Mold Sprint Triathlon - Terms and Conditions
"The Organiser" - Cadence Tri
"The Event" - Mold Sprint Triathlon to be held on Sunday 26 April 2020
"The Participant" - Individual(s) who wish to enter or have entered The Event via the on-line entry service.
1. Conditions of Entry
By completing the designated entry process participants are agreeing to abide by the following terms and conditions. he contract is between the Organiser and the Participant.
2. Completion of Entry process
It is the Participant's responsibility to provide accurate and truthful information when completing the entry process, any errors in data entered is the responsibility of the Participant.
If at any point the organiser discovers that the Participant has provided false or inaccurate personal information, or that the information provided means that the participant is ineligible to participate in the Event the organiser reserves the right to refuse entry or disqualify the Participant, without any refund of the entry fee or administration fee.
3. Payment
Each Participant is required to pay the entry fee in full, along with any administration fees which may apply at the time of entry.
Once payment is received and entry is confirmed, the fee is non-refundable other than as set out in section 5 below.
Administration fees are non-refundable in all circumstances.
4. Confirmation of entry
Entry to the event is confirmed by the BTF online entry service via email to the email address provided by the Participant only upon completion of the entry process.
5. Participant's withdrawal policy & refunds
If Participants wish to withdraw from the event they must do so via the Nifty Entries website. Withdrawal is permitted up to and including the 27 march 2020. All all circumstances a £14.50 administration fee will be deducted from any refund given.
Withdrawing from the Event is irrevocable; if notice of withdrawal is given under this section then the Organiser will remove the Participant's name from its start lists and other official documentation, whether or not the entry fee has been refunded in full, in part or not at all.
Participant hereby acknowledges and agrees that any refund that may be due will be payable by the Organiser
6. Transfer & swapping of entries
Participants are allowed transfer or swap their entry to another person up to 27 Mar 2020 by emailing events@cadencetri.co.uk. Full details of the replacement athlete must be included as per the entry form. Entries cannot be deferred to future editions of the Event.
Unauthorised transferring or swapping of entries risks that the Organiser's Event insurance will be voided or subject to limitations and conditions or limitations not anticipated by the Organiser. In this and in other ways attempting to swap entries creates additional risks for the Event and for the other Participants.
Any participants and other involved individuals who are found to have swapped their entries will be banned from participating in all future events promoted by the organiser, and referred to the relevant Home Nation Association who may chose to implement further disciplinary action.
6a Discounts
All discount codes are given at the sole discretion of the event organiser and maybe withdrawn or amended without notice. There is no entitlement of any competitor to receive a discount code.
7. Race information
The race information is published on the Event website. It is the Participant's responsibility to read, understand and abide by the race information. The Organiser reserves the right to alter the race information at any time without notice.
8. Registration
Details of the registration process are contained within the race information. It is the responsibility of the Participants to attend registration during the published times. Participants are required to attend registration to collect their race packs, those unable to attend may nominate another individual to collect their race pack if that individual is in possession of the entry confirmation email and a form of photo ID of the participant.
Participants must have photo ID (drivers licences, passport, Triathlon membership card etc) to register for the event and be issued their race pack.
Race packs will not be posted out, and can only be collected during the published times.
If you do not register for the Event you will not be entitled to compete.
9. Photography
The Organiser has the right to use images, photographs and video taken by their contracted photographers and employees at the Event without informing the Participant. These images will only be used for the purposes of promoting, reporting and broadcasting the event, and any other promotion related to the business activities of the Organiser.
Any individual who does not wish to have their image used by the organiser for these purposes must inform the organiser via email no later than one week prior to the event. Notification closer to, or after the Event can be made and the organiser will use its best endeavours to prevent images of that individual being used but cannot guarantee it.
For events where under 18 year olds are competing, Participants and event attendees are required to comply with the Photography Policy published on the event website.
10. Competition Rules
The Event is run in accordance with British Triathlon Federation Rules, which can be viewed at https://www.britishtriathlon.org/britain/documents/events/competition-rules/british-triathlon-competition-rules-2019.pdf
It is the Participant's responsibility to know and abide by the rules, and to ensure their equipment and its use complies with the rules.
Where cut-off times apply, the Organiser reserves the right to remove Participants that do not meet those times or have, in their opinion, no realistic chance of meeting those times. In this situation no refund will be made to the Participant.
