Terms and Conditions

Royal Windsor Triathlon is run in accordance with our parent company, GW Active Limited. This document sets out the terms and conditions of Royal Windsor Triathlon’s website: RoyalWindsorTriathlon.com (the “Website”). These terms (the “Terms and Conditions”) are a legal agreement between you and G.W Active Limited.

1. Fundamentals

1.1 Operated by GW Active Ltd Trading.

1.2 By entering a our event, you agree to these Terms and Conditions. If you disagree with any part, please do not enter.

1.3 If you are unsure about any aspect, please contact us at [email protected] for clarification.

1.4 Your attention is particularly drawn to clauses on Entry Transferability, Event Cancellation, and Liability.

1.5 GW Active Ltd Trading reserves the right to amend these Terms and Conditions at any time by posting updates online.

1.6 Group and Third-Party Bookings: Participants agree that where a booking is made on behalf of others, all participants included in the booking are bound by these Terms and Conditions. It is the responsibility of the individual making the booking to ensure that all participants have read and understood these terms.

1.7 When entering on the day of an event, in person, by confirming your full name, DOB and email address you understand that you are agreeing to our full terms and conditions stated below.

1.8 When registering for an event all participants are agreeing to abide by our Code of Conduct (see below terms) at all race venues and GW Active organised social events. All decisions about appropriate or inappropriate behaviour are at the sole discretion of the event organisers GW Active Ltd Trading.

  1. Entry and Participation

2.1 Entry to GW Active Events requires agreeing to these Terms and Conditions.

2.2 By entering, participants agree to receive event-related communications. Contact information will not be shared with third parties without consent.

2.3 GW Active reserves the right to amend or cancel events without prior notice, including changes to race time, date, venue, fees, or prizes.

2.4 In case of cancellation due to events beyond our control (e.g., extreme weather, pandemics), we will attempt to reschedule. If not possible, partial refunds or charity donations will be considered.

2.5 Participants who choose not to race after an event is rescheduled will not be entitled to a refund.

  1. Refund and Transfer Policy

3.1 GW Active operates a no refunds policy.

3.2 If you cannot attend and notify us at least 14 days prior to the event, you may: Transfer your entry to another person. Transfer to another GW Active event. Receive store credit for future events.

3.3 A admin fee applies for changes unless a Flexi Package was purchased, which allows unlimited changes up to 24 hours before the event.

  1. Age Restrictions

4.1 Minimum age requirements: 5K: 11 years old 10K: 15 years old Half Marathon: 17 years old Marathon: 18 years old

4.2 Adults or guardians entering minors into children’s races do so at their own risk.

  1. Liability and Risk Acknowledgement

5.1 Participants enter GW Active Events at their own risk.

5.2 GW Active accepts no liability for any injury, illness, loss, or damage to personal property before, during, or after the event.

5.3 It is the participant’s responsibility to ensure they are fit and healthy enough to participate. GW Active is not liable for injuries caused by pre-existing conditions.

5.4 GW Active will not be liable for injuries resulting from weather-related conditions, including but not limited to: Wind, ice, snow, or rain Falling infrastructure due to strong winds Slips, trips, or falls caused by wet or icy surfaces Overheating due to high temperatures or extreme heat conditions

Participants must make their own judgment about whether conditions are safe. By participating, they accept full responsibility for any weather-related injuries.

5.5 If a participant deems conditions unsafe, they may request a free transfer to another GW Active event of equal or lesser value by contacting GW Active via the website. Choosing to participate instead is at the participant’s own risk.

5.6 GW Active accepts no liability for injuries resulting from: Trips or falls on matting, wires, potholes, or loose equipment Actions of other participants or members of the public Hazards in outdoor and uncontrolled environments, including but not limited to uneven terrain, potholes, wildlife, and other natural hazards.

5.7 GW Active will not be held liable for any injuries resulting from a participant’s lack of vigilance, including but not limited to trips, slips, or falls caused by failure to observe obstacles, uneven terrain, or other course hazards. Participants are fully responsible for navigating the event safely.

  1. Photography and Media Consent6.1 Participants consent to being photographed or filmed during the event. GW Active may use images for promotional purposes.

6.2 GW Active utilizes facial recognition technology to make accessing participant photos simple and efficient. By signing these Terms and Conditions, you consent to GW Active uploading your race photos to its platform, where they will be made available for personal use. Additionally, you agree that your photos may be used by GW Active for marketing and promotional purposes.

If you do not wish for your photos to be uploaded or used for marketing purposes, you have the right to opt out. To do so, please email us at [email protected] prior to the event or within 14 days after the event date.

  1. Charity Entries

7.1 One of our goals is to provide a secure platform for participants to register their interest in events they can take part in for charitable causes.

7.5 By providing your details to a charity, you give explicit permission for them or their appointed agency to contact you regarding the event or similar events.

  1. Governing Law

8.1 These Terms are governed by the laws of England and Wales.

8.2 Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

  1. Contact Information

For any inquiries, please contact: 💎 [email protected]