in the Event by each Participant.  The Participant is advised to obtain such insurance themselves if required.

4.4            Subject to clause 4.5, the Event Organisers shall take all reasonable steps to assess the safety and suitability of the Event location prior to the Event. The Event Organisers shall also arrange for the availability of an appropriate number of first aid and medical personnel according to the nature of the Event.  The Participant hereby authorizes such medical personnel (both on-site or on-call) to administer first aid treatment or any medical treatment to the Participant or to transport the Participant in the event of any illness, accident or injury suffered by the Participant in connection with his/her participation in the Event, but shall not be liable for such treatment or transportation by such third party.  The Participant shall be responsible for any medical or transport expenses specifically incurred in connection with any illness, accident or injury sustained or occurring in connection with participation in and/or attendance at the Event.

4.5            The Participant acknowledges and agrees that the Participant shall indemnify and hold harmless the Event Organisers from and against all liabilities, claims, actions, proceedings, loss, damage, costs or expenses suffered or incurred by the Event Organisers (including legal and professional fees and those paid to the Participant’s insurers)  arising in connection with any act or omission of the Participant or any accident, loss, damage or injury (including death) arising out of the Participant’s attendance at, participation in, or training for the Event.

4.6            Nothing in the Terms and Conditions shall affect any statutory rights to which the Participant may be entitled to.

5                LIABILITY

5.1            Subject to clause 5.4, the Event Organisers shall not be liable for any of the following:

5.1.1         technical, hardware or software failures of any kind, lost or unavailable network connections, or failed, incomplete, garbled or delayed computer/Internet transmissions or other errors or malfunctions of any kind which may prevent receipt by the Event Organisers of an Online Registration Form;

5.1.2         any delay or failure to successfully register for the Event due to any delay involved with, or an inability to, obtain authorisation for payment of the Fee from the Participant’s bank;

5.1.3         damage to, or loss of, the official numbered race bib and the digital timing chip and shall not be responsible in any way for any failure of the technology of their numbered race bib and digital chip on the day of the Event; or

5.1.4         any losses the Participant suffers as a result of the Event Organisers’ breach of these Terms and Conditions unless such losses were reasonably foreseeable to both the Participant and the Event Organisers as at the Registration Date. For the avoidance of doubt, the Event Organiser will not be liable to the Participant in contract, tort (including, without limitation, negligence) or otherwise in connection with the Event for loss of revenues, profits, contracts, business or anticipated savings or loss of data); goodwill or reputation; any special or indirect or consequential losses; for any personal injury to or death of the Participant.

5.2            If at any time it is discovered that any Participant should have been ineligible to participate in the Event (or if participation in the Event should have been refused for any reason whatsoever) the Event Organisers reserve the right to disqualify from/refuse entry to such Participant to the Event. Further, the Event Organisers reserve the right to reject at any time any Online Registration Form which is believed to be fraudulent, or to disqualify any Participant believed to have not complied with the Terms and Conditions from attending, or participating in any future Royal Parks events. The Event Organisers shall not be liable in any way to the Participant as a result of any such disqualification or refusal.

5.3            Subject to clause 5.4, the Event Organiser’s liability to the Participant shall in any event be limited to the refund of the Fee.

5.4            Nothing in the Terms and Conditions shall affect the Event Organiser’s liability:

5.4.1         for death or personal injury resulting from the negligence of the Event Organisers or a deliberate act or omission of the Event Organisers, its employees or agents;

5.4.2         for breach of statutory duty;

5.4.3         for fraudulent misrepresentation; or

5.4.4         to the extent that liability cannot be excluded or limited by law.

6                DATA PROTECTION

6.1            Our privacy policy is set out in Schedule 1 and sets out how the Personal Data The Royal Parks and the Event Organiser collect about a Participant may be used.

7                GENERAL PROVISIONS

7.1            If any provision in the Terms and Conditions, whether in full or in part, is held to be invalid or unenforceable, all other remaining provisions (in full or in part) shall continue to be valid and enforceable.

7.2            These Terms and Conditions shall be subject to the law of England and Wales and the Parties agree to submit to the exclusive jurisdiction of the Courts of England and Wales.

7.3            A person who is not a party to the Terms and Conditions has no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of the Terms and Conditions.

7.4            The Participant may not assign transfer or deal in any other manner with these Terms and Conditions or any of its rights under it without the prior written consent of the Event Organisers.

7.5            These Terms and Conditions and the documents referred to herein constitute the entire agreement and understanding between the Parties and supersedes any previous agreement between the Parties relating to the subject matter herein. No other term or condition submitted, proposed or stipulated will apply to these Terms and Conditions. The Participant acknowledges that it has not, in entering into these Terms and Conditions, relied on any statement, representation or assurance that is not expressly set out in these Terms and Conditions or any document referred to herein.

