Cycle the Wight Ltd Terms and Conditions

The Terms and Conditions detailed below apply to all riders participating in any event organised and operated by Cycle the Wight. Completion of an Event Registration Form or purchase of an entry by (or on behalf of) the rider (“you”) acknowledges acceptance of these Terms and Conditions.

SECTION A: GENERAL TERMS AND CONDITIONS  

Format

1. You accept that the event you are entering is not a race in any format, all events are purely fun, or family orientated. Results will be published for individuals only and any person (s) considered to be competing against others will be immediately stopped from riding and banned from entering any future events organised by Cycle the Wight

Conduct

2. You are fully responsible for your actions and behaviour whilst attending the event. This includes at the event accommodation and during the ride itself. Cycle the Wight do not accept any responsibility whatsoever for your actions nor their consequences.

Age Requirement

3. The Event Registration Form or purchase of an entry to an event must be completed by a person aged 18 years or over. Evidence of age must be provided on request.

4. Riders under the age of 18 will be allowed to participate in the event with the consent of their parent or legal guardian who must sign the Event Registration Form or purchase an entry on the rider’s behalf. By signing the Event Registration Form or purchasing an entry on the rider’s behalf, you accept responsibility for the actions and consequences of the underage rider. Under 16’s need to be accompanied by an adult who is responsible for them at all times.

Equipment

5. You must wear a safety-approved cycling helmet complying with latestEN 1078, ANSI Z90/4 or SNELL standards B-90A and B-95 during your participation in the event. Any rider not wearing a helmet will not be covered by the event insurance and will be disqualified from the event and could be liable for damages if involved in an accident on that basis. You must accept this as a condition of entry.

6. You confirm that the cycle/bike you are riding for the event and all of your equipment is of a suitable standard and state of roadworthiness, in particular, the ability to complete the longest distance and over rough terrain, dependant on the event.

7. If you wish to use an e-bike at one of our events, it must be fully compliant with UK law - e.g. no “chipped” or overpowered e-bikes. These are considered illegal in the UK and are not allowed at our events.

8. As organisers, we are duty-bound to prioritise our resources to deal with genuine first aid and mechanical issues. Flat e-bike batteries mid-ride are not considered genuine mechanical issues, rather the predictable outcome of poor planning. Riders with flat e-bike batteries are requested to make their own way to the nearest event Feed Station or Splash & Dash. It should be noted that we may have to wait until the event is finished and/or there are spare resources to facilitate a pickup from these locations. It is therefore suggested that e-bike riders are (1) familiar with their bike’s battery range, and (2) either carry a charged spare battery with them or stash a spare battery at a suitable point on the route in advance.

Registration &Routes

11. Upon signing the Event Registration Form or purchasing an entry, you agree that you are physically and mentally capable of riding the distance you have chosen. If during the event you decide to change the route or distance, you do so at your own risk.

11.1. On the day entry

On the day entries are available at all our events as long as the event has not sold out prior to the event day. We will usually put a notice on our event pages if this is the case. On the day entries are subject to an additional £5.00 per person surcharge, over the online price. Payment can be made with cash or cheque. You can fill out an entry form when you arrive at the event. One entry form must be completed per person.

12. During the event, there will be warning signs at appropriate points on the trails or roads along the routes and it is your responsibility to make a decision regarding whether to ride a section or not. The marking of the route does not necessarily indicate that the trail or road is rideable, and you are deemed to make your own decision about whether to proceed on bike, foot or not at all.

13. Any marked route is shown for guidance only and we do not insist that you use the route shown. If you choose to ride a section, it is entirely your own choice. If you choose a different route to avoid obstacles or sections you decide are beyond your capabilities, you do so entirely at your own risk.

14. We reserve the right to shorten or alter the published route at any time. You do not have the right to claim a refund if the route is shortened or altered.

15. If you fail to complete the course for any reason, you agree to return to or call the event centre before the close of the event and report to a member of staff. Not doing so will mean that a search may be organised, and the subsequent cost will be billed to you.

Rules

16. You are requested to ride in single file where appropriate and no more than 2 abreast at any time. Please be aware of your fellow cyclists, other road users, and any other traffic and always indicate your intention to stop or change direction.

17. You must adhere to and obey the Highway Code, local bylaws, and the laws of England as applicable and extend all reasonable courtesy to other road and off-road users.

18. You must be considerate to other users of bridleways, tracks, byways, and public ways when riding off-road. Upon seeing other users, such as horse riders, walkers, farm traffic, and other cyclists, you are required to slow down and pass with care. Where appropriate, you should stop and wait at the side of the route for other users to pass safely.

19. You must not drop or leave any litter on any part of the route but dispose of it responsibly at an appropriate place or bin. Any rider found littering will be disqualified from the event.

20. You are expected to respect the roads, villages, and countryside that the events travel through and to respect local residents and workers. If you stop at any point along the route for a comfort break you are asked to do so discretely and appropriately and not to cause any offence to local residents or other riders.

