Terms and conditions for entry into races organised by Spirit of Monmouth Running Club
Document Purpose
This document sets out the terms and conditions of race entry into any racing event organised by Spirit of Monmouth Running Club, including, but not limited to, how to participate, obligations of participants, risk and liabilities and compliance to statutory legislation, specifically General Data Protection Rules (GDPR).
Scope
In scope
The scope of this document includes both members and non-member of Spirit of Monmouth Running Club who register to participate in any racing event organised by Spirit of Monmouth Running Club.
Out of scope
Any individual who attends an organised Spirit of Monmouth Running Club event but is not a registered event participant. This includes spectators and supporters known to event participants.
Document Maintenance
This document form parts of the operating principles of Spirit of Monmouth Running Club and, as such, will undergo an annual review.
Last review: December 2022
CONTENTS
- Race Registration and Entry
- Cancellations and Refunds
- Changes to the Race
- Obligations of Participants
- Participant Risk and Liability
- Data Protection (General Data Protection Regulation – GDPR)
- Use of Images
- Race Registration and Entry
By registering for a Spirit of Monmouth Running Club race the participant agrees to abide by these Terms and Conditions.
Participants must enter Spirit of Monmouth Running Club races via the method described in the information provided in advertisements or other information regarding the race provided by Spirit of Monmouth Running Club (such as on the Spirit of Monmouth club website or specific race website).
Transfer of entries to another individual will be permitted if the transfer is requested prior to the transfer deadline date for each race (see “Obligations of Participants” below). An administration fee may be charged.
- Cancellations and refunds
Should the race be cancelled because of circumstances beyond the reasonable control of Spirit of Monmouth Running club a refund will not be paid nor compensation for travel or accommodation costs reimbursed. This includes circumstances such as but not limited to, acts of God, epidemics (or pandemics) or disease, explosion, terrorism, insurrection, terrorist acts (or the threat of terrorist acts), sabotage, strikes.
Spirit of Monmouth Running Club reserve(s) the right to cancel, delay or postpone the race due to events beyond their control on the day. This may include adverse weather conditions or due to instructions from the emergency services.
In the event of cancelation or postponement Spirit of Monmouth Running Club will transfer the participant’s entry to the next version of the race, free of charge. If the participant is unable to compete on the revised date, they will be offered an entry for a future date or a transfer of their entry to another individual (see “Changes to the race” below).
If the participant is unable to participate, or no longer wishes to participate, no refund will be given. However, Spirit of Monmouth Running Club will endeavour to ensure a transfer of the entry can be effected to another individual if this occurs before the published transfer deadline for the race.
- Changes to the race
Spirit of Monmouth Running Club reserves the right to make changes to the event such as the start time or race route, even at short notice. All changes will be communicated to participants as soon as possible so participants can make changes to their own plans. In some instances early notification may not be possible. In these circumstances the details noted under “Cancellations and refunds” above will apply.
- Obligations of participants
Participants must:
- abide by these Terms and Conditions
- provide valid personal data and information with their entry (see “Data Protection” below)
- read any information sent to them by Spirit of Monmouth Running Club pertaining to the race they have entered
- abide by the instructions of officials and marshals before, during and after the race
- act responsibly during the race so as not to hinder other runners or act in a way which may cause harm to other participants, officials or any other individual who is present at the event.
Participants must:
- Not transfer their number/recording chip to another individual, unless pre-arranged via the agreement transfer process defined for the event.
- Not be under the influence of drugs or alcohol
- Not wear headphones or any audio device
- Not participate if they are under the minimum age limit specified for the race.
Spirit of Monmouth Running Club reserves the right to disqualify any participant from the race and any future Spirit of Monmouth Running Club races who do/does not abide by the above.
- Participant risk and liability
Participants are responsible for ensuring that they are medically fit and healthy to compete in the registered event. Participants are also responsible for ensuring that they have undertaken appropriate training and preparation prior to participation in the event.
All participants entering a Spirit of Monmouth Running Club race do so at their own risk. Although Spirit of Monmouth Running Club undertake risk assessments of all their races, it is not possible to eliminate all risks posed by uneven ground, poor weather etc.
Spirit of Monmouth Running Club will not be liable for any loss of profit, reputation, business or otherwise suffered in any form by participants taking part in the race.
- Data protection (General Data Protection Regulation – GDPR)
Spirit of Monmouth Running Club will not misuse or share participant’s personal data (except for medical reasons; see “Use of images” below). However, this data will be used for the purposes of the successful management of the event, including the publication of race results.
Spirit of Monmouth Running Club will not store any personal data for longer than is needful. In most circumstances the requirement is to maintain participant information for 6 years.
The specific regulatory details are:-
Outdoor events – All records relating to the organisation and management of outdoor events (see Limitation Act 1980, Section 2 – https://www.legislation.gov.uk/ukpga/1980/58/section/2 ), are to be retained for 6 years.
Participants agree to the sharing of their personal data with medical personnel in case of emergency.
- Use of images
By entering Spirit of Monmouth Running Club races participants grant Spirit of Monmouth Running Club the right to use their image captured during the race for press and publicity use.
Participants may use any images they produce of the race for personal, not commercial, use only.
Version Control
| Ref | Author | Details | Date |
| 1.0 | Stuart Penny – Chair | Initial draft | October 2020 |
Document Approval
| Ref: | By Whom | Date |
| 1.0 | Full committee review and sign off | October 2020 |