CURO'R COBLYN, PWLLHELI 5KM & 5M

PWLLHELI 5KM
RUNNER TERMS & CONDITIONS OF ENTRY
Organiser: Hwyl Yr Wyl
Event Lead: Jane Watkinson
Race Director / LiRF: Chelsey Williams
By entering the Pwllheli 5KM, participants confirm that they have read, understood and agree to abide by these Terms & Conditions.
The event is organised by Hwyl Yr Wyl (“the Organiser”).

1. PARTICIPATION
Participants must meet the minimum age requirement specified for the Pwllheli 5KM on the date of the event.
By entering the event, participants confirm that:
●      They are physically capable of completing a 5KM running event.
●      They understand that participation in a road and multi-surface running event involves an inherent risk of injury.
●      They will take reasonable responsibility for their own health and safety.
●      They will follow instructions given by the Race Director, event officials, marshals, medical personnel, Police, Highways personnel and Emergency Services.
●      The information supplied as part of their registration is accurate.
Participants must not take part while under the influence of alcohol or recreational drugs.

2. HEALTH & FITNESS
It is the participant’s responsibility to ensure that they are sufficiently fit and healthy to participate.
Anyone with concerns regarding their ability to safely complete the event should seek appropriate medical advice before participating.
Participants should notify the Organiser of any relevant medical condition that event medical personnel may need to know about in an emergency.
Where emergency information is requested on the reverse of a race number, participants are strongly encouraged to complete this information before starting.

3. ENTRY
An entry is valid only when the appropriate registration process has been completed and any applicable entry fee has been paid.
Each entry relates to the individual registered for the event.
Participants must provide accurate contact and emergency-contact information when registering.
The Organiser reserves the right to set a maximum number of participants and to close entries when that capacity is reached.

4. RACE NUMBERS
Race numbers are personal to the registered participant.
Race numbers must not be sold, exchanged or given to another person unless an official transfer has been authorised by the Organiser.
Participants must:
●      Wear their allocated race number.
●      Display it clearly on the front of their clothing.
●      Keep the number visible throughout the race.
●      Not deliberately alter or obscure the race number.
A person participating using another runner’s number without an authorised transfer may be removed from the event and disqualified.

5. TRANSFERS, CANCELLATIONS & REFUNDS
Entry fees are non-refundable except where the Organiser specifically states otherwise.
Participants who can no longer attend must not privately sell or transfer their race number to another person.
Where the Organiser permits official transfers, these must be completed through the process and by the deadline specified by the Organiser.
The Organiser is not responsible for costs incurred by participants in connection with the event, including travel, accommodation, meals or other associated expenses.

6. EVENT CHANGES
The Organiser reserves the right to make reasonable changes to the event where required for safety or circumstances outside its control.
This may include changes to:
●      The route.
●      Start or finish arrangements.
●      Start time.
●      Race timetable.
●      Traffic-management arrangements.
●      Cut-off arrangements.
●      Event facilities.
Where reasonably practicable, participants will be informed of significant changes before the event.

7. CANCELLATION OR POSTPONEMENT
The Race Director may take immediate race-operational action to postpone, modify, suspend or stop the race where it would be unsafe to continue. The Event Lead has overall authority to cancel or postpone the event, taking account of advice from the Race Director, relevant event personnel and authorities where appropriate.
Reasons may include, but are not limited to:
●      Extreme or severe weather.
●      Flooding.
●      Unsafe road or route conditions.
●      A major incident.
●      Emergency-service requirements.
●      Police or Highways instructions.
●      Loss of essential event infrastructure.
●      Circumstances beyond the reasonable control of the Organiser.
Where possible, the Organiser will consider alternative arrangements, including changing the route, delaying the start or rescheduling the event.
The Organiser cannot guarantee that entry fees will be refundable where cancellation results from circumstances beyond its reasonable control.
The Organiser will not be responsible for participants’ associated travel, accommodation or other third-party costs.

8. EVENT-DAY INSTRUCTIONS
Participants must follow instructions given by:
●      The Race Director.
●      Event officials.
●      Marshals.
●      First Aid and medical personnel.
●      Traffic-management personnel.
●      Police.
●      Emergency Services.
●      Other authorised event personnel.
Instructions given for safety reasons take priority over a participant’s wish to continue racing.
Failure to follow a reasonable safety instruction may result in removal from the course or disqualification.

