General Terms and conditions of entry

Rules of the race
The 2025 Colchester Half Marathon is organised and administered by The Robin Cancer
Trust (Charity Number 1148999) whose registered office is at 29 Queens Road, Wivenhoe,
Essex, CO7 9JJ. (“we” or “us” which expression includes our employees, event officials,
authorised agents, sub-contractors or volunteers)

Closing Date for entries
Closing date for entries: 15 March 2025 or when the entry limit has been reached.

Age
Entrants must be aged at least 17 years of age on the day of the event.

Personal health and fitness
You understand that participating in this event is potentially hazardous, and you should not
enter and participate unless you are medically able and properly trained.
We recommend that you consult your doctor prior to undertaking training for a half
marathon. It is your responsibility to make sure you are medically fit and capable of running
the Colchester Half Marathon. We reserve the right, in our absolute discretion, to stop any
runner from taking part if we deem him or her unfit to run, including mid-race removal from
the course where necessary.

Medical treatment while attending the Colchester Half Marathon
By entering this event, you are confirming that should you require any medical treatments
during your attendance at the event, whether before, during or after the actual run, they
may be administered by the events’ official medically qualified personnel.

Race Number Transfers
You must not under any circumstances give your race number to anyone else. Amongst
other potential problems, doing so may cause problems of identification for the event
medical services in the case of any accident or injury. Any attempt to do so will result in
immediate disqualification of the individual(s) concerned and ejection from the event.
You also agree for your personal data to be shared with the medical personnel. It is a
condition of the race that you write any medical conditions we should be aware of on the
rear of your race number. The event organisers hold a record of all participants, you agree
for this data to be shared with relevant health authorities if we are required to do so to
comply with track & amp; trace. 

Race Numbers
All runners are required to complete emergency contact and medical information details on
the back of their race number. Please complete the relevant medical details on the back of
the race number if you have any medical condition or are taking any medication(s).

Refunds/Cancellation/Deferral
If you have selected Refundable Terms on your booking and are unable to attend your
booking due to unforeseen circumstances outside of your control you may be entitled to a
refund - please see our full set of Refundable Terms and Conditions here. To apply for a
refund, please find the instructions on how to apply in the booking confirmation email you
received after payment.
In all other circumstances no refunds are given. We are unable to offer refunds if you
change your mind, book a holiday, injure yourself, you are unable to attend because you
decide to attend another event/arrangement or for any other reason. This applies also if the
race has to be cancelled or postponed due to circumstances outside our control.

Deferrals are offered up to 4 weeks prior to the event day. After this date we are no longer
able to accept changes as the entry list is finalised.  An admin charge may apply. You are
only able to defer your place once (1 year).
We reserve the right to refuse or cancel applications, including duplicate applications, or
alter the date of the event, the course route or distance.

Duplicate entries
Duplicate entries made in genuine error will be refunded in full.

Bikes, stilts, roller skates, skate boards, buggies, etc.
Participants are not permitted to use any of the above or similar in the event and those
attempting to do so will be prohibited from starting and may be forcibly removed from the
course mid-race where necessary. Likewise, anyone attempting to start or join the race in
any outfit that we, in our absolute discretion, deem unsuitable and/or dangerous to other
competitors or spectators, will not be allowed to start the event or, if on the course, may be
forcibly removed from the event

Wheelchairs
Unfortunately, the course is not suitable for wheelchairs.

Animals
Animals will not be permitted on the Colchester Half Marathon course. We are unable to
allow guide dogs on the course but can offer a free place to guide runners. E-mail us at
info@colchesterhalfmarathon.com

Travelling to the event
By signing up to take part in this event you accept complete responsibility for any injury or
accident which may occur while you are travelling to or from the event, during the event, or
while on the premises of the event save to the extent any injury or accident which is caused
by our negligence.

