TERMS & CONDITIONS

On entry to any event organised or run by Saturn Running Events Limited (“SR”) participants agree to the following terms;

SR events are held under the rules and regulations as set out by United Kingdom Athletics (“UKA”) and you confirm you will abide by these rules.

  • You are fully aware of the potential and actual risks associated with participation is these events and that on event day you are medically fit to take part

  • You participate entirely at your own risk and agree not to take part if you are unwell or injured.

  • You agree not to hold the organisers, marshals, volunteers, sponsors or any associated company or organisation working within the framework of the event (to the extent permitted by law) liable for any personal injury, sickness or accident suffered, nor the loss of any property on the course, changing areas or at the event head-quarters.

  • You understand that the entry fee is non-refundable.

  • You understand and accept that every event arranged by SR is considered to be a separate and standalone running event. Transfers and deferrals will only be accepted if the rules and conditions set out in the next section are adhered to by the participant.

Transferring your entry to a new runner and deferral to new events:

  • You can transfer your entry to a different runner up to one week before the event without any charge. We encourage runners to use the Facebook Group to contact other members. It is your responsibility to agree a price and to arrange payment between yourself and the new runner and SR will not be held responsible if the new runner fails to pay you in full.

  • You will be able to complete your transfer online (https://www.evententry.co.uk/transfer-my-entry). Transfers will only be completed once the online transfer has been completed. By transferring the your entry to a new runner, the new runner will be agreeing to these terms and conditions the new participant that they agree to these Terms and Conditions of entry.

  • Up to 24 hours before the start of the event you can receive a Partial Deferral. If you are unable to attend due to illness or injury and you do not wish to or have not been able to transfer your entry to another runner, you must email us to inform us of your absence.  On receipt of your email, we will offer you an entry to an alternative event for a reduced price of £18.00 and we will provide you with details on how to enter your new event. You must pay your transfer fee within 28 days and select your new event which cannot be more than 6 months from the original event date you have deferred from. After this date, the reduced price offer will expire even if you have paid the £18.00 deferral fee. The Partial Deferral is being run as a trial for all online entries completed up to and including 30 April 2019 even where the event occurs after 30 April 2019. This Partial Deferral will not apply after 30 April 2019 unless extended by SR.

Rules relating to runners under the age of 18

  • Participants must be 16 years of age or over on the event date to take part in the event without an adult.

  • Participants under the age of 16 must be accompanied by an adult.

  • All participants under the age of 18 will be restricted to the distance they can run and will not be allowed to run further. Participants under 18 will be disqualified if they run further than the maximum permitted distance for their age. Adults responsible for children under 16 will be disqualified if they are not running with the child.

  • The number of under 18 participants will be restricted to 10% of the maximum number of entrants.

Rules relevant to the day of the event

  • All runners must register their attendance on the day and collect their race number before the start of the event.

  • All runners must attend the race briefing to be held 10 minutes before the race start. The briefing will give additional safety and course information and is compulsory for all participants.

  • You must complete personal details, including any health issues and medication being taken on the reverse of the race number.

  • Ensure your race number is worn at all times and is clearly visible for the duration of the race.

  • Agree to and follow any instructions given by event officials / marshals

  • You agree to not drop litter on the course and use the bins provided at Race HQ or bins that are located on the course. All participants seen to be littering the course will be disqualified.

  • You agree to give the right of way to cyclists and to members of the public.

  • You agree to keep to the marked route in order to minimise environmental damage and also to ensure you are not running on private land.

  • The time limit for each event will be specified in the written material associated with the event.  SR reserves the right to amend the time limit for the event on the day of the event in exceptional circumstances, for instance but not limited to expected inclement weather conditions.

  • Any participant who retires during the event must ring the race day mobile number and inform a marshal of their withdrawal. The marshal will remove and retain their race number.

  • The wearing of music devices or devices requiring headphones is permitted at the participants own risk. However SR reserves the right to amend this term without notice if it is required by UKA or if SR determine it is required to minimise any risk for participants or members of the public.

Other rules

  • By entering all participants have expressly given their permission for photographs or films to be taken during SR events and hereby have given permission and the right to SR to use such media for publicity or to promote future events.