7.6                  The failure, delay, relaxation or indulgence on the part of any party in exercising any power or right given to the parties under these Terms and Conditions shall not operate as a waiver of that power or right, nor does any single exercise of a power or right preclude any other or further exercise of it or the exercise of any other right or power under these Terms and Conditions. A right or a power may only be waived in writing signed by the party to be bound by the waiver.

7.7.                 Nothing in these Terms and Conditions is intended to nor shall it create any partnership, joint venture or relationship of employment between the Event Organisers and the Participant.

7.8                  If any provision of these Terms and Conditions is invalid or unenforceable in any jurisdiction it will, if required, be deleted (for the purposes of that jurisdiction) without affecting the remaining provisions of these Terms and Conditions or affecting the validity or enforceability of that provision in any other jurisdiction provided that such deletion does not defeat the purpose of these Terms and Conditions.

Privacy Policy

The privacy and security of your personal information is extremely important to us. This privacy policy explains how and why we use your personal data, to make sure you stay informed and can be confident about giving us your information.  

We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (GDPR), the Data Protection Act 2018 and Privacy and Electronic Communications Regulations 2003.

On this page:

  • Who runs The Royal Parks’ Half Marathon?
  • What personal data do we collect?
  • How we use your personal data?
  • Disclosure of personal data to third parties
  • Your rights as a data subject
  • Cookies
  • Links to third party websites
  • Where do we process your personal data?
  • Security
  • Notification of changes
  • Complaints

Who runs The Royal Parks’ Half Marathon?

The Royal Parks’ Half Marathon is organised by The Royal Parks Limited, with assistance from Limelight Sports Limited. 

In this policy, whenever you see the words The Royal Parks, ‘TRP’ ‘we’, ‘us’, ‘our’, it refers to The Royal Parks Limited.  Whenever you see the words Limelight, it refers to Limelight Sports Limited.  Whenever you see the words “the event”, it refers to The Royal Parks’ Half Marathon.

The Royal Parks Limited is a charity created in March 2017 and officially launched in July 2017 to support and manage 5,000 acres of Royal parkland across London.

If you would like to contact us about this privacy notice or how we use your personal data, please contact us at:

The Old Police House
Hyde Park
London
W2 2UH

Telephone: +44 (0)300 061 2000

Email: dataprotection@royalparks.org.uk

The Royal Parks is the data controller of the personal data we process, unless otherwise stated.

What personal data do we collect?

Your personal data is any information which identifies you, or which can be identified as relating to you personally. We’ll only collect the personal data that we need. 

We collect some or all of the following personal data from you when you register to participate in the event and when you participate in the event:

  • Name
  • Email address
  • Telephone number
  • Date of birth
  • Sex
  • Address
  • Emergency contact information
  • Race shirt size
  • Previous running experience.

We will also collect the following special category of data (sensitive personal data):

  • Medical information relevant to your participation in the event.

If you do not provide all the information required, we will not be able to process your registration or allow you to participate in the event.

If you register as part of a team, some of the above information may be provided to us by a member of your team on your behalf to allow us to contact you to complete your event registration.

How we use your personal data

Personal data provided to us will be used for the purpose or purposes outlined in any privacy notice in a transparent manner at the time of collection or registration where appropriate, in accordance with any preferences you express. If asked by regulatory or government authorities investigating suspected illegal activities, we may need to provide your personal data.

Your personal data will be collected and processed principally to provide our services to you in connection with the event, including to:

  • Confirm and verify your identify
  • Administer the event and enable you to participate in the event
  • Contact you regarding details for the event
  • Satisfy our legal, accounting or reporting requirements.

We process your sensitive personal data (including data concerning your health) where this is necessary to protect your health or vital interests.

If you consent to hearing from us in the future, we will store your personal data and let you know about future events we hold.

We will hold and process your personal data for three years before destroying it.  If you want us to erase your personal data before this time, please contact us.

We do not currently use automated decision-making including profiling.

Disclosure of personal data to third parties

We may share your personal data with the following third parties who perform services on our behalf in connection with the event:

  • Limelight Sports, which organises the event for us
  • If you register for the event as part of a team, a designated leader or contact person for your team to enable them to complete your registration
  • Progression Print and Production Ltd for fulfilment of your event race pack
  • St John Ambulance in connection with any medical assistance given to you in relation to the event
  • HS Sports to enable them to process timing chips for the event
  • Marathon Photos in connection with event photography.

We will only share your personal data when it is necessary to deliver the services detailed and in accordance with the Data Protection Act 2018 and the GDPR.

If you purchase event merchandise as part of your registration process, including but not limited to iTabs, pace pockets, and apparel, we will need to share your personal data with our vendors in order to fulfil your order.

To fulfil our legal obligations we may be required to provide government bodies such as the police with your personal data.

Your rights as a data subject

As a data subject whose personal information we hold, you have certain rights. If you wish to exercise any of these rights, please email dataprotection@royalparks.org.uk or use the information supplied in the About Us section above. In order to process your request, we will ask you to provide two valid forms of identification for verification purposes. Your rights are as follows:

The right to be informed - As a data controller, we are obliged to provide clear and transparent information about our data processing activities. This is provided by this privacy policy and any related communications we may send you.

