Terms & Conditions

Who we are

Trail Break Events has been in operation since 1989

Trail Break
South Riding
Basingstoke Road
Spencers Wood
RG7 1AA

Tel: 07551 953 814

Email: [email protected]

Our website:
trailbreak.co.uk

Our events are run for the enjoyment of everyone, but we take our responsibilities as event organisers seriously. That means we have to set out terms and conditions for entry to our events and use of our websites. Please read these terms and conditions in the next tabs. By using our sites or entering any of our events, you agree to abide by them.

Event Terms & Conditions

In entering this event, you agree to the following terms and conditions:

1. Bookings are final once payment has been received. No further information is sent out by mail. Pre-event information for all events will be sent out within the two weeks prior to the event date.
2. Due to administration costs, no refunds will be given on individual event bookings of less than £25 unit value. For bookings of greater than £25 unit value, refunds outside of 90 days from the event will be charged a £5 administration fee. Refunds inside of 90 days and outside of 30 days will be charged a £10 administration fee. Alternatively, you may request a credit for a future event, bookable within 12 months. The credit given will be to the exact value of the original booking. If the replacement event is of higher value than the original booking, the balance will be payable. If the value of the cancelled event exceeds the value of the replacement event, no further refund or credit balance will be issued. Once issued, a credit cannot be extended beyond its stated period. Refund requests will not be accepted inside the period of 30 days prior to an event, and transfer/credit offers within this period will be made solely at the organisers’ discretion. 
3. Outside of the above, where injury or circumstances not of the organisers’ making cause a participant to cancel a booking, and where the organisers are still in honour of their obligation to supply the event place booked, the organisers reserve the right to refuse a refund or transfer. Customers are recommended to take out appropriate holiday, events or sports insurance to cover losses arising from such situations.
4. In the circumstances of the organisers cancelling this event due to reasons of their own making, a full transfer or refund will be offered. In the event of cancellation or postponement due to extreme weather, public emergency sanctions or restrictions, or similar circumstances outside of the organisers’ making or control, the organisers will attempt to reschedule or relocate the event if it cannot proceed on its original date or venue. Participants unable to attend the rescheduled event can request a transfer to another event in the next 12 months, as notified by the organiser. This will also apply to all participants if the event cannot be rescheduled and has to be cancelled. Details of our weather policy can be found in point 11, below.
5. You will read and abide by the event instructions as provided by the organisers.
6. Rides take place on routes that include open public roads and / or rights of way, and occasionally private land by arrangement with the owner. Full road laws and access by-laws apply to all riders at all times; no special dispensation or otherwise is granted by either the organisers or highway authorities. Dangerous, reckless or illegal riding, or abusive or aggressive behaviour may result in ejection from the event or further action.
7. In entering this event, you agree to abide by these laws, and to behave in accordance with the practices and procedures for the event as laid out in the pre-event information made available to all participants.
8. Event entrants may be photographed or filmed for promotional purposes. By entering this event, you agree that your image may be used for such purposes.
9. Rider times are published in a results list on trailbreak.co.uk during and after an event. This list will include the names of riders, plus their stated age/gender category. You can request to be removed from this list.
10. Both off-road cycling and road cycling are activities that may involve a risk of accident or personal injury by their nature. By entering this event, you are agreeing to participate voluntarily and at your own risk and will be expected to take responsibility for riding safely and within your own ability. Helmets should be worn throughout when riding, and we strongly recommend high visibility clothing or the use of daylight visible lights.  The organisers and their suppliers will take no responsibility for any accidents or damage caused by third parties or by failure to adhere to these terms and conditions. Vehicles and other property brought to this event are brought at your own risk and their security and safekeeping are your responsibility. By entering this event, you accept these conditions and expressly state that you will make no claim against the organisers or the suppliers for the above stated.
11. Our weather policy: Events will go ahead as planned in all weathers, as long as it is safe to proceed in the conditions. In the event of adverse forecasts or weather warnings prior to an event, the situation will be assessed and a decision made about whether an event can go ahead. This decision may change as conditions or forecasts change, and participants will be kept up to date with the latest information. If we have not contacted you or published any notice stating otherwise, you should assume an event is going ahead as planned. If a decision has been made to cancel an event, we will email all registered participants and post a cancellation notice on the web page for the event at trailbreak.co.uk. If you are in any doubt, we recommend that you check the web page for the event at trailbreak.co.uk the evening before the event. If there is no cancellation notice, the event will be going ahead as planned. If an event is cancelled or postponed, see point 3 above for details of how this affects your booking.
    A note about weather warnings: We look at Met Office weather warnings in detail to inform our decisions; when looking at these warnings, it is important to understand what the colour coding system means and to look at the exact details of each specific warning. There is a detailed guide to Met Office weather warnings here. However, here is a rough guide to how you might expect weather warnings in general to affect our events.
    YELLOW WARNING: Yellow warnings are generally advisory and mostly indicate low-level weather impacts. There is a fair likelihood that the event will still go ahead unless the conditions of the specific warning dictate otherwise.
    AMBER WARNING: Amber warnings suggest an increased likelihood of impacts from severe weather. There is a good chance that the event will be cancelled or postponed unless the conditions of the specific warning dictate otherwise. Check the web page for the event at trailbreak.co.uk for cancellation notices.
    RED WARNING: The highest category of warning, a red warning indicates that dangerous weather is expected. You should fully expect that the event will be cancelled. Check the web page for the event at trailbreak.co.uk for cancellation notices.
    Please note: The above is a general guide only; the situation may vary depending on the specific details of a particular weather warning.
    

    Please note: The above applies specifically to weather warnings that affect the event area. For example, a red weather warning on the Welsh coast may have no bearing on an event taking place in Surrey or Sussex.

What personal data we collect and why we collect it

Event Entry Details
We collect only the details that enter and submit via our online entry forms. These forms are provided and handled by our event entry provider, Rider HQ, and exported to our in-house systems (offline), for purposes of administering the relevant event.

Mailing lists
For purposes of contacting you to inform you of our future events, we retain only your email address and name. No other data is held on our mailing lists. We do not share your data with any other third parties and do not acquire data from outside third parties for the purposes of mailing or promotion.

Comments
Comments are not usually enabled on our sites. When visitors leave comments on a site, we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media
If you upload images to our websites, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms
Contact forms on our sites will not retain any data.

Cookies
If you leave a comment on our site, you may opt-in to saving your name, email address, and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

Embedded content from other websites
We rarely, if ever, use embedded content (e.g. videos, images, articles, etc.). Results pages on our websites, this site may infrequently include embedded content from third-party timing providers. Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

We choose partners carefully for their correct handling of your data. However, these websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

Analytics
Our websites are monitored by Google Analytics, Meta Technologies and Metricool.

Who we share your data with
We don’t share your data with anyone. Simple as that.

How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

For mailing lists, we retain your data indefinitely; however, if you do not interact with our emails, you will eventually be moved to an inactive list so will hear from us less often. If you unsubscribe from our emails, your email address will be retained on our unsubscribe list to ensure that you do not receive future emails from us. We will not use your email for any other purpose.

What rights you have over your data
f you have an account on this site, or have left comments, you can request to receive details of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data
Visitor comments may be checked through an automated spam detection service. We do not pass your data on to any third parties.