  • SR reserves the right to alter or amend race information or rules before the event and publish any changes.

  • In the unlikely event that the SR event has to be cancelled, delayed or postponed due to circumstances outside of our control, such as extreme weather or instruction from Emergency Services, no refunds will be payable.  However your entry will be carried forward to the next running of the event or a suitable alternative event.

Privacy & GDPR​

For the purposes of the Data Protection Act 1998, Saturn Running Events Limited will be the data controller in respect of data collected via this website.


The privacy and security of the users of the website is important to us. This privacy policy explains how we use the information we collect about you, how you can instruct us if you prefer to limit the use of that information, and the procedures that we have in place to safeguard your privacy.


Our privacy policy relates only to information that we obtain from you. If you visit a website operated by a third party through a link included on this website, your information might be used differently by the operator of the linked website.
Saturn Running Events Limited is fully committed to full compliance with the requirements of the General Data Protection Regulation. We will therefore follow procedures which aim to ensure that all employees who have access to any personal data held by or on behalf of the company are fully aware of and abide by their duties under the General Data Protection Regulation
This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards — and to comply with the law.

What data we will collect

Saturn Running Events Limited does not receive or store any financial transaction data at all. All online entries are via third party portals and the data we receive from those portals does not include any transaction data whatsoever.
Any data supplied to us via a contact form on our website is deleted after the enquiry has been settled – and we do not store the data other than in the password protected email Inbox. We do not harvest such data for any form of marketing.
In entering a race, we will collect certain information about you which may include your name, date of birth, gender, email address, postal address, details of your running or athletic club membership, medical conditions and telephone numbers. This Athletes Data - is required for the purposes of race administration.

Why we collect data

We will collect data to:

  • respond to a request for further information about a Saturn Running Events Limited event or service – but then delete the enquiry from our systems

  • notify you of event, activities, publication and services that may be of interest to you should you consent to receiving these from us

  • comply with our statutory and regulatory obligations

  • in the case of medical information, to be used to allow medical assistance to be given to you if and when required when competing in one of our events.

 

We will collect and process your Athletics Data for the purposes of administering your involvement in a running race and we will process it on the basis of legitimate interests. The legitimate interests are the interests of registering you as a participant in a race and to administer the race organisation, including the race results, which may be submitted to governing bodies and ranking websites for statistical reasons. Any data forwarded to such third parties will only include any or all of the following: Name; Date of Birth; any club affiliation; your performance result in any event.


We would like to contact you in the future for marketing purposes by e-mail. If you want to be contacted we provide you with the facility to use an opt in box to tell us on the entry registration form. An additional opt out opportunity will also be offered whenever an email is sent to you with legitimate event information.


If you have requested to take part in an event we may send you race information, race numbers and timing chips etc by post. These race information packs may contain advertising for additional events. Saturn Running Events Limited does not send direct marketing materials by post other than as part of a race information pack.
If you have entered an event where Saturn Running Events Limited has been appointed to manage or time the event, that data may be shared with the event organiser – again for legitimate race organisation purposes. Data may be transferred from Saturn Running Events Limited to such third parties – and when we does so, the data will, again, be password protected.

How long we will keep it

We will retain your Athletics Data contained in the race entry list and results for the purposes of maintaining a historical record of the event. You have the right to request your details be deleted from those records notwithstanding that the data may be required for the legitimate purposes in managing our business – and to retain records for legitimate accounting purposes. Data is normally held for a period of three years in a password protected environment. After three years, the data is archived – once again, in a password protected environment.

Your rights

You have the following rights under data protection legislation:

  • to access a copy of the information comprised in your personal data;

  • to object to processing of your personal data that is likely to cause or is causing damage or distress;

  • to prevent processing for direct marketing;

  • to object to decisions being taken by automated means;

  • in certain circumstances, to have inaccurate personal data rectified, blocked, erased or destroyed; and

  • can seek redress for a breach of data protection legislation.

