A.S.O. UK Limited - Running Event Terms & Conditions

I understand that these terms (the “Terms and Conditions”) are a legal agreement between myself, and all those on whose behalf I enter into an event where/if relevant (“I”, “the Participant”, “me”, “my”, “their”), and A.S.O. UK Limited (“A.S.O. UK”, “Event Organiser”, “us”, “we”, “our”).

Other companies associated with the Event Organiser are:

The Amaury Sport Organisation (A.S.O.) - owners of A.S.O. UK, and Njuko, the Event online registration platform (referred to as ‘timeto’).

I understand and agree that I participate in the event entirely at my own risk and that no responsibility whatsoever shall attach to any event sponsors, event directors, or any person involved in the organisation of the event for any injury, accidents, loss or damage suffered by me in, or by reason of the event, however such may be caused. I am healthy and am fit enough to complete this event.

Associated Risk

I am aware of the physically strenuous nature of this event, and the risks both medically and physically.

I confirm I am healthy and fit (physically and medically) enough to complete this event. I accept that should any medical or physical condition arise prior to the event which is likely to affect my ability to compete will be reason to withdraw in accordance with these conditions.

“It is strongly recommended that you train for the event and prepare for the challenge. If you have not exercised before or for some time, you should consult your doctor before commencing your training for the event.” A.S.O. UK

Online Entry

By submitting an application online and paying any stated fee for entry into this event or entering a valid pin/discount/coupon code, I understand and agree to abide by the Terms and Conditions, and the instructions given by the Event Organiser and event officials.

When entering on behalf of other individuals, by agreeing to the event entry terms and conditions myself, I agree that all other entrants in my booking are aware, accept and agree to the Terms and Conditions and the instructions given by the Event Organiser and event officials.

Neither I or any other individuals in my booking shall be eligible or entitled to participate in the event until full payment of the entry fee has been received by the Event Organiser. No payment shall be deemed to have been received until the Event Organiser has received cleared funds.

Withdrawal Policy

I agree to accept the terms of the A.S.O. UK Withdrawal Policy at aso-uk.com/withdrawal-policy and understand that I am not eligible to receive a refund, or transfer or defer my entry.

If the participant is pregnant, at any point prior to the event, you may request to defer your entry one or two years, or you may request a refund of your entry fee. Please contact us directly to request either of these.

Email Communication

A.S.O. UK primarily uses email to communicate with its Participants. By entering this event, I agree to receive emails regarding this specific event. Please see the specific Data Protection Policy for further details. I understand that other A.S.O. UK marketing emails, such as newsletters and promotions have an ‘unsubscribe’ link, but event specific communication emails do not have this link for the safety of the Participant.

I understand that if I choose to ‘hide my email’ from my email provider or device, that my email address will be encrypted. As such I will not receive any event related emails that include essential information, including important health and safety guidance.

A.S.O. UK cannot be responsible if event information does not reach the intended recipient by email. The onus is on the Participant to ensure that their Spam filters will allow A.S.O. UK emails through, for example by adding events@aso-uk.com to their email address books. A.S.O. UK can only be responsible for ensuring that the email address provided is the one to which event emails are sent. Event details and event information packs that are sent to Participants are also posted on the website event page.

Media and Photography

I understand and accept that media professionals may take photographs and video footage of the event and its Participants for use to publicise and promote A.S.O. UK events and sponsors.

I understand and accept that my event photos will be tagged with my race number and name (the name specified on my event registration).

Taking Part for a Charity

If I have taken a charity entry into the event, there is an expectation to fundraise for the listed charity as a condition of entry, failure to do so may result in my entry to the event being revoked. Any such entry will be acknowledged via a confirmation email, and I understand that if I am taking part to raise money for a charity, I should not enter into any sponsorship raising until I have received this email.

By accepting a charity place for the event or by choosing to raise money for a charity during the entry process, I consent to A.S.O. UK making my contact details (name, address, email address and telephone numbers) available to the charity concerned.

Finishers Gift

I will only receive a finisher’s gift (where relevant) if I complete the event. No finisher’s gifts will be provided to spectators or Participants who do not complete the event. A.S.O. UK reserves the right to change the style, size and type of mementos offered in the finisher’s gift.

Cut Off Times

A.S.O. UK may introduce cut off times as they see fit as part of the event rules, these being limits on the time taken to complete sections of the event (as initiated by the Event Organiser at its sole discretion) to ensure the safe and proper running of the event. Subsequently, Participants may be instructed to withdraw from the event in accordance with imposed cut off times. In any such scenario there will be no refund of the event fee.

