Terms & Conditions

1. Introduction

AND-OVER Trail Events is committed to protecting your personal data and respecting your privacy.

This policy explains how we collect, use, and protect your information when you enter our events or interact with our website.

2. What Information We Collect

When you enter an event or contact us, we may collect:

- Name

- Email address

- Phone number

- Date of birth

- Emergency contact details

- Medical information (where provided)

- Any additional information required for event participation

We may also collect basic website usage data (e.g. page visits, clicks) to improve our services.

3. How We Collect Your Data

We collect data through:

- Event registration platforms (e.g. Eventrac)

- Website forms (e.g. Tekmatix)

- Direct communication (email, social media, messages)

4. How We Use Your Data

We use your information to:

- Process event registrations

- Communicate important event information

- Ensure your safety during events

- Provide medical teams with relevant information (if required)

- Improve our events and services

We do not sell or share your personal data with third parties for marketing purposes.

5. Legal Basis for Processing

We process your data under the following lawful bases:

- Contractual necessity – to deliver the event you have entered

- Legitimate interests – to manage and improve our events

- Vital interests – where medical information is required for your safety

6. Medical Information

Any medical information you provide:

- Will only be accessed if necessary for your safety

- May be shared with event medics on the day

- Will be treated as strictly confidential

7. Data Sharing

We may share your data with:

- Event registration providers (e.g. Eventrac)

- Medical teams (where necessary)

We do not share your data with external organisations for marketing.

8. Data Storage & Retention

Your data is stored securely and only retained for as long as necessary to:

- Deliver events

- Meet legal or insurance requirements

We take reasonable steps to protect your data from loss, misuse, or unauthorised access.

9. Photography & Media

Photos and videos are taken at events for promotional purposes.

These may be used on:

- Website

- Social media

- Marketing materials

If you do not wish to appear in photos, please inform us before the event.

10. Your Rights

Under UK GDPR, you have the right to:

- Access your personal data

- Request correction of inaccurate data

- Request deletion of your data

- Object to processing in certain circumstances

To exercise these rights, contact us using the details below.

11. Cookies

Our website may use cookies to:

- Improve user experience

- Track website performance

You can control or disable cookies through your browser settings.

(See our Cookie Policy for more details.)

12. Contact

If you have any questions about this Privacy Policy or your data, please contact:

Email: [email protected]

13. Policy Updates

We may update this policy from time to time.
The latest version will always be available on our website.