 

Sharing your data

We may share your Athletics Data for the purposes of your involvement in the sport with governing bodies such as the Home Country Athletics Organisations (England Athletics, UK Athletics, Trail Running Association) and for statistical and ranking purposes with Power of 10 and runbritain and other third- party data managers as part of administering your involvement in sport. We will not transfer your data to any other third parties without obtaining your consent and, where possible, will anonymise your data before sharing. We will also not share any other personal data you provide to us that is not Athletics Data.


We do share any of your personal or Athletics Data with third party organisations for marketing purposes.

Non electronic data

Data collected by non electronic means may be added to electronic databases and, in which case this data becomes subject to our Data Protection Policy outlined above. Information collected in paper format will be kept in that format for the purposes of managing the event only and for a maximum of 12 months thereafter will then be destroyed by shredding.
This is subject to our legislative and accounting obligations.

Privacy policy

All of the personal data we collect from you will be collected, stored and processed in accordance with the terms of our privacy policy which can be found below.

Complaints

If you have any concerns or complaints in relation to how Saturn Running Events Limited collects and/or processes your personal data, you should contact the company in the first instance. If you are dissatisfied with how your concern/complaint is dealt with by Saturn Running Events Limited, you have the right to report your concern/complaint to the Information Commissioners Office (www.ico.org.uk).

Privacy Policy

Saturn Running Events Limited commitment to Privacy

 

  • Introduction

  • The information we collect about you

  • How we use your information

  • Protecting your information

  • Finding out what information Saturn Running Events Limited holds about you

  • Changes to our Privacy Policy

  • Contacting Saturn Running Events Limited about this Privacy Policy

 

Introduction

Saturn Running Events Limited is the owner of this website and we are committed to protecting your privacy and processing your personal data in accordance with the Data Protection Act (DPA) 1998 up to 24 May 2018 and the General Data Protection Regulation (GDPR) on and from 25 May 2018 (Data Protection Legislation). The website is maintained by Saturn Running Events Limited. For the purposes of data protection legislation, Saturn Running Events Limited is the data controller. This policy explains how the information we collect about you is used and kept securely. It also explains your privacy choices when using our website as well as your right to access your information under Data Protection Legislation.

The information we collect about you

We may collect the following information about you through our online enquiry form:
Your name, date of birth, gender, email address, address, telephone numbers, the athletic events or services you are interested in, disability information and the names of running or athletics clubs with which you are a member (Athletics Data).

How we use your information
 

  • We may use your personal information for a number of purposes, including:

  • To deal with your requests and enquiries.

  • To contact you for reasons related to your enquiry.

 

Saturn Running Events Limited will:
 

  • Strive to collect and process only the data or information which is needed 

  • Use personal data for such purposes as are described at the point of collection, or for purposes which are legally permitted 

  • Strive to ensure information is accurate 

  • Not keep information for longer than is necessary 

  • Securely destroy data which is no longer needed 

  • Take appropriate technical and organisational security measures to safeguard information (including unauthorised or unlawful processing and accidental loss or damage of data) 

  • Ensure that the rights of people about whom information is held can be fully exercised under the General Data Protection Regulation

 

These rights include:
 

  • The right to be informed

  • The right of access to personal information

  • The right to request rectification

  • The right to request erasure 

  • The right to restrict processing in certain circumstances 

  • The right to data portability

  • The right to object to processing 

 

Protecting your information

The data that we collect from you is stored electronically and access to that data is password protected and limited to a small number of designated administrators.
By submitting your personal data, you agree to this transfer, storing or processing. We will take all reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy. The Internet is not generally a secure medium for communication and therefore we cannot guarantee the security of any information you send to us over the Internet.

Finding out what information Saturn Running Events Limited holds about you

Under the Data Protection Legislation, you can ask to see any personal information that we hold about you. Such requests are called subject access requests. If you would like to make a subject access request, please contact the company’s Data Protection Officer:

Data Protection Officer
Saturn Running Events Limited
66 Mount Pleasant Close

Lightwater

Surrey

GU18 5TR

Changes to our Privacy Policy

We regularly review our Privacy Policy and updates will appear on this page when necessary.

This Privacy Policy was last updated in May 2018.

Contacting Saturn Running Events Limited about this Privacy Policy

If you have any questions or comments about this Privacy Policy please write to the Data Protection Officer at the above address.

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© 2018 Saturn Running Events Ltd.