Eventrac News

Terms and conditions

26 Mar, 2024 04:11 By:

Event Disclaimer 
With regards to my participation in any RunAble (‘the event’ or ‘race’), I agree to this waiver and release. I understand, acknowledge and agree that:-
I am at least 18 years of age on race day and have read, understood and agree to all the rules, terms & conditions as stated on the race website: www.RunAble.co.uk or any other managed by RunAble Ltd

• The nature of the races include but is not limited to running on roads / mountainous / varied terrain and as such are liable to changing and severe weather conditions (rain, snow, hail, sunshine, low cloud, mist, high winds). 
• The routes can be well made tarmac, hard-packed gravel, undeveloped and rugged with risks which include but are not limited to steep ascents and descents, loose rocks, mud, wet slippery surfaces, tree roots and rocks, stream crossings, ridges, high exposure, snow and ice.   
• Some of the routes will use roads, paths, tracks and trails open to public users, which include walkers, farm workers, vehicles, livestock etc.  Other risks may include, but are not limited too, encounters with animals, reptiles and insects. I acknowledge and agree to extend due care and courtesy to all users during the event’s. 
• Whilst I will be mostly using established public rights of way, I need to be aware of the race route I have planned and will navigate using the maps provided by the event organisers (where required).   
• As part of my race entry registration, I have submitted true and honest statements where required regarding my experience of competing in other ultra-distance and mountain running ,navigation events, marathons, half marathons, trail races etc.
• Participation in such an event carries with it certain inherent risks and dangers that cannot be completely eliminated, ranging from risk of minor injuries to catastrophic injuries including permanent disability and death.
• I assume full and complete risk and responsibility for any injury or accident that may occur during the event, while travelling to or from the event, or while on the premises of the event.
• For some races compulsory equipment stipulated in the race rules is necessary for my own safety during the races. I agree to carry all the stipulated compulsory equipment with me throughout the duration of the race and understand that failure to do so will result in disqualification from this and future races.
• Where stipulated I follow the route through all checkpoints in the order given and understand that taking any short-cuts between checkpoints will result in disqualification.
• I am medically able to participate in such a race, I have trained sufficiently for such an event and am physically fit in order to compete safely and look after myself on the event. Any medical condition I may have has been declared to the event organisers (The Drop) and I have no medical condition that would make my participation more hazardous.
• I consent to medical care and transportation at my cost in order to obtain treatment in the event of injury and understand that this Agreement and Waiver extends to any liability arising out of, or in any way connected with, the medical treatment and transportation provided in the event of an emergency and/or injury.
• The organiser, checkpoint staff, race marshals or medical officer reserves the right to stop me from participation due to serious injury or illness.  Should I wish to retire from the race, I must inform a race official immediately (at a checkpoint or by calling the HQ/Emergency number, this is available on individual race day info and at HQ on the morning of the event).  
• If off-road, racing out of the UK, I agree to pay any and all costs incurred for a search and rescue operation, should I fail to inform a race official immediately of my withdrawal. I understand that once withdrawn, this decision cannot be reversed. I understand that I am responsible for my own repatriation (with help from race officials where possible) and subsequent actions after withdrawing.
• I observe and obey all rules and warnings, to follow any instructions or directions provided to me by the event organiser and to abide by any decision of any race official related to my ability to safely participate in the race without complaint or recompense. 
• Participation in a The Drop event is a potentially dangerous activity and I am fully aware of the risks involved. I accept any and all responsibilities associated with competing in this event, including but not limited to, risks of injury, permanent injury, loss and death due to falls, obstacles, contact with other participants or animals, acts or omissions of other participants; effects of the weather (Such as but not limited to; hyperthermia, cold, hypoglycaemia, dehydration, sunburn, sunstroke, heatstroke, cramp, rain, snow, ice, high winds), traffic and the condition of any road, track or trail. 
• Neither the event organiser nor anyone working for the race is responsible for any personal item or property that is lost, damaged or stolen during the event. 
• I grant permission for the race organisers to use any and all images or film (video/ moving content) of me captured during the race and allow these images to be used in marketing materials including but not limited to online, print and broadcast media.
• The event organiser (RunAble) reserves the right to cancel or amend the Event in the event of weather (including, but not limited to, snow, heat, tornadoes, earthquakes, fires, storms, lightning and floods), accidents, acts of war or terrorism, military conflicts or riots or for any reason that would affect the safety and security of race participants or spectators. In the event of such cancellation, there will be no refund of your payment unless authorised by the event organiser.
• I agree to release RunAble and its staff, officials, representatives, affiliates, sponsors and volunteers from any and all liability, claims, demands, negligence, actions, and causes of actions whatsoever for any loss, claim, damage, injury, illness, legal fees or action arising out of my participation in an Run Able event. This release extends to any claim made by my family, estate, heirs, or assigns arising from or in any way connected with the aforementioned activities. 