The right of access - You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

The right to data portability - This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. This right only applies if we are processing information based on your consent or under contract and the processing is automated.

The right to object - You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests.

The right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

The right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.

The right to erasure - You have the right to ask us to erase your personal information in certain circumstances.  We will take all reasonable steps to ensure that we erase the data.

Rights related automated decision-making including profiling – You have rights surrounding our use of automated decision-making and profiling.  You can object to us using your personal data in such a way at any time.

We will confirm that we have updated, ported, erased, provided or amended your personal data as requested within one month of receipt of your request.  If we are unable to meet your request or require an extension to meet the request we will inform you within one month.

If we are processing your personal data with your consent, then you have the right to withdraw that consent at any time and we will cease processing your personal data without undue delay.

Cookies

A 'cookie' is a small text file that is placed on a user's computer hard drive by a website. There are several types of cookie and the most common are often referred to as 'session' cookies. These are used to keep track of information needed by a user as they travel from page to page within a website. These cookies have a short lifetime and expire within a few minutes of the user leaving the site.

Other types of cookies can be used to track internet activity after the user has left a website. These are either sponsored by organisations external to the website being visited (known as 'third party' cookies) or can originate from the website organisation itself ('first party' cookies). These usually have a long lifetime with several months being quite common. They are 'harvested' and 'refreshed' whenever the user visits a page where the same or a similar cookie is being used.

This website uses benign, short lived 'session' cookies and 'first party' cookies to tell whether a website user has logged-in, where to find details that can be used to pre-fill parts of on-line forms and to personalise the user's visit to the website. They are also used to track anonymously which areas of the site are popular and which are not used; this allows us to target carefully our website resources.

This website uses Google Analytics, a web analytics service provided by Google Inc., which uses cookies to help a website analyse how users use the site. The information generated by the cookie about your use of this website (including your IP address) will be used by Google for the purpose of evaluating your use of the website on our behalf. When your personal data is processed by Google Analytics, it will be processed under Google’s privacy notice, which can be found here.

The Royal Parks also uses cookies in its email communications to personalise the email and track whether the mail has been opened or read and whether the recipient has used any website links contained in the email communication. This allows us to monitor and improve our email communications and website.

Internet browsers normally accept cookies by default but you may refuse the use of cookies by selecting the appropriate settings on your browser. The website www.allaboutcookies.org (run by the Interactive Marketing Bureau, provided here for information only and not connected to or recommended by The Royal Parks) contains step-by-step guidance on how cookies can be switched off by users.  However, please note that if you do this you may not be able to use the full functionality of this website.

Links to third party websites

This Privacy Policy applies solely to the personal data collected by TRP and does not apply to third party websites.

Users should be aware that if they access other websites, using the links provided, these are outside our control.  If they provide personal data to other companies, the privacy policies of those companies determine the uses to which that information is put and this Privacy Policy will no longer apply. TRP is not responsible for the privacy policies of third party websites and advises users to read the privacy policies of other websites before registering any personal data.

Security

We recognise the need to ensure that personal information gathered via this website remains secure. We use industry standard Secure Server Software (SSL) for your transactions with us to protect against the loss, misuse and alteration of the personal information under our control. It encrypts all of your personal information, including credit card number, name, and address, so that it cannot be read as the information travels over the Internet. However, you acknowledge that although we exercise adequate care and security there remains a risk that information transmitted over the Internet and stored by computer may be intercepted or accessed by an unauthorised third party.

When personal data is stored on The Royal Parks’ systems we take every care to ensure the security of your personal data.  Its information systems are adequately and appropriately protected, by the implementation and maintenance of security controls, against threats to the systems.  The implemented security controls are appropriate to the measures of risks and the value of assets, and implemented, used and where relevant tested, correctly, through information security compliance (audit) reviews, to ensure that the required level of security is maintained.

Where we process your data

One of our service providers, Marathon Photos, has offices located outside the EEA.  The personal data that they process on our behalf may be transferred to New Zealand.  New Zealand has an adequacy finding, and as such is considered safe to transfer personal data to.

An adequacy finding is given when the European Commission finds that the laws of a country ensure adequate data protection, on a par with the EU.

Unless we specifically inform you otherwise, your personal data is processed in the EEA.

Notification of changes

We may update this policy at any time without notice. Any changes to this policy will be notified by an announcement on this website. Your continued use of this website, following the posting of changes to this policy, will mean you accept these changes.

Complaints

Should you wish to discuss a complaint, please feel free to contact us using the details provided above. All complaints will be treated in a confidential manner.

Should you feel unsatisfied with our handling of your data, or about any complaint that you have made to us about our handling of your data, you are entitled to escalate your complaint to a supervisory authority within the European Union. For the United Kingdom, this is the Information Commissioner’s Office (ICO). Its contact information can be found at https://ico.org.uk/global/contact-us/.

 

 

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