11. Event Changes
The Organiser reserves the right to change or amend any details relating to the Event at its sole discretion due to circumstances beyond its reasonable control, including by way of changing distances or disciplines. This includes the right to alter start times etc.
12. Event Cancellation
If the Event is cancelled for reasons beyond the organisers control, including without limitation fire, storm, act of terrorism, "act of god", serious medical incident, then the Participant will not be entitled to any refund or compensation of other losses and any refund that the Organiser decides to make will be within the absolute discretion of the Organiser.
13. Liability
Participation in the Event is at the Participant's own risk. The Participant irrevocably agrees to hold harmless, indemnify and reimburse the Organiser from and for any sum, costs or expenses (including legal and professional fees) incurred, payable or paid by the Organiser to any person (including the Participant and/or any of the Participant's insurers) in connection with any accident, loss, damage or injury (including death) arising out of the Participant's attendance at and participation in the Event or any part thereof (except where any such injury or death is caused by the negligence of the Organiser or any of its employees) and the Organiser's liability to the participant is excluded to the fullest extent permissible by law.
Other than as stated below, the Organiser shall not be liable for any loss, damage or expense arising from an event of Force Majeure.
The Organiser, its staff, agents or contractors shall not be liable for indirect or consequential loss or damage.
The Organiser will not be liable for any computer result errors 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 his/her sole 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 by you to charity.
The Organiser will not be liable for any actions of any spectators or other third parties.
14. Medical Conditions & Information
All Participants are required to provide emergency contact details as part of the entry process, and to disclose any known medical conditions to the Organiser. The Organiser reserves the right to refuse entry and not to provide a refund, if a Participant fails to provide this information or the information provided is known to be false.
It is the Participant's responsibility to ensure they have the right level of physical ability to complete the Event. If you know or are concerned that you have a medical condition which might interfere with your safe participation in the Event, before you enter you should seek advice from a relevant medical professional and follow that advice. Please see our Health Commitment Statement for more advice (below).
15. Collection & use of data
Your personal information will be used for administrative purposes to complete your entry into the Event and for contacting you in relation to the Event you have entered.
Your personal information will not be used for any other reason and will not be shared with any other organisations unless we are legally required to do so, it is legal to do so or we have stated as such.
Event administration
(a) The Organiser requires a record of each Participant's registration details including third party emergency contact details for internal administration purposes in order to properly conduct and to safely administer the Event.
(b) The Participant agrees to receive emails from Mold Sprint Triathlon to receive event information and event updates before and after the event.
(c) The Organiser will also keep records of medical information provided that it is kept confidential and may be shared only with medical personnel or teams allocated to the Event. Such information shall be deleted within a reasonable time following the completion of the Event unless the participant agrees that the Organiser may use such information in relation to future events organised by the Organiser which are staged within a reasonable timeframe thereafter.
(d) The publication of the official start lists and results of the Event, and their inclusion in British Triathlon Federation's historical results database as well as other reasonable statistical purposes. For the avoidance of doubt, the following Participant information shall be published within Event start lists and results: Name, Age, Age Category, Gender, Club and membership number as appropriate. In addition to this data, Date of Birth shall be passed to British Triathlon to enable matching of results to individual membership records, but will not be publicly published.
E-mail/SMS communications
(a) The Organiser will use the Participant's contact data submitted on the Online Registration Form or otherwise to send the Participant information by e-mail and/or SMS relating to the Event, other events and any further categories of news and promotional information as the Participant may have requested on the Online Registration Form.
(b) The Participant acknowledges and agrees that the Organiser may send an e-mail or SMS notification following the Event inviting the Participant to submit or renew his/her registration for any future Organiser events.
(c) The Participant accepts that the Event's appointed photography partner will be able to email them post event regarding the purchase of participant photos from the event.
(d) The Participant accepts that if he/she ticks a charity box at point of entry, their details will be passed onto said charity who will be able to contact him/her in the future
Cadence Tri Event Privacy Policy - see foot of Terms and Conditions
Health commitment statement
Your health is your responsibility. The Organiser is dedicated to helping you take every opportunity to enjoy your participation in the Events safely. With this in mind, we have carefully considered what we can reasonably expect of each other.
Our commitment to you
We will respect your personal decisions, and allow you to make your own decisions about what exercise you can carry out. However, we ask you not to exercise beyond what you consider to be your own abilities.
