Terms & Conditions for Immortal Sport Ltd Running Events

Entry fees
The entry fee is as detailed on the online entry system on the website and will be the fee applicable at the date of submission of the entry application.

Closing date
The closing date for entries be the earlier of 15th June 2018 or when the online limit of 450 entrants has been reached.

Entry policy
The Event is run under ARC/ UKA Rules and Regulations, the minimum age for entry is 15 on the 17th June 2019.
Participants enter the Event entirely at their own risk: The Organiser shall not be liable for any injury or loss occurring as a result of participation in the Event (including, without limitation, any losses resulting from the Organiser’s negligence), provided that nothing in these terms and conditions shall exclude or limit the Organiser’s liability for death or personal injury resulting from the Organiser’s negligence or for any other type of liability that cannot be excluded or limited by law.
It is recommended that the Participant prepares and trains for the Event; it is not a fun run. The Participant is advised to consult with a medical professional prior to entering into the Event if they have not exercised for some time. If the Participant has a medical condition it must be detailed at the time of entry and on the reverse of the race number worn on race day.
The Participant agrees that, as far as they are aware, they are physically able to compete in the Event and, to the extent that it may be necessary they have sought and relied upon any medical advice before the date of the Event. Should any medical or physical condition arise prior to the Event which is likely to affect their ability to compete in the Event, the Participant should withdraw from the Event.
The Participant consents to any medical treatment being administered during the Event by official medically-qualified personnel. The Organiser may prevent the Participant from taking part in the Event (either at the start or during the Event) if the Organiser, Marshal or medical representative considers that the Participant should not participate in the Event for health and/or medical reasons.

Withdrawal Policy
From the moment we begin to organise and event we start to incur costs. Your entry fee is invested in the cost of staffing the event – everything from barrier to toilets, printing to safety pins, from race numbers and road closures. Organising any event requires a considerable amount of forward planning, risk and expense. Our Withdrawals Policy reflects this and is as follows:

Notification of withdrawal from an Immortal Sport Event must be made in writing (email is fine, social media is not):
• 8 weeks (61 days) or more prior to the Event = 50% refund or deferral to next year’s Event
• 4 weeks to 8 weeks (30-60 days) prior to the Event = 20% refund or deferral to next year’s Event
• Less than 4 weeks prior to the Event = No refund or deferral permitted

Due to the nature of Sporting Events we are unable to make exceptions for injuries of any kind, or pregnancy.

Race Entry and Race Packs
Entries cannot be assigned, transferred, sold or gifted to any third party.

Any assignment, transfer or sale of a race number outside the prescribed window of transfer may result in delay and/or difficulty in the event of an emergency on race day.
Where a transfer takes place the new runner will receive a t-shirt (if applicable) the size as requested by the original runner i.e. t-shirt sizes are not transferable.

A race pack will be posted to the Participant’s address provided upon completion of the online entry form approximately 14 days before the race. Any entries received later that 14 days before the event will be required to collect race numbers on the day of the event. Details of where and when will be provided on the event website.

The Organiser accepts no responsibility for the non-delivery of race packs. If the Participant does not receive their race pack prior to the Event it is their responsibility to contact the Organiser before the race day whereupon arrangements can be made regarding the issue of another race pack for collection on the date of the Event.
The Organiser shall be entitled to charge the Participant a fee for replacement packs in respect of its reasonable administration costs.
The Participant should update any change of address or contact details via their online entry profile. Failure of a Participant to update their details by 1st June 2019 00:00 will result in the Participant’s race pack being dispatched to the wrong address and a replacement pack will only be available for collection on the day of the Event. A charge may be levied at the Organiser’s discretion in respect of its reasonable administration costs incurred in issuing a replacement pack

Participants who complete the Event will receive a race memento. Where the memento is a t-shirt the Organiser will endeavour to provide a t-shirt in the size as requested via the online process, but this is not contractual and cannot be guaranteed.

The Event
The Participant consents to the Event being filmed, recorded or exploited by means of television, film, video or some other broadcast or media format and agrees to the use and reproduction of his/her name, likeness, appearance and photograph. All such commercial rights in relation to the same belong entirely to the Organiser and the Participant has no proprietary rights in relation to any film, photograph or other such recorded media.
If the Participant does not wish for their image be used in this manner, they should contact the Organiser via email to the Race Director.

Personal items and items of clothing may be deposited prior to the race in the designated baggage areas. However, the Organiser and officials do not accept any responsibility or liability whatsoever for the safekeeping or the storage of those items which are stored and deposited entirely at the risk of the Participant.

The use of personal listening devices such as earphones and headphones, including bone conducting headphones such as AfterShokz, is strictly prohibited. Participants found to be breaching this rule will be disqualified from the Event.

The Organiser shall use its reasonable endeavours to ensure that appropriate First Aid assistance will be available for the duration of the Event. There will be clearly signed First Aid points. Volunteers and marshals in attendance at the race are not fully medically trained and will not give medical assistance other than requesting an ambulance or paramedic in the event that medical assistance is required.

The Organiser will use its reasonable endeavours to provide the Participant with a finish time save that the Organiser shall not be responsible for any anomaly or technical malfunction in relation to the same.

All Participants must clearly display the race number allocated to them on the front of their vest/ t- shirt throughout the Event.