21. Any rider causing damage to a gate or any other propertyduring the event will be liable for any costs to repair said damage.

22. Any rider or persons causing damage to the campsite shall be liable for any costs to repair said damage and will be required to depart the site immediately. The property owner reserves the right to involve the Police in the event of any dispute or damage caused and reserves the right to refuse entry. Any person removed from the site for whatsoever reason will not be entitles to any refund of fees or monies paid for use of the site.

23. Any persons/rider found to be drunk and disorderly will not be allowed to participate in any events and will be asked to leave, no refunds will be given under these circumstances

Accidents

24. You will be fully responsible for any fees or costs incurred or arising from an accident either involving or caused by you. This includes, but is not exclusive to, fees from Police, Air Ambulance, Fire and Rescue and the Ambulance service. If the situation arises that you are not capable of making the decision to call the emergency services, you agree that a member of our Team or a member of the public may call on your behalf. In this situation, you still accept the costs and consequences of such actions.

25. You accept full responsibility for any fees or costs incurred or arising from the need for repatriation.

Insurance

26. Participation in the event is at your own risk.

27. Third party insurance cover is provided for all riders during the event, covering claims resulting from accidental damage to third party property. This insurance cover is adjudged void if it is deemed the rider has acted negligently. No further insurance cover is provided by us for riders participating in an event.

28. We strongly recommend each rider organises their own personal insurance cover.

29. It is a condition of entry for this event that entrants from another country outside of the UK have a suitable level of travel insurance to cover the potential activity and liability Recordings.

30. Insurance will only cover official routes, any person (s) deviating from routes for any reason will not be covered.

31. By participating in the event, you confirm and agree that we and third parties authorised by us may record you via photographs, film, audio, audio-visual or other recording, still or moving, during the event (“Recordings”). We shall own all rights in such recordings and you hereby (i) assign to us any and all present and future copyright, performance rights and any other right, title and interest in and to the Recordings and you hereby waive the benefit of any law known as “moral rights”; (ii) agree that we may use the Recordings for any purpose at our sole discretion including in any marketing and/or publicity materials, and on any website and social media; and (iii) agree that the Recordings may be altered, edited and/or modified (e.g. combined with other images, text, graphics and/or sound). You hereby release us from any and all liability from such use and promotion and specifically waive any right to any compensation you may have for appearing in any of the Recordings. Involved.

32. Under 16 admin fee

We want to encourage young riders to enjoy the pleasure of cycling. That is why all riders under 16 years old only have to pay a small fee to cover the entry process. All under 16 riders must be accompanied by a paying adult. Valid ID will be requested on the day. 

Cancellations

33. Event entry fees cannot be refunded or transferred under any circumstances.

34. We reserve the right to cancel any event due to extreme weather conditions. Your entry will be automatically moved to the rescheduled event. No refunds will be issued, and no compensation will be given towards your travel or accommodation costs.

Promotions

35. Photograph and disclosure of county of residence and will co-operate with any other reasonable requests from us relating to any post-winning publicity.

Your Personal Information

36. We will only use your personal information asset out in our Privacy Policy and in line with our legal obligations under GDPR <https://www.cyclethewight.co.uk/privacy/>.

Applicable Law

37. If you want to take court proceedings, the relevant courts of the part of the United Kingdom in which you live will have non-exclusive jurisdiction in relation to this contract. The laws of England and Wales will apply to this contract.

Introduction

This notice refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.

www.cyclethewight.co.uk may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy was implemented on 8th May 2020.

The General Data Protection Regulation (GDPR) seeks to protect and enhance the rights of data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU. It should be noted that GDPR does not apply to information already in the public domain.

Personal Data

www.cyclethewight.co.uk uses the information collected from you to provide quotations make telephone contact and to email you marketing information which we believe may be of interest to you and your business.

In you are making initial consent to marketing contact from www.cyclethewight.co.uk we shall maintain a marketing dialogue with you until you either opt out (which you can do at any stage) or we decide to desist in promoting our services. Some personal data may be collected about you from the forms and any surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to personally identifying information like Internet Protocol (IP) addresses. We may from time to time use such information to collect statistics about the behaviour of visitors to our website.

Any information www.cyclethewight.co.uk holds about you and your business encompasses all the details we hold about you and any sales transactions including any third-party information we have obtained about you from public sources and our own suppliers such as credit referencing agencies.

We will only collect the information needed so that it can provide you with contractual/booking correspondence, marketing and consulting services, we do not sell or broker your data, although coincidentally there may be times when your information could be contained in data that www.cyclethewight.co.uk has purchased from a third-party list broker, on behalf of a client.

Cookies

Our website use cookies, which is a string of information that a website stores on a visitor's computer, and that the visitor's browser provides to the website each time the visitor returns. We may use both "session" cookies and "persistent" cookies on the website. We will use the session cookies to keep track of you whilst you navigate the website. We will use the persistent cookies to enable our website to recognise you when you visit. Session cookies will be deleted from your

computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.

