Terms and Conditions of Entry
Royal Parks Half Marathon 2018
“Data Protection Laws” means the Data Protection Act 1998, the Privacy and Electronic Communications Regulations (2011) (as amended), the Investigatory Powers Act 2016, and any other successor legislation (including Regulation (EU) 2016/679 of the European Parliament and of the Council (General Data Protection Regulation)).
“Event” means the Royal Parks Half Marathon (by whichever name) to be held on 14 October 2018.
“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 (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.
“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, 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 14 October 2018 and is wholly sponsored, produced, directed, organised, conducted or paid for by The Royal Parks. 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 14 October 2018 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 Friday 24 August 2018 or they will forfeit their place in the Event.
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 the Online Confirmation.
1.6 Participants shall receive an official numbered race bib and Event t-shirt in their race pack by post.
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.
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, save in exceptional circumstances as determined by the Event Organisers in their absolute discretion.
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 14 October 2018, 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 as a consumer.
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
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.
In this Policy, “Event Organisers”, “we” or “us” refers to The Royal Parks, a charity registered under no. 1172042 of The Old Police House, Hyde Park, London, W2 2UH, United Kingdom and Limelight Sports Ltd, Company number 03700632, C/O Cox Costello & Horne, Langwood House, 63-81 High Street, Rickmansworth, Hertfordshire, WD3 1EQ.
Who we are
The Event Organisers are data controllers for the purposes of the Data Protection Laws. This means that they are responsible for deciding how to hold and use Personal Data about you. The Royal Parks is required under Data Protection Laws to notify you of the information contained in this Policy.
What Personal Data we collect
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:
- Phone number
- Postal address
- Medical information
- Emergency contact information
- Previous running experience
If you fail to provide us with the above information, we will not be able to process your registration or allow you to participate in the Event.
If you register for the Event 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.
We will keep your Personal Data only for as long as is necessary for the purpose for which it was collected, or to meet our legal or regulatory requirements. Your Personal Data will be securely destroyed or put beyond use when it is no longer required, in accordance with our data retention and disposal policies.
How we use your Personal Data
We will collect and process your Personal Data principally to enable us to provide our services to you in connection with the Event, including using your Personal Data:
- to confirm and verify your identity;
- to administer the Event and enable you to participate in the Event;
- to contact you regarding details for the Event;
- for the compilation of anonymised statistical information; and
- to satisfy our legal, accounting or reporting requirements.
We process your sensitive information (including data concerning your health) where this is necessary to protect your health or vital interests.
By entering the Event and accepting these Terms and Conditions, you signify that you fully understand and agree that your Personal Data will be used for the purposes set out in this Policy.
Who we share your Personal Data with and why
We may share your Personal Data with the following third parties who perform services on our behalf in connection with the Event:
- 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; and
- Marathon Photos, in connection with Event photography,
in each case, solely to the extent necessary to deliver those services and strictly in accordance with all applicable Data Protection Laws.
We will not otherwise pass on your information to third parties except with your prior consent.
If you purchase Event merchandise as part of your registration process, including but not limited to iTabs, pace pockets, and apparel, we are entitled to share your Personal Data with the relevant third parties solely for the purpose of those parties fulfilling your order.
You acknowledge that any medical information supplied during registration, where deemed necessary, may be used to treat or otherwise assist you as a result of any illness or injury at the Event. You undertake and agree to inform the Event Organisers of any change in your medical condition from the Registration Date up to and until the start of the Event. Nothing in this paragraph shall give the Event Organisers the obligation to process, analyse, or otherwise take action on, any medical information provided by the Participant either during or after the registration process.
In the event that you become ill during or after the Event and require medical attention, you hereby authorise the Event Organiser to provide your details to any Event medical provider, or any doctor or hospital for the purpose of you receiving any required treatment.
Some of our service providers have offices located outside of the European Economic Area (the EEA), including Marathon Photos. As a result, the information you provide to us may be transferred to the following countries outside the European Economic Area (the EEA): New Zealand.
How we keep your information secure
We are committed to ensuring the confidentiality of the Personal Data that we hold. We have put in place measures to protect the security of your information. Details of these measures are available upon request.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Your rights to access and correct Personal Data
You have various rights under law in relation to your Personal Data, including the right to:
- request a copy of your Personal Data which is held by us; and
- ask us to update or correct your Personal Data.
How to contact us
You can contact us at the address set out below if you have questions about this Policy, need further information about our privacy practices, or wish to obtain a copy of your Personal Data or update your Personal Data.
The Royal Parks
The Old Police House
Hyde Park, London, W2 2UH
Email address: firstname.lastname@example.org
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. You can contact the Information Commissioner’s Office on their helpline 0303 123 1113 or at https://ico.org.uk/concerns/.