Terms of Use

Sport Systems Terms & Conditions

Our events are covered by the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, which exempt leisure activities scheduled for a specific date from the usual 14-day cancellation rights. Because of this, all entry fees are non-refundable, except in exceptional circumstances outlined in our terms and conditions.

If you register other participants, you confirm that you have their permission and that they agree to these terms.

Entries sold by Sport Systems on behalf of an event are also provided on a no-refund basis, unless the event’s own terms and conditions state otherwise. Any different conditions will be shown on the event’s website and/or the relevant page on the Sport Systems site.

Why an event can’t refund

Did you know that anything between 10% and 25% of entrants choose not to turn up on race day? If an event had to make refunds to all these entrants budgeting would be impossible and most, if not all, events would not take place. For most races your entry fee is invested in the cost of staging the event and frequently there is a donation to a charity or good cause. Costs of staging the event cover the main costs to contractors, suppliers, administration, etc. that are already committed by the event well before race day. From the moment you enter, the organisers start to incur administration costs and banking charges, simply by processing your entry and accepting the payment. They would also incur further charges in administering cancellations and additional banking changes for processing refund payments.

Number Swaps

If you have entered an event but are unable to participate, some races allow number swaps, but there is a strict procedure to follow. You can make enquiries about this by enquiries@sportsystems.co.uk. For health and safety reasons you must not in any circumstances give your race number to anyone else unless the number swap procedure has been correctly followed.

Secure Payment

We use Stripe to process all credit and debit card payments. Stripe is a certified PCI DSS Level 1 service provider, which is the highest level of payment security. This means your card details are handled securely and are never stored on our servers.

Our website is regularly monitored and security-scanned to ensure high standards are maintained, helping to reduce the risk of unauthorised access or misuse of personal data.

We are registered under the Data Protection Act, and our registration number is Z8181502.

How information about you will be used

The personal information gathered by Sport Systems when you place your order will only be used for the purpose of administering the event. This could be by Sport Systems, the race organisers, or any appointed third party, such as an official photographer, or a different race timer. Certain details such as your name, age and running club, but not contact data, may appear on various results websites, results emails, text messages and could even appear in newspapers. We may also use your details to keep you informed about future events, unless you have ticked the box in the “Submit Entry” section, to opt out of receiving news of offers and forthcoming events, with which Sport Systems is involved.

Medical Information

By entering the event you grant irrevocable permission for us to pass on any medical details you have given to the medical teams operating on the day of the event. Sport Systems Limited, 12 Kernham Drive, Tilehurst, Reading, RG31 6GB. Tel: 01737 814 844. Email: enquiries@sportsystems.co.uk. VAT registration no. 052 8600 35. Company registered in England – no. 3021175.