Timing and Results

A.S.O. UK will use best endeavours to provide an event finish time for the Participant however it cannot be held responsible for any computer result anomalies, signal failures, or any technical malfunctions.

Removal of Participants

A.S.O. UK reserves the right at any time to remove Participants from the event or to prevent Participants participating in the event if, in the Event Organiser’s sole discretion, it considers such action necessary for safety reasons or the proper enjoyment of the event by other Participants, or for any other reasonable reason. No refund of the event fee shall be made if the participant has acted negligently, maliciously, with wilful misconduct or otherwise without due care and attention for the event or other Participants or any other persons, so as to cause their removal.

Reselling or Swapping

I agree that participation in the event is personal to me, I am strictly prohibited from swapping or selling my place in the event or allowing any other person to wear my number and timing chip and participate in my place. If found to be in breach of this the Event Organiser reserves the right to exclude me from participation in this and future events.

Liability / Responsibility

Whilst A.S.O. UK takes every care with staging the event, I acknowledge that personal accident and personal items insurance is my sole responsibility.

A.S.O. UK shall not be liable to the Participant for any loss or damage of or to personal equipment belonging to or borrowed/hired by the Participant, or any indirect or consequential loss or damage whatsoever arising out of the Participant taking part in the event; or for any direct or indirect loss of business; revenue or profit; reputation; anticipated savings or wasted expenditure; pledges made on your behalf or by you to charity. A.S.O. UK will not be liable for any actions of any spectators or other third parties.

Nothing in this agreement shall affect our liability for death or personal injury, fraud, or any other liability to the extent it cannot be excluded or limited by law.

Allergies

I acknowledge that food products given out on event day may contain or have traces of nuts and nut oils or may have been made alongside other products containing nuts, or other possible allergens. A.S.O. UK cannot be held responsible for any issues resulting from food allergies.

Entry Fee and Booking Fee

All event entry fees are inclusive of VAT at the rate of 20% VAT.I understand that all A.S.O. UK event payments include a booking fee which is applied at the ‘check out’ and is a one-off charge based on the total order amount. The fee goes towards the costs involved in running the online entry system which includes securely processing the booking from beginning to end, paying the card processing charge, as well as the costs of holding Participant data in a secure environment. I accept that under no circumstance is the booking fee refundable, as is also stated in the Withdrawals Policy at aso-uk.com/withdrawal-policy.

Start Time Alterations

I am aware that A.S.O. UK reserves the right to alter the start time of the event or start waves within the event. In the event of a change of start time the Participants will be notified of the revised start time with as much notice as reasonably practicable. No refund in full or in part shall be made for any change in start time for an event provided the event takes place on the specified date of the event.

Distance and Course Alterations

I am aware that A.S.O. UK reserves the right to reduce the course distance, change the course, and/or make any other amendment to the Event that they deem necessary to stage the Event. Any change to the Event will be communicated to me at the event or sooner if practicable.

Event Format Alterations or Cancellations

I am aware that A.S.O. UK reserves the right to amend the event format (for example shortening the distance) in advance or on event day, and/or to cancel the event due to circumstances beyond its reasonable control or for any safety related reason.

In the event of the event being cancelled due to circumstances outside of A.S.O. UK’s reasonable control, A.S.O. UK shall not be liable for any direct or indirect inconveniences, expenses, costs, losses, or damages how ever so suffered by Participants.

Where the event has to be cancelled directly because of Covid-19, A.S.O. UK will provide the Participant with an option to defer to the next possible edition of the same event free of charge, or it will provide a full refund, less an administration charge of £5 and original booking fee, with no further liability whatsoever arising from such cancellation.

Final Decision

All decisions and rulings by A.S.O. UK, its employees, and its agents are considered final. Accordingly, I agree to comply with all event rules and all instructions and guidelines given by event crew, stewards, marshals, and safety personnel. I acknowledge and agree that A.S.O. UK will organise and run the event and will have sole authority and be the final arbiter on all decisions relating to the safety, running and organisation of the event, the rules of the event, the timings/finish times, and the placings.

Fundraising

This Winter Run fundraising platform (“the Platform”) is owned and provided by A.S.O. UK and allows users to raise funds for, and to give donations to, Cancer Research UK (CRUK).

The Platform software is provided by third party “Funraisin”, your data cannot be used in connection with any other charity, or for any other charitable cause or purpose.

All entrants into the Cancer Research UK London Winter Run will have a fundraising page created for them on the Platform as part of their entry. Entrants will be able to activate their page by following the instructions on confirmation emails and creating their login for their fundraising page.

Donations made through the Platform will be held by A.S.O. UK acting as an agent on behalf of CRUK, before being transferred to CRUK. Donations made through the Platform will be subject to processing charges of the payment system.

