2020 Terms and Conditions

 

The Runners Medical Resource hosts best practice knowledge on medical issues relating to road running events. In addition to maintaining content on their website the group have published the ‘Good Practice Guide for Medical Services at UK Road Races’ and has been appointed as the official Medical Advisory Group for runbritain – British Athletics’ strategic management group for road running in the UK.
http://www.runnersmedicalresource.com/en/

This race event participation agreement (Agreement) is a legal agreement between you (You) and Kidney Wales a registered charity with number 0700396 whose registered office is at 2 Radnor Court, 256 Cowbridge Road East, Cardiff, CF5 1GZ (Organiser or Us or We) for:
the Cardiff 10K that is due to take place on Sunday 6 September 2020 (the ‘Event’).

For specific race enquiries please contact: Cardiff10k@kidneywales.cymru

IMPORTANT NOTICE
By checking the box, you are accepting that You agree to the terms of this Agreement and agree to be bound by it.

STANDARD TERMS & CONDITIONS
The Event is organised by Us in conjunction with our events delivery company Front Runner Events.
Your right to compete in the Event is dependent on You fulfilling the following criteria:
a. You must complete the on-line race entry form, giving full and accurate information;
b. You must meet the race entry criteria stated in clause 3 below;
c. You must agree to be bound by the race day rules stated in clause 4 below;
d. By agreeing to these Terms & Conditions You have effectively signed a disclaimer to allow participation in the Event;
e. You must pay the race entry fee (the ‘Fee’); and
f. You must have received an email from Us (or Our Agents) advising You that You have been accepted as a competitor in the Event.

The race entry criteria referred to at clause 2(b) is:
a. You are the age of 15 years or over on the day of the Event; there is no minimum age for the 2K Race, however, children under the age of 8 must be accompanied by an adult who is also registered to race.
b. You are physically fit, in good health and capable of completing the full distance of the Event (6.2 miles) within 2 hours;
c. You have notified Us of any known medical condition in advance of taking part in the Event by completing the relevant section of the Event online application during your registration and We have confirmed in writing that (without prejudice to clause 2(d) and clause 15) You are not excluded from the Event on the basis of information You have given to Us (Please note that You may be required to supply Us with a medical certificate signed by your doctor confirming that You are fit to take part in the Event).
The race day rules referred to at clause 2(c) above are:
a. The rules governing competitors on the day of the Event are those of the UK Athletics Association known as the “UK Athletics Rules for Competition”.
A copy of these rules can be found at:
http://www.britishathletics.org.uk/competitions/rules/;

  • You will be provided with a race number that must be worn on the front of your t-shirt and must be visible at all times during the Event. Before competing in the Event, You must complete the contact and medical details form which can be found on the reverse of your Event race number in case of medical emergency;
  • If You are issued with a timing chip at the Event You are responsible for wearing the timing chip during the Event in accordance with instructions given to You by Us. It is a condition of the Event that You cross all timing mats provided and are recorded passing any timing or recording points on the route;
  • You will not be permitted to take part in the Event if You arrive later than the scheduled start time of the Event;
  • Gun time is the official time used for all prize results. Official times are calculated from the start of the race by the starting claxon to the point where the participant crosses the finish line.
  • Times shall be rounded up to the next highest second.
  • Gun time is the official time used for all prize results. Official times are calculated from the start of the race by the starting claxon to the point where the participant crosses the finish line.
  • You must not be under the influence of drugs or alcohol during the Event;
  • You must follow instructions as given from all Event officials including race marshals, stewards and members of the medical team. Failure to follow instructions given may lead to your disqualification from the Event;
    Race marshals, stewards and members of the medical team at the Event have authority to disqualify You from the Event and ask You to leave the race course should they consider that You are putting your own safety and welfare, or the safety and welfare of others, at risk
  • You must respect and follow instructions from all Event Staff & Management at all times during the race. If you are found to be verbally or physically abusive to Staff, Volunteers, Spectators or fellow runners we reserve the right to disqualify you from the race & ban you from future races
  • The use of wheeled devices by participants or any other person authorised to be on the course shall be strictly limited to (a) authorised and registered competitive wheelchair participants and (b) authorised course marshals on bicycles. Baby joggers, baby strollers, skateboards, rollerblades, Kangoo Jumps, stilts, crutches, unauthorised bicycles or any other wheeled device will not be permitted.
  • Toilet facilities are provided at the start / finish of the course and along the course at various intervals. Should You urinate or defecate anywhere along the route other than in a recognised toilet facility You will be disqualified from the Event;
  • The Event will not accept responsibility for any parking tickets/fines incurred by You during the time of the Event.
  • If You are found by a race marshal, event official or surveillance equipment to have gained an unfair advantage by intentionally shortening the route of the race You shall be immediately disqualified from the Event;
  • Any disputes arising at the Event shall be referred to the Event Referee and / or Event Director(s) whose decision shall be final
  • Copies of licences for the Event will be available at the Event and can be inspected upon request.