Due to the nature of the course, it is not suitable for wheelchair entrants. Bikes, scooters, roller skates, pushchairs or any kind of mechanical aid are strictly prohibited from the Event course on the day of the Event.
Participants are not permitted to bring pets or other animals onto the Event course. The running with dogs is not permitted.
The Participant must ensure that they have the correct equipment, footwear and clothing for the Event as they require.
The Organiser may at any time during the Event or prior to the Event prevent the Participant from participating in the Event if it considers such action is necessary for the safety and/ or proper enjoyment of the Event by the Participant and/ or other participants and/or spectators.
All decisions and rulings by the Organiser shall be the final in respect of the safety, running and organisation of the Event, the rules of the Event and finish times and positions.
The Participant accepts that circumstances concerning the Event may change from time to time for reasons beyond the reasonable control of the Organiser and these may lead to the cancellation or change of the Event, venue(s), route(s) or other such changes.
The Participant agrees to abide by such change(s) and acknowledges that any decision is entirely at the absolute discretion of the Organiser.

The Participant agrees to abide by all applicable rules and regulations imposed by the Organiser and any relevant sporting governing body that oversees the running of the Event and the Participant will not be entitled to a refund of any entry fee if they are disqualified from the Event as a result of any infringement of these conditions or any such rules or regulations.
The Participant accepts that the Organiser may introduce cut off times as they think fit to limit time taken to complete the Event or any section of the Event to ensure the safe and proper running of the Event and they may be instructed to withdraw from the race in accordance with those cut off times.

Force Majeure
For the purposes of these terms and conditions, a “Force Majeure Event” means an event beyond the reasonable control of the Organiser, including but not limited to: strikes, lock-outs or other industrial disputes (whether involving the workforce of the Organiser), failure of a utility service or transport network, act of God, war, riot, civil commotion, malicious damage, compliance with any law or governmental order, rule, regulation, direction or action by a government or public authority, accident, breakdown of plant or machinery, fire, inclement weather, flood, storm or default of the Organiser or subcontractors.
If, as a result of a Force Majeure Event, the Organiser deems in its sole discretion that it is necessary to cancel or change the route and/or length of the Event, the Organiser shall be entitled to cancel, or change the Event.
If the Event is cancelled or amended as a result of a Force Majeure Event, the Organiser shall not be liable to Participants for any losses incurred as a result (including as a result of its negligence) except in respect of losses that cannot be excluded by law.
The Organiser may, acting in its sole discretion, procure the use of official race photographers to capture a photograph of every Participant, however, the Organiser is unable to offer any guarantee in this regard. Any photographs may be purchased online following the Event.

The Organiser’s total liability, whether in contract, tort (including negligence), breach of statutory duty or otherwise in respect of any losses arising out of or in connection with the Event shall be limited to a sum equal to the total entry fee paid by the Participant to the Organiser.
Nothing in these terms shall limit or exclude the Organiser’s liability in respect of death or personal injury resulting from its negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by law.

The Participant agrees to indemnify the Organiser in relation to any claims, action, liabilities or losses resulting from any breach of these conditions by the Participant.
The Organiser will not be liable for any pledges made by the Participant or on his or her behalf to any charity.
Except in respect of losses relating to death or personal injury resulting from the Organiser’s negligence, obtaining insurance for personal accident and loss as a result of the Event is the sole responsibility of the Participant.

Disclaimer: The Participant accepts all conditions of entry set out herein or notified to them prior to the race or displayed at the race or any instruction given to them by the Organisers or officials of the race and the Participant acknowledges that the Organisers and officials of the race shall (subject to conditions above) have no liability for any loss or damage they may suffer including consequential or indirect loss as a consequence of their participation in the Event (including but not limited to travelling to and from the Event and during the Event).
The Organiser accepts no liability for the state or condition of the surface upon which the Event is held.
The Participant should ensure that he/she is satisfied with the state and condition of the surface of the route before commencing the Event.

Privacy Policy

Immortal Sport Ltd are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your event entry, Immortal Sport Ltd is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

What personal data we hold on you
You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, email or otherwise. This includes information you provide when you register for an event. The information you give us may include (but is not limited to) your name, date of birth, address, email address, phone number, name of an affiliated Club with which you are registered, gender, t-shirt size, emergency contact details, estimate swim times, estimated finish times. We may also ask for relevant health information.

Why we need your personal data
We need your data to be able to administer your event participation and provide the services you are signing up to when you register for an event. Our lawful basis for processing your personal data is that we have a contractual obligation to you as an event participant to provide the services you are registering for.

Reasons we need to process your data include:

For event delivery and participation
• sharing the minimum data required with a timing partner to produce event results
• sharing the minimum data required with the medical teams operating on the day of the Event if required for medical reasons
• where applicable, sizes for event mementos e.g. finishers’ t-shirts
• where applicable, delivery of race packs, which can include race numbers, timing chips and event literature

Marketing and communications (where separate consent has been provided)
• sending information about promotions and offers from Immortal Sport Ltd, event partners and/ or event sponsors

On occasion we may collect personal data from our volunteers. This information will be stored securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.

Immortal Sport Ltd has the following social media pages – Facebook, Twitter, Instagram.
If you join one of the Social Media pages, please note that the provider of the social media platform has their own privacy policies and that Immortal Sport Ltd does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on Immortal Sport Ltd.’s social media pages.

How long we hold your personal data
We will hold your personal data on file until such time that preferences are updated. Your data is not processed for any further purposes other than those detailed in this policy.

Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

As a data subject you are not obliged to share your personal data with Immortal Sport Ltd. If you choose not to share your personal data with us we may not be able to register or administer your Event Participation.