If in exceptional circumstances you wish to request a refund of your donation, please contact CRUK at supporter.services@cancer.org.uk. Please ensure that you take care when entering your details when making donation using the Platform.

Gift Aid

If you are a UK taxpayer you are encouraged to claim Gift Aid when donating your own money to your fundraising page by completing the Gift Aid declaration which is available online.

If you pay in money to your fundraising page other than money you are donating to CRUK personally (e.g. cash from collections, family members, ticket sales and any activity where you get something in return for your money) you cannot claim Gift Aid.

Gift Aid can be claimed on individual donations that are made to CRUK offline. To claim Gift Aid everyone making a donation must complete a Gift Aid declaration confirming that they are a UK taxpayer and provide his or her name and address including post code.

Use of Fundraising Page

As access to all open fundraising pages on the Platform is unrestricted, and can therefore be seen by anyone, we advise users to avoid posting personal information about themselves or someone else (e.g. addresses, telephone numbers) when writing on a fundraising page.

If you are creating a fundraising page and would like to upload photos to it, please ensure that you are either the owner of the copyright in the photo, or you have the permission of the person who is. Similarly, if the image and/or text you would like to post features the name and/or likeness of any living person, especially where he/she has been diagnosed with a medical condition (including cancer), you must get his/her consent before you do this. If the image and/or text you would like to post features the name and/or likeness of any person who has died, please get consent from a member of their family before you do this.

We welcome and encourage users to customise messages on fundraising pages, and to leave comments when making donations. However, racist, sexist, obscene, defamatory, misleading or otherwise offensive or upsetting language and/or content is not permitted.

The following uses of the Platform are also prohibited:

posting or uploading any content or material that infringes someone else’s intellectual property or other legal rights, unless you have obtained the owner or relevant person’s consent first;

running any form of prize draw, competition or lottery, or offering any form of incentive to encourage people to donate through their fundraising page;

carrying out or encouraging any illegal or unlawful acts.

A.S.O. UK & CRUK are not responsible for the contents of any fundraising page on the Platform, nor do we necessarily endorse the fundraising activities referred to on any page. Whilst we do not actively monitor the Platform, if and when we become aware that a user has breached any of the terms of this section above, we reserve the right to edit or remove the offending message(s) and/or content, or to close the relevant page, without further notice at our sole discretion. Please note that donations will not be refunded in these circumstances.

Fundraising pages will remain open, and donations can be made through them, unless and until they are deleted by the page owner.

Fundraising Reward Gifts

I will only receive a fundraising reward if I fundraise the stated amount required to unlock the reward, unless I have opted out of receiving rewards. No rewards will be provided to spectators or participants who do not fundraise the specified amount.

A.S.O. UK reserves the right to change the style, size and type of mementos offered in the reward.

A.S.O. UK reserves the right to change the manner in which a participant can access the items within rewards bundles at any given time, e.g. through direct purchase transaction for the return of goods.

Fundraising rewards will be posted out to participants using the address provided at the point of registration. Fundraising rewards may take up to 4 weeks to arrive from submission of the participant’s fundraising.

© A.S.O. UK Limited April 2025

Sportograf Privacy Policy for Events

At our event, Sportograf Digital Solutions GmbH (web: www.sportograf.com) will be our media partner and exclusive photo service provider.

If you participate in an event at which Sportograf (hereinafter referred to as "we") has been commissioned as an exclusive photographic service by the Organiser, we may collect photographic and video material on which you can be identified personally, possibly with your event participant number (e.g. start number).

We use the data collected at the sport events to fulfill our obligation as a photo service provider under the underlying contract with the Organiser and in our own economic interest to sell the photos of the event to the interested participants via our website www.sportograf.com. Through many years of experience in the field of event photography, we can ensure that participants of sports events will be informed transparently that Sportograf will be used as an exclusive photo service provider. Furthermore, every participant of such an event must expect that the Organiser or his cooperation partners will sell photos of such events as souvenirs. Your personal data will not be passed on to third parties. We only use photographers who we have obligated to comply with data protection laws in accordance with any applicable data protection regulation (such as, by way of example, the EU General Data Protection Regulation).

In addition to the manual photo search with the help of location and time, we also offer a search with the help of the start number or a picture (selfie).

In the latter case, we determine the anonymous and non-personal characteristics of the participants with the help of an algorithm, regardless of the start number, with the help of which the personal images can be found later.

The legal justification for the data processing is our aforementioned legitimate interests according to Art. 6 Para. 1 lit. f GDPR. You have the right to object to this processing.

You can find more information on how we handle personal data and regarding your right of objection in our privacy policy available at https://www.sportograf.com/privacy