Transfer / Deferrals / Refunds

  • Your entry into the Event is transferable, meaning that another person can compete in the Event under your competitor number in your place should you wish to Transfer. No refund will be made and there is a minimum charge of at least £5 (Plus admin charges) to be paid by the transferee. All transfers must be made no later than 5pm on Thursday 23 July . In the event You are found to have transferred your race entry to another person, without following the Event procedure your race number will be disqualified from the Event.
  • Your entry into the Event can be deferred. Deferment can occur once and must be into the subsequent event. No refund will be made and there is a charge of £5 (plus admin charges). All deferrals must be completed by 5pm Thursday 23 July 2020.
  • If following your application to enter the Event You subsequently decide for whatever reason not to compete in the Event, you may withdraw from the Event.
  • A participant may withdraw free-of-charge  up to 7 days after payment of the event fee (cooling off period), up until the transfer deadline date of 23 July 2019. After this point race packs are put into production immediately (which is the stage at which the cost of their entry is incurred by the organisers) therefore the cooling off period will not apply.  The processing fee which is added onto the entry fee from our entry form provider and any extra items you purchase at point of entry is non-refundable.
  •   Notice of withdrawal from the event must be communicated by emailing ccardiff10k@kidneywales.cymru stating clearly the desire to withdraw and putting the word WITHDRAWAL in subject line of the email. Withdrawals will not be accepted by telephone or via social media channels.  After the expiry of the 7 day post payment period, the entry fee will not be refunded under any circumstance (including illness or injury, military deployment, pregnancy or shift pattern changes)  We are not able to offer refunds for duplicate entries. It is your responsibility as the runner to ensure you have not already registered for the event.
  • Use of discount codes are restricted to the original recipient only. Misuse of these codes will result is disqualification from this event and any future events – refunds will not be issued.
  • Applications to enter the Event shall be refused when the course cap is reached, or if this is not reached, after midnight on Monday 10 August
  • We reserve the right and shall have absolute discretion to delay, cancel or suspend the Event due to extreme inclement weather or other extreme weather conditions, an incident on or near the race course or any other emergency or extraordinary circumstance (including without limitation in cases of riot (or threatened riot), act or threatened act of terrorism, sabotage, labour disputes or strikes, acts of governmental or non-governmental authority). Should We delay, cancel or suspend the Event for any of these reasons You shall not be entitled to receive a refund of the Fee and We shall not be liable for any losses You may suffer as a result.
  • Should a major incident occur along the race course, we reserve the right to amend the race route and / or to shorten the race distance and / or to stop the race. Should this occur You shall not be entitled to receive a refund of the Fee and We shall not be liable for any losses You may suffer as a result.
  • We reserve the right to refuse or cancel your application to enter the Event in our absolute discretion (including without limitation if You fail to meet the criteria in clause 2 above), including any duplicate application that You may make.
  • Without prejudice to clause 7 and clause 9 and clause 10 We reserve the right to alter the date of the Event, alter the course route or alter the course distance of the Event.

