TERMS AND CONDITIONS RMS PTA 10K PAIRS RELAY
Participation in and/or attendance at the EVENT is subject to and conditional upon the following terms and conditions:
RACE DIRECTOR CONTACT INFORMATION: firstname.lastname@example.org
DATE/TIME OF EVENT: WEDNESDAY 29th JUNE 2022 AT 7PM AT ROBERT MAY’S SCHOOL, ODIHAM (“RACE DAY”).
“US”, “WE” or “OUR” means the organiser of the EVENT which is Robert May’s School Parent Teacher Friends Association (“RMS PTFA”).
“YOU” or “YOUR” refers to each PARTICIPANT separately .
“EVENT” means the ROBERT MAY’S SCHOOL PTFA 10K PAIRS RELAY.
“PARTICIPANTS” means those registered for and taking part in the EVENT.
2.1 The EVENT is open to Robert May’s School pupils, their parents/carers, and their family members.
2.2 PARTICIPANTS in the EVENT must be at least 11 years old on RACE DAY.
2.3 PARTICIPANTS who are aged under 18 must be registered by a parent or legal guardian on their behalf. Parents or legal guardians registering on behalf of a PARTICIPANT shall be deemed to have accepted these terms and conditions on the PARTICIPANT’S behalf and further agree to take full responsibility for such PARTICIPANT on RACE DAY.
2.3 The closing date for entries is one week before RACE DAY.
2.4 Entries on RACE DAY will be allowed if there are spaces vacant after the closing date for entries.
2.5 Transfers of race numbers due to illness or injury are allowed, provided details of the new entrant are provided to the Race Director by email before RACE DAY or the transfer is agreed with race officials at the registration area on RACE DAY, before the race starts.
Although every reasonable effort will be made to limit any possible reason to cancel the EVENT, there are some things that for safety or organisational reasons may mean that the EVENT is unable to take place and RMS PTFA reserve the right to cancel the EVENT without notice in the case of, but not limited to:
3.1 Failure to reach a minimum number of PARTICIPANTS.
3.2 In the event of force majeure i.e., unforeseen irredeemable circumstances beyond our control such as, but not limited to, severe weather, national health and safety requirements to stop the spread of infectious diseases or major accidents.
3.3 In the event of the EVENT having to be cancelled due to unforeseen circumstances there will be NO REFUNDS as the EVENT is run on a not-for-profit basis with all proceeds, minus expenses to put on the EVENT, going straight back to the school for the benefit of RMS students. If you have any queries or concerns over refunds for unforeseen circumstances then please email the Race Director.
3.4 In the event of the EVENT having to be cancelled WE will take all reasonable steps to try and reschedule the EVENT at the earliest opportunity before the end of the school term. If WE are unable to reschedule the EVENT before the end of the school summer term PARTICIPANTS will be moved over to next year’s EVENT without extra charge.
4.Changes to the EVENT:
4.1 The organiser RMS PTFA, reserves the right to make any necessary changes to ensure the safety of PARTICIPANTS and spectators and the efficient running of the EVENT without prior notice.
5.1 YOU, the PARTICIPANT, agree to abide by the terms and conditions of the EVENT as set out in this document including the following:
a. To follow all instructions given by the EVENT organisers, first aiders and Marshalls,
b. To arrive in plenty of time to register and collect your team race number,
c. To not leave any litter on the site after the EVENT,
d. To display your race number at all times whilst participating in the EVENT,
e. Not to deviate from the official signed route,
f. Not to use headphones whilst participating in the EVENT, and
g. Whilst refreshments will be available at the EVENT, all PARTICIPANTS in the RACE agree to supply their own water/hydration needs for the entire RACE in a reusable bottle whilst competing. This is to limit the amount of plastic that the event produces.
5.2 Parents are to take responsibility at all times for their children’s safety and behaviour whilst attending or participating at the EVENT.
6.PARTICIPANT ejection from the event:
WE reserve the right to ask any PARTICIPANTS to leave the EVENT site at our reasonable discretion, including but not limited to if they:
6.1 Arrive intoxicated.
6.2 Act in a manner that may endanger others, cause harm to the environment or cause serious offence.
7.PARTICIPANT withdrawal and refunds:
7.1 If YOU are unable to take part in the EVENT and decide to withdraw please email the Race Director before RACE DAY.
7.2 RMS PTA generally operates a no refund policy for withdrawals due to illness, change of circumstances or injury as WE are a non-profit organisation that raises money to directly help and support the learning for students at RMS. If however you would like to discuss your particular circumstances with the event organisers please email the Race Director.