The details of these cookies are:

_pk_id.* Piwik: We use Piwik to monitor traffic levels, search queries and visits to this website.

_pk_ses.* these cookies enable Piwik to determine whether you are a return visitor to the site, and to track the pages that you visit during your session.

PIWIK_SESSID these cookies are set only after the user has given consent to us to use cookies.

We also collect information about the browsing habits of visitors; no information that can identify an individual is collected or recorded.

If you prefer us not to gather this information, please untick the box below.

Legal Basis for Processing Personal Data

In order for us to process personal data we must have a lawful purpose for doing so. This is outlined below.

Legitimate interests

When you provide your personal details to us, we use your information for our legitimate business interests. Before doing this, we will carefully consider and balance any potential impact on you and your rights.

The following are some examples of when and why we would use this approach.

Direct Marketing: We will send direct marketing via the postal service and by email. We will also make sure our direct marketing is relevant for you and where possible tailored to your interests. Personalisation: Where the processing enables us to enhance, modify, personalise, or otherwise improve our services/communications for the benefit of our guests and visitors. Analytics: To process your personal information for the purposes of customer analysis, assessment, profiling and direct marketing, on a personalised or aggregated basis, to help us with our activities and to provide you with the most relevant information as long as this does not harm any of your rights and interests. Research: To determine the effectiveness of promotional campaigns and to develop our products, services, systems, and relationships with you.

Booking Correspondence: We will send all paperwork relevant to your entry and any bookings with www.cyclethewight.co.uk by post or Email.

Consent

We also rely on consent for lawful processing where we have no legitimate interest. An example of this may be when you sign up to receiving marketing through our website. Every marketing email we send gives you the opportunity to withdraw consent by un-subscribing.

Disclosure

We may on occasions pass your Personal Information to third parties such as Visit the Isle of Wight whose official address is 35 Orchard Street, Newport, Isle of Wight; accommodation providers, selected mailing houses exclusively to process work on our behalf and the authorities should a request be made for legitimate purposes. We require these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Notice and GDPR.

We do not broker or pass on information gained from your engagement with us without your consent. However, we may disclose your Personal Information to meet legal obligations, regulations, or valid governmental request. We may also enforce our Terms and Conditions, including investigating potential violations of our Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of Www.cyclethewight.co.uk, our clients and/or the wider community.

Retention Policy

We will process personal data during the duration of any contract and will continue to store only the personal data needed for five years after the contract has expired to meet any legal obligations. After five years any personal data not needed will be deleted.

Data Storage

Data is held in The United Kingdom using different (multiple) servers. www.cyclethewight.co.uk does not store personal data outside the EEA.

Links to Other Websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

You’re Rights as a Data Subject

At any point whilst www.cyclethewight.co.uk is in possession of or processing your personal data, all data subjects have the following rights:

Right of access - you have the right to request a copy of the information that we hold about you. Right of rectification - you have a right to correct data that we hold about you that is inaccurate or incomplete. Right to be forgotten - in certain circumstances you can ask for the data we hold about you to be erased from our records. Right to restriction of processing - where certain conditions apply you have a right to restrict the processing. Right of portability - you have the right to have the data we hold about you transferred to another organisation. Right to object - you have the right to object to certain types of processing such as direct marketing. Right to object to automated processing, including profiling - you also have the right not to be subject to the legal effects of automated processing or profiling.

In the event that www.cyclethewight.co.uk refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge.

www.cyclethewight.co.uk will at your request confirm what information it holds about you and how it is processed:

You can request the following information: Contact details of the data protection officer, where applicable. The purpose of the processing as well as the legal basis for processing. If the processing is based on the legitimate interests of www.cyclethwwight.co.uk or a third party such as one of its clients, information about those interests. The categories of personal data collected, stored, and processed. Recipient(s) or categories of recipients that the data is/will be disclosed to. How long the data will be stored. Details of your rights to correct, erase, restrict or object to such processing.

Information about your right to withdraw consent at any time. How to lodge a complaint with the supervisory authority (Data Protection Regulator). Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data. The source of personal data if it was not collected directly from you. Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing. To access what personal data is held, identification will be required. We will accept the following forms of ID when information on your personal data is requested: a copy of one of the following documents: driving license, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If www.cyclethewight.co.uk is dissatisfied with the quality, further information may be sought before personal data can be released.

All requests should be made to info@cyclethewight.co.uk or in writing to us at the address further below.

Complaints

In the event that you wish to make a compliant about how your personal data is being processed by www.cyclethewight.co.uk or its partners, you have the right to complain to us. If you do not get a response within 30 days, you can complain to the Data Protection Regulator.

The details for each of these contacts are:

www.cyclethewight.co.uk,

attention of the Data Controller

51 High Street

Shanklin

Isle of Wight

PO37 6JZ

Email info@cyclethewight.co.uk

Data Protection Regulator

Information Commissioner's office Wycliffe House, Water Lane Wilmslow SK9 5AF Tel: 0030 123 1113