IMPORTANT NOTICE – GENERAL LIMITATION OF LIABILITY:

  • You acknowledge that You are entering the Event at your own risk.
  • By entering into this Agreement and by competing in the Event You confirm that You are of sufficient health and fitness to compete in the Event.
    Save in the event of any negligent or wilful act or omission on its or their part, neither the Organiser nor its officers, agents, employees, licensees or assignees, sponsors or medical advisers shall be liable to You for death or personal injury, or damage to your property or for any other loss of whatever nature suffered thereby whether during preparation for the Event, during the Event or after the Event.
  • Without prejudice to the generality of clause 15, neither the Organiser nor its officers, agents, employees, licensees or assignees, sponsors or medical advisers shall be liable to You for any actions of any spectators or any third party at the Event.
  • Baggage facilities will be provided for use by competitors at the Event. Without prejudice to the generality of clause 15, should You choose to use these baggage facilities You agree that We shall not be liable for any loss, theft or damage to your property.
  • Participants accept that they must enter their postal address correctly when registering in order to receive their race pack on time. Any packs not received due to runner error upon registration will need to be collected on the day of the race and will be charged a fee of £5 per pack. 
  • It is agreed that You shall indemnify the Organiser and/or its employees and agents, licensees and assignees and sponsors and medical advisers from and against all costs, claims and demands (including reasonable legal fees) arising out of matters for which You are liable under this Agreement.
  • Participation is at the participants own risk. Participants under the age of 18 must have permission from their legal parent or guardian to take part
  • The organiser, its staff, agents or contactors shall not be liable for indirect or consequential loss or damage
  •   The Organiser will not be liable for any computer result anomalies or any technical malfunctions.
  • Whilst the Organiser takes every care with staging the event, the participant acknowledges that personal accident and personal items insurance is their own responsibility. The organiser shall not be liable to the participant for any loss or damage of or to personal equipment belonging to the participant, or any indirect or consequential loss or damage whatsoever arising out of the participant taking part in the event, or for any loss of business, revenue or profit, loss of reputation, anticipated savings or wasted expenditure, pledges made on your behalf or to charity.
  • Whilst the organiser attempts to ensure all runners receive the tshirt size ordered upon registration, this cannot be guaranteed.
  •  The Organiser will not be responsible for the behaviour of any spectators or third parties.
  •  The Organiser cannot be held responsible for any issues or allergies resulting from food and drink products given out on the day of the event.

IMPORTANT NOTICE – USE OF INFORMATION:

  • We will share data with our service providers and UK Athletics Limited and Welsh Athletics Limited to the extent necessary to provide services at the Event. This data will include the number of competitors expected to compete at the Event and any medical information entered against your race number or collected by medical advisers during the Event. By entering into this Agreement, you consent to Us using and sharing your information in this way.
  • We may also share your personal information (which shall include any fundraising activities You carry out during the Event) with associated race partners and charities. By entering into this Agreement, you confirm your consent to our sharing of your information in this way.
  • We may also share your personal information with associated race partners and charities. By entering into this Agreement, you confirm your consent to our sharing of your information in this way.
  • By entering the Event and in the event of a serious injury or hospitalisation You agree to the sharing of your details and condition (Data) between Front Runner Events Limited and the NHS, Hospital, Doctors, Nurses, Paramedics or anyone charged with the management of Your medical care. Front Runner Events Limited will only be permitted to discuss such matters with the Race Medical Director, Race Medical Team, Event Management Team, NHS, Doctors, Nurses, Paramedics or anyone charged with the management of your medical care and those named on the rear of the race bib or Next of Kin You named upon entering the Event.
  • Due to the nature of the Event, you may be photographed or videoed at the Event. By entering into this Agreement, you give Us together with our Event sponsors permission to use any photographs or videos taken of You at the Event throughout the world in all and any media, including in any promotional and advertising material of ours or our sponsors. You confirm that You do not object to Us or our sponsors storing copies of the photographs taken or videos filmed for use in connection with any promotional or advertising activities.
  • Our terms and conditions are reviewed periodically, and We reserve the right to amend them accordingly. You are expected to review our website so as to be aware of any changes. You agree to be bound by any modification or supplement to this Agreement that is published prior to the Event.
  • Event Administration: The Organiser requires a record of each participants registration details including third party emergency contact information for administration purposes in order to properly and safely conduct the event. By registering for the Cardiff 10K you acknowledge and agree that personal information (including medical information entered against your race number or collected by event medical staff during or after the Event) can be stored and used by Race Organisers Kidney Wales and our delivery partners Front Runner Events and TDL in connection with the organisation, promotion and administration of the Event and for the compilation of statistical information. Any personal data, with the exception of Names, race times, age category, will be deleted within 5 years on the first working day of January of that year. All data is held on password protected computer systems. You can obtain the information that is held about you, request its rectification and request it’s erasure by contacting cardiff10k@kidneywales.cymru. Participants confirm that their name and video footage, audio recordings or photographs taken during their participation may be used to publicise the event, event sponsors/partners and Kidney Wales and the Cardiff 10K generally, including television, website and DVD/video broadcasts.
  •  Email/SMS Communication: The organiser will use the participants contact data submitted on the online form to send the participant information relating to the event. Contact data may also be used to contact the participant about other events and any further categories of news and promotional information as the participant may have requested on the Online Registration form. The participant acknowledges and agrees that the race organisers may contact the participant following the event inviting the participant to submit or renew his/her registration for future events. If you wish to be excluded from these event messages please contact cardiff10k@kidneywales.cymru. The participant accepts that the Cardiff 10K’s photography partner will be able to email them post event regarding the purchase of participant photos from the event.