9. STARTING THE RACE
Participants should arrive in sufficient time to complete any registration, number collection and pre-race requirements.
Participants must assemble in the designated start area when instructed.
Participants must not start ahead of the official start.
Where timing equipment is used, participants are responsible for ensuring that their race number/timing device is worn correctly.

10. THE COURSE
Participants must follow the official Pwllheli 5KM route.
Course signage, barriers, cones, tape and marshal instructions must be followed at all times.
Participants must not intentionally shorten the course or take an alternative route to gain an advantage.
Any participant found to have deliberately shortened the course may be disqualified.
Participants should remain aware that parts of the event take place in areas that may also be used by members of the public.

11. ROADS & TRAFFIC
Traffic-management measures will be implemented where identified within the event’s Traffic Management Plan.
However, participants must remain alert to their surroundings throughout the event.
Unless specifically directed otherwise by an authorised event official, participants should not assume that every road is completely free from vehicles.
Participants must follow marshal and traffic-management instructions when crossing or entering roads.

12. OTHER USERS OF THE ROUTE
Parts of the route may be shared with:
●      Pedestrians.
●      Dog walkers.
●      Cyclists.
●      Local residents.
●      Other members of the public.
Participants must behave courteously and responsibly towards other route users.
Where the route narrows or another person is using the path, participants should take reasonable care when passing.

13. HEADPHONES
For safety reasons, participants must remain able to hear marshal instructions, approaching vehicles, emergency announcements and other warnings.
The Organiser reserves the right to prohibit or restrict the use of headphones or other audio devices where this is necessary for the safe operation of the event.

14. CONDUCT
All participants are expected to behave respectfully towards:
●      Other runners.
●      Marshals and volunteers.
●      Event staff.
●      Spectators.
●      Residents.
●      Members of the public.
●      Emergency and medical personnel.
Aggressive, abusive, threatening, discriminatory or seriously unsporting behaviour will not be tolerated.
A participant may be disqualified and asked to leave the event where their behaviour presents a risk to themselves or others or seriously breaches these Terms & Conditions.

15. MEDICAL ASSISTANCE
First Aid provision will be available for the event.
Authorised medical personnel may assess any participant who appears to be injured, unwell or in distress.
Where an authorised medical professional or the Race Director considers that continuing would present an unacceptable risk to the participant, they may instruct that participant to stop.
Participants must comply with an instruction to withdraw from the race given on medical or emergency-safety grounds.
In a serious emergency, the Organiser may contact the Emergency Services and provide information reasonably necessary to assist the participant.

16. WITHDRAWING DURING THE RACE
A participant who decides not to complete the event should inform the nearest marshal or event official wherever reasonably possible.
Participants should not simply leave the course without telling an event official, as this may result in unnecessary concern or a search being initiated.
Where appropriate, Event Control will arrange assistance or advise the participant how to safely return to the event area.

17. CUT-OFF / FINAL RUNNER
Participants must give reasonable consideration before starting to whether they can complete the course within the event’s published operating time of 1 hour.
A designated tail runner/sweeper will follow the rear of the race.
If a participant falls significantly behind the event timetable, they may be advised or instructed to withdraw where the Organiser can no longer safely maintain marshals, traffic-management measures, First Aid coverage or other event infrastructure.
Participants continuing after being formally stood down from the race may no longer be considered part of the organised event.

18. EMERGENCY OR MAJOR INCIDENT
In the event of a major incident, participants must immediately follow instructions from event officials and Emergency Services.
The Race Director may take immediate action affecting the race and runners, in consultation with Event Control and relevant authorities where appropriate, including:
●      Stop the race.
●      Suspend the race.
●      Shorten the course.
●      Divert runners.
●      Change the finish location.
●      Evacuate an area.
●      Recommend to the Event Lead that the remainder of the event is cancelled where the wider event cannot safely continue.
Participant safety will take priority over completion of the race.