Terms and Conditions
RunAble, events are open to competitors of all abilities over the age of 18 years.  many of our courses are suitable for wheelchair athletes (please enquire prior to entry). Where allowed competitors may compete with dogs or buggies, this is not applicable to all events. Only one individual prize can be won by any one competitor. In line with current UKA recommendations on health and safety, iPods and MP3 Players should not be worn whilst racing, the exception to this rule is where participants use bone conductive headphones with no obstruction to hearing. The entry fee is as stipulated for non-affiliated runners, both for online entries. Postal entries are not accepted. All race packs should be collected on the day of the race from registration. On-line entries will be accepted up to midday five days prior to an event day. No entries can be accepted on the day, unless stated on individual race/event webpage, Please complete the relevant medical details on the back of the race number and complete any and all relevant paperwork on the day.

1. Deferral Policy:
Participants can defer their entry to the following year's event or a similar event organised by RunAble if they are unable to participate on the event day. The deferral request must be made at least 28 days before the event day. A deferral fee may will charged, and the participant must pay the difference in entry fee if the entry fee for the future event is higher. (Deferral fee £10.00 as of 20/04/2023)
2. Refund Policy:
(a) Full Refund: If a participant requests a refund at least 40 days before the event day, a full refund will be provided, minus any transaction fees. No refunds will be provided after this period.
(b) Partial Refund: If a participant requests a refund between 21 - 40 days before the event day, a 30% refund will be provided, minus any transaction fees.
(c) No Refund: No refunds will be provided for requests made within 14 days of the event day or on the event day itself.
3. Exceptional Circumstances:
In exceptional circumstances, such as a medical emergency or pregnancy, a participant may be eligible for a full refund or deferral at any time before the event day. The participant must provide documented proof of the exceptional circumstances to be considered for a refund or deferral.
4. Transfer Policy:
Participants can transfer their entry to another person for a fee, £7.00 / transfer / person. The transfer request must be made at least 14 days before the event day. The new participant must complete the registration process and agree to the terms and conditions of the event and participant must pay the difference in entry fee if the entry fee for the event is higher that the initial entry fee.
Admin / Deferral Fees:
​We will send a Zettle online payment link to the mobile number associated with your entry.

INFORMATION FOR FEMALE RUNNERS
Below are some of the commitments we The Drop have made to ensure barriers to female participation in our events are removed. If you require any further information on the below, or feel we have missed anything, please email hello@Runable.co.uk
- Imagery/Content: Our website is dedicated to promoting inclusivity. From the homepage, through the race pages, to the results; we will always dedicate as much space and resource to the each race - women, men and non-binary. Our aim is always to feature at least as many pictures of women, as well as People of Colour and an age spread of runners in every post race page and report.
Logos: you will notice many of our logos have changed over the past few weeks to reflect the diversity of participation at our events. (We aim to have all replaced by the end of July.)
- Race description and Language: We have and will never use unnecessary terminology to make races appear artificially more difficult and as such raise a barrier to inclusion. 
- Fair Deferral/Refund policies for pregnancy and postpartum: Every RunAble race has an explicit 100% refund policy for pregnancy and postpartum. Women should feel comfortable entering our events whilst planning pregnancy, in the knowledge that they won't be disadvantaged if they do receive the good news before the race. 
- Toilets: Everywhere we can have a toilet we have. Where available, separate woman’s and mens facilities will be signposted. 
- Feminine Hygiene: You will find a small selection of products at every event. These are stored with aid station kit and defibrillator at the registration/finish desk.
- Anonymity: Any request to anonymise results, start list and/or names on trackers will be honoured.
- Mementos: all our event mementos are gender neutral.
- Breastfeeding/Expressing: We deal with any breastfeeding request, making special provision, wherever required. 
- Unacceptable Behaviour: We will treat any report of unacceptable behaviour or harassment with utmost severity, take swift action and ensure that there is an appropriate outcome/penalty for it.
- Cut offs: Our cut offs for RunAble events are in place to allow the maximum time to finish the event. Cut offs are based around the usual finish times for previous RunAble events and as such are generous. Unlike many events out there, we are not super strict on cut offs but would ask that if you feel you would need more time please contact us and we will make the event cut offs work for you. We can and will have walkers finish our events but we are primarily for runners.
We would love to hear from you on anything that the above policy raises, or for further clarification please email hello@runable.co.uk

Use of Cookies
This website uses cookies to better the users experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer / device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user's computer / device. Cookies are small files saved to the user's computers hard drive that track, save and store information about the user's interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website. Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors. This website uses tracking_ software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computers hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google's privacy policy here for further information [ www.google.com/privacy.html]. Other cookies may be stored to your computers hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.