7.3 WE do offer transfers of race numbers between PARTICIPANTS for one or both pairs team members if they are unable to compete. The deadline for race number transfers is on RACE DAY at the registration area but enough time must be left by the PARTICIPANT team members to be able to complete the transfer before the race starts.
Whilst every reasonable effort is made to provide as safe a route as possible, by taking part in the EVENT you are accepting and agreeing that YOU the PARTICIPANT are:
8.1 physically fit and healthy enough to take part in the EVENT,
8.2 aware there is an element of physical risk in taking part in the EVENT, and
8.3 taking part in the EVENT at your own risk.
9.Limitation of Liability:
9.1 Whilst being fully aware of and committed to OUR duty of care to YOU, RMS PTFA does not accept liability for any loss of YOUR personal property/belongings or for illness or injury suffered by YOU whilst attending and/or participating in the EVENT.
9.2 In the event of cancellation of the EVENT or a PARTICIPANT’S entry for any reason, the Organiser will have no responsibility for any costs or expenses incurred by a PARTICIPANT as a result of cancellation, including any travelling or accommodation expenses
10.Data Protection and Privacy:
RMS PTFA wants to ensure that Data Protection at the EVENT complies with national guidelines. These are that Data is:
1. Processed securely
2. Updated regularly and accurately
3. Limited to what WE need
4. Used only for the purpose for which it is collected and
5. Only used for marketing purposes if the individual has given US consent to do so.
Data is collected by RMS PTFA and as the data controller we will securely keep your data on our entry system delivered by the WordPress platform using Ninja Forms Plugin. Data will only be used for the purposes of communicating event information to PARTICIPANTS and will not be given out to any third parties without your consent to do so. Entry form submissions will be stored on OUR WordPress database and accessed through OUR WordPress dashboard. WE use Premium Wordfence as OUR security plugin to protect OUR website against hacks and malware.
By participating in or attending the EVENT you agree to OUR Data processing policy:
1. Limited Data is downloaded to private laptops to communicate with PARTICIPANTS and when publishing names and times after the EVENT. This is limited to:
• Email address
• Finishing time and position
• Club affiliation if applicable
2. Data downloaded to laptops will be password protected with strong passwords.
3. Permission to use Data in results will be asked of PARTICIPANTS. See wording below:
“You agree that we publish your personal information as part of the results of the EVENT and may pass such information to the England Athletic/UK Athletic governing body or Association of Running Clubs or any other affiliated organisation for the purposes of insurance, licenses or for publishing results either for the event alone or combined with or compared to other events. Results may include (but not be limited to) name, any club affiliation and race times.”
4. Information email will be sent to PARTICIPANTS before the EVENT. This is the purpose for which the Participant’s email address was collected.
5. Permission will be asked of PARTICIPANTS to send them marketing information for next year: Please see wording below:
“You are also consenting to us using your email address to send you information about the EVENT this year as well as marketing information about the EVENT the following year.” An additional box has been added to the entry form to ask people to opt in to this.
6. Breach of Security:
If a breach in security occurs it must be reported straightaway to the Race Director – Clare Bennett.
7. Subject Access Requests:
Any request for the information held on an individual should be made to the Race Director. A log will be kept of the date and time of all actions relating to such a request.
Once Data has been used for marketing purposes in the year after the EVENT the Data will be deleted from all computers. The maximum length of time that Data will be held is 12 months.
11.Use of Photos:
11.1 By completing the entry form for the EVENT you are consenting to YOUR or your child’s photograph being taken and published for the purposes of RMS PTFA social media and Robert May’s School website only.
11.2 PARTICIPANTS and spectators are allowed to take their own photographs of the EVENT but these must be for personal use only and are not to be shared on any individual’s personal social media platform(s) or website(s).
12.1 YOU agree that in case of any invalid, void or unenforceable provisions the rest of this document remains in full force and effect.
12.2 YOU agree that the contract confers no rights to 3rd parties – these terms and conditions are just between US and YOU the PARTICIPANT.
12.3 These terms and conditions are governed by English Law and the English Courts shall have exclusive jurisdiction in relation to them.
Terms and conditions written by Clare Bennett, dated 3rd March 2020 and updated on 27th April 2022.
Next review date due: April 2023.
Contact email: email@example.com
These Terms and Conditions can be downloaded here