This Agreement shall be governed by English and Welsh law and the parties agree to submit to the non-exclusive jurisdiction of the courts of England and Wales.

By checking the box, You confirm that You ACCEPT these terms and conditions and agree to be bound by them

 

 

 

 

Privacy Notice

This privacy notice explains how Kidney Wales (we or us) of 2 Radnor Court, 256 Cowbridge Road East, Cardiff, CF51GZ, collects, stores and uses your personal information.
We are the data controller of your personal information.
If you have any queries about this privacy notice or wish to exercise any of the rights mentioned in it,
please contact our Data Protection Officer, either in writing at 2 Radnor Court, 256 Cowbridge Road East, Cardiff CF5 1GZ or via email at team@kidneywales.cymru

Collection of your personal information
We use personal information about you in the following ways:
• to confirm your identity when you sign up to a race;
• to consider and assess your application to enter a race;
• to provide you with information that you ask us for and notify you about changes to our services;
• to publish race results, photographs and videos
• to provide you with information about other events that we think you may be interested in;
• to communicate with you in response to any request, query or complaint that you may have;
• to improve our website and social media channels to ensure that content is presented in the
• most effective manner for you and for your computer; and
• to keep our website safe and secure.
Your personal information may be converted into statistical or aggregated data which cannot be used
to re-identify you. It may then be used to produce statistical research and reports. This anonymised
data may be used in all the ways described in this privacy notice.
• What personal information do we collect?
We collect the following information from you:
• Your title, full name, your contact details, including for instance your email address, home and mobile telephone numbers, next of kin details;
• Your home address, correspondence address (where different from your home address) and
address history;
• Your date of birth and/or age;
• Your gender
• Your nationality, if this is necessary for us to comply with our legal and regulatory requirements;
and
• Some special categories of personal data such as about your health such as any known
• medical conditions and any medication that you may be taking.
• Do you have to provide your personal information to us?
If you do not provide us with the personal information we need, we may be unable to provide you with our services or we may be unable to process your application to enter into our race.
• Where do we collect your personal information from?
We will generally collect your personal information directly from you.
• Keeping in contact
We may use your home address, phone numbers and email address to provide you with important information.
In addition, we may use your contact details to contact you to provide you with marketing information about our other events which may be of interest to you. You will have the opportunity to opt out of receiving such marketing information when you first provide your details to us, and you can change your mind at any time by contacting our Data Protection Officer.
• What are our legal grounds for collecting and using your personal data?
We are required under data protection legislation to explain our legal grounds for processing your
personal information.
The legal grounds that are relevant to us are:
Processing which is necessary to perform our contract with you. We use this ground for:
• administering and managing your account;
• providing you with information in relation to the event/s that you have entered;
• sharing your personal information with other payment services providers; and
• sharing your personal information with other service providers who assist with the
administration, organising and running our events.
Processing which is necessary to comply with our legal obligations. We use this ground for:
• compliance with laws that apply to us;
• to deal with requests from you to exercise your rights under data protection laws;
• notifying you about any changes to our terms or our privacy notice;
• communicating with you in response to any query, request or complaint you may have.
Processing which is necessary for our own legitimate interests where these interests are not outweighed by any prejudice to your rights and freedoms. We use this ground for:
• administering and managing your account and updating your records;
• to test the performance of our services and internal processes;
• to adhere to guidelines and best practice under the regimes of regulatory bodies;