We will make every reasonable effort to make sure the Event is organised to accepted safe operational standards for you to enjoy.
We will make all reasonable steps to ensure first aid is available at the Event to an industry standard.
If you tell us you have a disability which puts you at a substantial disadvantage in accessing our event, we will consider what adjustments, if any, are reasonable for us to make.
Your commitment to us
You should not exercise beyond your own abilities. If you know or are concerned that you have a medical condition which might interfere with your safe participation in the Event, before you enter you should seek advice from a relevant medical professional and follow that advice.
It is the decision of the Participant, not the Organiser, to determine whether he or she is fit enough to participate in the Event. If the Participant is in any doubt, they should seek medical advice. It is up to the Participant where to seek that medical advice.
You should let us know immediately, if you feel unwell whilst participating in the Events. Our staff are not qualified Doctors, but there will be first aid provision in attendance at the Events.
If you have a disability, you must follow any reasonable instructions to allow you to complete our event safely.
This Health Commitment Statement sets the standards that the Organiser and the Participant can reasonably expect from each other in regards to the health of the participant.
Privacy Policy
British Triathlon is the “Co-controller”, Cadence Tri the “Controller” and Nifty Entries the "processor" of the personal information that you provide to us, unless otherwise stated.
The Event Organiser of the specific event you are entering is the “Controller” of the personal information that you provide to Nifty Entries, unless otherwise stated.
Throughout this section of the privacy notice the term “We” refers to Cadence Tri & British Triathlon.
When you enter an event via the online entry system we process certain personal information including:
- personal details – name, address, email address, and date of birth;
- membership details (if applicable);
- payment details (which we do not);
- participation details – club, team name;
- emergency contact details – name, contact number, relationship;
- relevant medical information (if any);
- any additional information needed for the event - for example swim times, t-shirt size;
Why we need your personal information - contractual purposes
We need to collect our event participants’ personal information so that we can manage your event entry and participation in the event. We will use our event participants’ personal information to:
- provide you with core event services and opportunities including but not limited to, entering you into the event, selecting your age category, adding you to the start list and including you in the results and potential prizes;
- send you event related communications by post, email, text or telephone including but not limited to; confirming your entry, issuing pre-race information and distributing your result; and
- any other contractual requirements specific to the event.
If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above services.
Why we need your personal information – legitimate purposes
Cadence Tri does not use your personal information for any other purposes outside of those directly in relation to the event entered
Why we need your personal information – vital interests
We need contact details of someone we can contact in an emergency if a situation occurs where we are concerned for your welfare this includes but is not limited to, we are unable to locate you, you are involved in an incident and/or accident where you have injured yourself and/or you are involved in an incident and/or accident where you are unconscious. Before sharing someone else’s personal information to be used as your emergency contact, you must gain their permission to do so. Their personal information will be secured securely as per this privacy notice.
We need your medical details in case you are involved in an incident and/or accident where you are not able to communicate with the first aid responders and/or emergency services. Your medical details will be shared with the first aid responders and/or emergency services should you be involved in an incident and/or accident.
Who we share your personal information with
We will pass some personal data on to our payment providers in order to take payment for your club affiliation. This generally includes payment details along with name, address and contact details which are sometimes used in fraud prevention.
In order to deliver the event service, your race entry and results will be publicly available both online and in print format. These will include your name, age category, gender and club/team name. Where we electronically time events, we will share your personal details with our timing companies so your time can be recorded and added to the results.
If your personal information is included in any images or footage taken by us at our competitions and events, we may use these and share these with Sport England/Wales and our official partners and sponsors for promotional and/or journalistic purposes.
We will not share personal information to sponsors or commercial bodies.
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, the Emergency Services, the Safeguarding Board and UK Police and law enforcement agencies for the purposes of safeguarding children, managing major incidents/accidents and your welfare.
We may also share personal information with our professional and legal advisors for the purposes of taking advice.
We do not use data processors as part of our communication strategy
How long we keep your personal information
We will only keep your personal information for as long as necessary to provide you with relevant triathlon services. Unless you ask us not to, we will review and possibly delete your personal information where you have not participated in any events with us for six years.
We will also keep certain personal information for longer in the event of a claim against British Triathlon or your permitted Event Organiser.
Data Enquiries can be sent to : enquiries@cadencetri.co.uk