Contact & Communication
Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 1998. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk. This website and its owners use any information submitted to provide you with further information about the products / services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Or whereby you the consumer have previously purchased from or enquired about purchasing from the company a product or service that the email newsletter relates to. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.

Email Newsletter
This website operates an email newsletter program, used to inform subscribers about products and services supplied by this website. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion. Some subscriptions may be manually processed through prior written agreement with the user. Subscriptions are taken in compliance with UK Spam Laws detailed in the Privacy and Electronic Communications Regulations 2003. All personal details relating to subscriptions are held securely and in accordance with the Data Protection Act 1998. No personal details are passed on to third parties nor shared with companies / people outside of the company that operates this website. Under the Data Protection Act 1998 you may request a copy of personal information held about you by this website's email newsletter program. A small fee will be payable. If you would like a copy of the information held on you please write to the business address at the bottom of this policy. Email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no far a comprehensive list]. This information is used to refine future email campaigns and supply the user with more relevant content based around their activity. In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers are given the opportunity to un-subscribe at any time through an automated system. This process is detailed at the footer of each email campaign. If an automated un-subscription system is unavailable clear instructions on how to un-subscribe will by detailed instead.

External Links
Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar to; www.thedropuk.co.uk or Canal Side Dash.) The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Adverts and Sponsored Links This website may contain sponsored links and adverts. These will typically be served through our advertising partners, to whom may have detailed privacy policies relating directly to the adverts they serve. Clicking on any such adverts will send you to the advertisers website through a referral program which may use cookies and will track the number of referrals sent from this website. This may include the use of cookies which may in turn be saved on your computers hard drive. Users should therefore note they click on sponsored external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned. Social Media Platforms Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively. Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email. This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls [www.RunAble.co.uk] (this is an example: goo.gl/x6sRjG). Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.

Privacy
This document is for compliance with the Data Protection & Privacy legislation.
This Privacy Notice explains the:
 

• Identity and contact information of the data controller
• Legitimate interests of the data controller or third party (if applicable)
• Purpose of the processing and the lawful basis for the processing
• Categories of personal data to be processed
• Details of whether personal data came from direct or indirect sources
• Recipients or categories of recipients of the personal data
• Details of data transfers to a third country and safeguards
• Length of time personal data is processed and any criteria used to establish the length of time the data is processed
• Data Subject's Rights (Your rights)
• Right to complain to the supervisory authority/regulator
• Details of any part of a statutory or contractual requirement and possible consequences of failing to provide the personal data
• The existence of any automated decision making, including profiling and information about how decisions are made

What products and services are covered by this notice?
This Privacy Notice applies to the information that we may obtain from you through your use of our website(s) or personally when visiting us; collectively called the “Services”. If you have any questions or need more information about these Services, please contact us at the email address in the Contacting Us section of the website.
Data Controller
For the purposes of the data protection & privacy legislation the Data Controller is: The Drop Race UK Limited  (“I”, “we”, “us”, “our”) Legal Status: Company number 13319126    

Contacting Us
If you have any questions about our Site or this Privacy Notice, please contact us:

• by email at Hello@RunAble.co.uk 
• by telephone on +44 7549309086
• or by post at RUNABLE, Unit 1, Gledholt Sidings Business Pk, Allen Row, Paddock, HD1 4RR

Purpose and legitimate interest.
How do we use the information we collect?

We may use the information we collect for a variety of purposes, including to:

• provide you with the services, or information that you have asked for;
• provide you with Race Day Info;
• Coalition of results;
• keep a record of your relationship with us
• send you correspondence and communicate with you in relation to our services;
• meet our legal obligations;
• protect your vital interests;
• respond to or fulfil any requests, complaints or queries that you may have;
• understand how we can improve our services or information;
• generate reports on our work and service; and
• safeguard our customers, suppliers, visitors and contractors.

Lawful Basis of Processing:
General Personal Data:

1. Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
2. Processing is necessary for compliance with a legal obligation to which the controller is subject. 
3. Processing is necessary in order to protect the vital interests of the data subject or of another natural person. 
4. Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.
5. The data subject has given consent to the processing of his, her or their personal data for direct marketing purposes.  Consent may be withdrawn at any time and each communication will include details of how to change your preferences or unsubscribe. (See Children below).

Special Category Personal Data

1. The data subject has given explicit consent to the processing of those personal data for one or more specified purposes;
2. Processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent.