• for market research and analysis and developing statistics;
• for direct marketing communications; and
• communicating with you in response to any query, request or complaint you may have.
Processing with your consent. We use this ground for:
• when you request that we share your personal information with someone else and consent to
that; and
• some of our processing of special categories of personal information such as about your health
or if you are a vulnerable customer (and it will be explained to you when we ask for that explicit
consent what purposes, sharing and use it is for).
Processing which is for a substantial public interest under laws that apply to us where this help us to meet our broader social obligations. We use this ground for:
• processing of special categories of personal information such as about your health.
• How and when can you withdraw your consent?
As we explain above, much of what we do with your personal information is not based on your consent.
Instead, it is based on other legal grounds. For processing that is based on your consent, you have the right to withdraw your consent at any time. You can do this by contacting us using the details above.
The consequence of withdrawing your consent might be that we cannot send you some marketing communications or that we cannot take into account special categories of personal data such as about your health (but these outcomes will be relevant only in cases where we rely on explicit consent for this).
• Who do we share your personal information with?
We may share your personal information with:
• Race entry platform partner
• Race photographer
• Race timing & results
• Race pack fulfilment
• Official race charities (Where applicable)
• Race medical partner
• Race licence provider and/or insurer
• CRM provider
• Is your personal information transferred outside the European Economic Area?
Some of the information you provide to us may be transferred to, stored and processed by third
party organisations which process data for us and on our behalf. These third parties may be based (or store or process information) in the UK or elsewhere including outside of the EEA. As with many organisations, these third parties may include third party IT platforms (including cloud-based platforms), suppliers of administrative and support services and suppliers of other specialists
products.
• Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being
accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal
information to those who have a genuine business need to know it. Those processing your
information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
• What should you do if your personal information changes?
You should tell us without delay so that we can update our records. The contact details for this purpose are team@kidneywales.cymru
• For how long is your personal information retained by us?
We will generally hold your information for a period of seven years in line with regulatory requirements.
In some circumstances, we may keep your information for longer than this, for instance where we are required by law to do so.
• Your rights
You have the following rights under current data protection legislation:
• The right to be informed.
• The right to ask us to correct your personal information if it is inaccurate and to have incomplete
• personal information completed.
• The right to object to our processing of your personal information.
• The right to restrict processing of your personal information in certain circumstances.
• The right ask us to have your personal information erased. This right is not absolute – it applies only in particular circumstances and, where it does not apply, we will tell you. We will not be able to comply if we are required to keep your personal information in order to comply with a legal obligation or to exercise or defend legal claims.
• The right to request access to the personal information held about you. This is often described as a Subject Access Request.
• The right to ask for your personal information in a reusable format (known as the right to data portability). This right only applies where personal information is being processed based on your consent or for performance of a contract and is carried out by automated means. This is separate to a Subject Access Request.
If you are unhappy with the way that we are handling your personal information, please contact our Data Protection Officer in the first instance and we will try to resolve your complaint. However, you do also have the right to complain to the Information Commissioner’s Office, which is the regulator for data protection laws: https://ico.org.uk/