Race ejection
We reserve the right, in our absolute discretion, to refuse to allow you to participate in the
event either at the start or to continue participation at any point along the route of the
event, should you be deemed to behave inappropriately or give cause for concern that your
continued participation may cause offence or injury to yourself, any spectators or other
competitors. This includes the wearing of any clothing or visual messages that may cause
offence. Failure to comply with any instruction from race officials and marshals will result in
ejection from the race and may also result in you being reported to the police.
Your personal data: Collection, use and retention of information
The Robin Cancer Trust is the data controller for the Event.
You acknowledge that the Event Organiser collects personal data from you when you submit
your online registration form to take part in The Colchester Half Marathon. The Event
Organiser shall share personal data as is necessary in the administration and organisation of
the Event and future events with its data processors.
The Event Organiser’s data processor is Eventrac, which provides the online registration
form and securely stores and manages your personal data.
Your data is hosted on servers in the UK and no data passes outside of the UK.
Your personal information will only be used by us and any appointed third parties for
purposes in connection with the event and any subsequent events that we may organise or
administer. 
We will process and share your personal data for the following purposes:
- to administer your online account
- to send you information about the event, including health and safety information
- if you actively opt in to being contacted by The Robin Cancer Trust about other events
organised by the charity
- if you actively opt in to being contacted by one of our event partners
- to monitor, develop and improve the services we provide to you and/or your experience of
the website

- to comply with our statutory and regulatory obligations or as required by law.
By third parties, we refer to partners that are essential to the organisation of the event,
including without limitation, our timing supplier who supply and post out race numbers
prior to the event and send race results via SMS on race day, our medical supplier who may
require access to your information should you require medical assistance during the event,
and race photographers. By entering the event you grant full and irrevocable permission for
us to pass any medical details you have given us to the medical teams operating on the day
of the event.
After race day we will discard information we hold about you which is no longer required
unless a longer or shorter retention period is required by law, is necessary during legal
proceedings or is otherwise needed for a particular purpose under applicable law.
We will however retain your name, email address and the race year you entered should we
need to contact you regarding a previous event, and to inform you of new Colchester Half
Marathon events and will discard all information held after five race years
We will also keep your personal information for two years from your last interaction with
us, such as the date of request for a registration to be deleted, your last purchase from our
shop, or in some other way contacted or interacted with us.
The following are examples to illustrate how we keep your personal information for as long
as necessary for a particular purpose:
 we may keep your personal information collected during a purchase for as long as
required by tax laws
 we may keep your personal information for a shorter period if you ask us to delete
your personal information. In such a case we will aim to delete your personal
information within a maximum period of one month from the date of the request;
To opt-out of receiving any communications from a third party, you will need to contact the
applicable third party. The Event Organiser is not responsible for the communications or the
content of any communications you receive from any such third party.
A participant may obtain a copy of his or her personal data which is held by the Event
Organiser by contacting the Event Organiser in writing at:
info@colchesterhalfmarathon.com, 29 Queens Road, Wivenhoe, Essex, CO7 9JJ
Use of image
By taking part in the event you grant full and irrevocable permission to us, as organisers of
the Colchester Half Marathon, and any third parties authorised by us to use any
photographs, videotapes, motion pictures, website images, recordings or any other record
of this event that may include your image.
Cancellation of the event

We reserve the right, in our absolute discretion, to cancel, delay or postpone the event due
to unforeseen or unavoidable circumstances out of our reasonable control. In such cases,
we will endeavour to inform participants as quickly as is possible. Where the event has to be
cancelled, delayed or postponed due to circumstances outside of our reasonable control
(including for the avoidance of doubt due to adverse weather conditions or because of
instructions from the emergency services) we shall not be liable for any inconvenience,
expenses, costs, losses or damages suffered by participants. Where the event has to be
cancelled, delayed or postponed due to circumstances that were within our reasonable
control, our entire liability in respect of any inconvenience, expenses, costs, losses or
damages suffered by you as a result will be limited to the entry price you have paid to take
part in the event. 

Disclaimer
Participation in the event is entirely at your own risk and by entering the event participants
acknowledge that we shall not be liable for death, injury, loss or damage arising from
participation in the event save to the extent that it is caused by our negligence.
I understand that participating in this event is potentially hazardous, and that I should not
enter and participate unless I am medically able and properly trained.
In consideration of the acceptance of this entry, I assume full and complete responsibility
for any injury or accident which may occur while I am traveling to or from the event, during
the event, or while I am on the premises of the event.
I also am aware of and assume all risks associated with participating in this event, including
but not limited to falls, contact with other participants, effect of weather, traffic, and
conditions of the road. I, for myself and my heirs and executors, hereby waive, release and
forever discharge the event organizers, sponsors, promoters and each of their agents,
representatives, successors and assigns, and all other persons associated with the event, for
all my liabilities, claims, actions, or damages that I may have against them arising out of or in
any way connected with my participation in this event.
I understand that this waiver includes any claims, whether caused by negligence, the action
or inaction of any of the above parties, or otherwise.
I hereby grant full permission to any and all of the above parties to use any photographs,
videotapes, motion pictures, website images, recordings or any other record of this event.