Categories of personal data and Sources
What information do we collect from you, and how is it used?
Direct:
You can visit our premises and/or website without telling us who you are and without revealing any personal information about yourself. To provide full service however and if contacting us directly by other means, we will most often need to collect some personal information. For instance, we collect information about you when you complete and online form, register a booking and when you create or modify your personal data for one of our Services.
​The types of Information we collect may include:
Purposes of processing Categories of individuals Categories of personal data Customer Online Enquiries and Orders Customers  Contact details Financial details Contact details Health detailsFinancial details Stock Ordering Suppliers Contact details Financial details

Children:
We do not facilitate processing personal data of data subjects under the age of consent (children (13)) for our services.  
Indirect:
From cookies: We may also collect “cookie” information that we may save to your computer or electronic device. If you do not accept cookies, you may not be able to use all functionality of our on-line Services. For specific information on cookies, please read our cookie policy.
Logs: We may record certain information and store it in log files when you interact with our Services. This information may include Internet protocol (IP) or other device addresses or ID numbers as well as browser type, Internet service provider, URLs of referring/exit pages, operating system, date/time stamp, information you search for, locale and language preferences, your mobile carrier, and system configuration information.
Analytics: We and our analytics providers also collect and store analytics information when you use our Services to help us improve our Services. We make sure this data is anonymous by not connecting any analytics data to personally identifiable data such as a name, email address, physical address, or phone number.
Social Media: There may be instances where our website features social sharing buttons, which help share web content directly from web pages to the respective social media platforms. You use social sharing buttons at your own discretion and accept that doing so may publish content to your social media profile feed or page. You can find further information about some social media privacy and usage policies in the data transfers, data processor information section below.
Public sources: Personal data may be obtained from public registers (such as Companies House), news articles, sanctions lists’, and Internet searches.

How might we share information?
We are not in the business of selling your personal information. We consider this information to be a vital part of our relationship with you. There are, however, certain circumstances in which we may share your personal information with third party data processors, as set forth below:
With your consent: We will not share your personal information with companies, organisations, or individuals who are not associated with us unless we have your consent to do so.
Payment Processing: We use a third-party service provider to manage credit card processing. This service provider is not permitted to store, retain, or use billing information except for the sole purpose of credit card processing. 
Where we are required to do so under statutory obligation: HMRC, Accountants and other professional service organisations
Compliance with Laws and Law Enforcement Requests; Protection of Our Rights: We may disclose your information (including your personal information) to a third party if:
 

• We believe that disclosure is reasonably necessary to comply with any applicable law, regulation, legal process or governmental request
• To protect the security or integrity of our products and services
• To protect our property, rights, and safety and that of our customers or the public from harm or illegal activities
• To respond to an emergency which we believe in the good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any person; or
• To investigate and defend ourselves against any third-party claims or allegations.

Business Transfers:
We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. We will notify you of such a change in ownership or transfer of assets by posting a notice on our website.

Data Transfers:
We store your data on secure servers when you interact directly with us or by visiting our website.  We take appropriate organisational and technical measures to protect your personal information that we hold. We limit access to personal information to those who we believe reasonably need to come into contact with that information in order to carry out their day-to-day activities.
All data processors acting on behalf of the data controller have appropriate safeguards in place.
Data Processor Information
The following third-party service providers are used by us and only process data in accordance with the instructions from the data controller:
Organisation    Purpose of Processing    Country
Weebly Website Hosting    EU
Facebook Ireland Limited    Facebook Social Media Business Page    Ireland
Facebook Ireland Limited    Instagram Social Media Business Page    Ireland
How long will we keep the personal data?
Retaining some data may be subject to a statutory retention period and this must be adhered to, (to keep certain data for a minimum period of time). This may include personal data (name, address, contact details), but on expiry of such statutory requirement, such data will be destroyed securely. Where possible any personally identifiable data will be anonymised or pseudonymised.

Statutory or other requirements:
The data controller may process personal data as part of a statutory requirement, and/or as part of any contractual agreement.  Not supplying the required personal data may affect the provision of the controller’s services; for example, an email to furnish with updates information etc. or an address to fulfil an order.
Profiling and Automated Decision Making
No profiling or automatic decision-making processes are undertaken by the data controller in respect of any personal data processing activities.
Your rights
Your fundamental rights as a Data Subject are:
 

1. The right to be informed
2. The right of access
3. The right of rectification
4. The right of erasure (often known as the right to be forgotten)
5. The right to prevent processing
6. The right to data portability
7. The right to object
8. Rights in relation to automatic decision making and profiling

Under the right of access (2), you have the right to have:

• confirmation that your data is being processed;
• access to your personal data; and
• other supplementary information

So that you are aware of and can verify the lawfulness of the processing.
Your right to access can be exercised by contacting the data controller as above. 
Not all fundamental rights are absolute.

Your right to complain to the Commissioner:
You have the right to complain about organisations processing your personal data.  You can exercise this right by contacting the Commissioner as follows:

Head office
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number