19. DOGS, BICYCLES & OTHER ACCOMPANIMENT
Unless specifically authorised by the Organiser, participants must not be accompanied on the course by an unregistered runner.
Bicycles, scooters or other unauthorised wheeled equipment must not accompany runners on the course.
The Organiser will publish separately whether running with dogs is permitted.

20. PHOTOGRAPHY & FILMING
Photography and filming may take place during the Pwllheli 5KM.
Images and footage may be used by Hwyl Yr Wyl for legitimate event purposes, including:
●      Event publicity.
●      Social media.
●      Websites.
●      Reports.
●      Promotion of future Hwyl Yr Wyl and community events.
Where participants have concerns regarding photography, they should contact the Organiser.
Safeguarding considerations will apply to photography involving children and young people.

21. PERSONAL INFORMATION
Personal information collected through event registration will be processed for purposes connected with organising and safely delivering the Pwllheli 5KM.
This may include:
●      Processing entries.
●      Communicating event information.
●      Race administration.
●      Emergency and medical management.
●      Producing race results.
●      Managing insurance or incident reporting where necessary.
Information will be handled in accordance with applicable data-protection requirements.

22. RESULTS & TIMING
Where electronic timing is provided, participants must use the timing equipment allocated to them.
Participants must cross the designated start and finish timing points for an official time to be recorded.
The Organiser cannot guarantee a result where a timing device is:
●      Worn incorrectly.
●      Damaged.
●      Removed.
●      Exchanged with another participant.
●      Not detected by the timing system.
Any queries regarding published results should be raised with the Organiser.

23. PERSONAL BELONGINGS
Participants are responsible for their own personal belongings.
The Organiser accepts no responsibility for items that are lost, stolen, damaged or left unattended, except where responsibility cannot legally be excluded.

24. LIABILITY
Participation in a running event involves inherent risks.
Nothing within these Terms & Conditions excludes or limits liability where it would be unlawful to do so.
Participants remain responsible for acting reasonably, following event instructions and taking appropriate care of their own safety and that of others.

25. DISQUALIFICATION
The Organiser may disqualify a participant for reasons including:
●      Deliberately shortening the course.
●      Participating using another person’s race number without authorisation.
●      Failing to follow a reasonable safety instruction.
●      Dangerous behaviour.
●      Abusive or threatening behaviour.
●      Interfering with another participant.
●      Participating while under the influence of alcohol or recreational drugs.
●      Serious breach of these Terms & Conditions.
The Race Director’s decision on race-operational safety matters will be final. Overall event-level safety and cancellation decisions rest with the Event Lead.

26. CHANGES TO THESE TERMS
The Organiser reserves the right to reasonably amend these Terms & Conditions where necessary for the safe and effective delivery of the event.
Any significant amendments made before race day will be communicated or published through the event’s official communication channels where reasonably practicable.

PWLLHELI 5MILE
RUNNER TERMS & CONDITIONS OF ENTRY
Organiser: Hwyl Yr Wyl
Event Lead: Jane Watkinson
Race Director / LiRF: Chelsey Williams
By entering the Pwllheli 5MILE, participants confirm that they have read, understood and agree to abide by these Terms & Conditions.
The event is organised by Hwyl Yr Wyl (“the Organiser”).

1. PARTICIPATION
Participants must meet the minimum age requirement specified for the Pwllheli 5MILE on the date of the event.
By entering the event, participants confirm that:
●      They are physically capable of completing a 5MILE running event.
●      They understand that participation in a road and multi-surface running event involves an inherent risk of injury.
●      They will take reasonable responsibility for their own health and safety.
●      They will follow instructions given by the Race Director, event officials, marshals, medical personnel, Police, Highways personnel and Emergency Services.
●      The information supplied as part of their registration is accurate.
Participants must not take part while under the influence of alcohol or recreational drugs.

2. HEALTH & FITNESS
It is the participant’s responsibility to ensure that they are sufficiently fit and healthy to participate.
Anyone with concerns regarding their ability to safely complete the event should seek appropriate medical advice before participating.
Participants should notify the Organiser of any relevant medical condition that event medical personnel may need to know about in an emergency.
Where emergency information is requested on the reverse of a race number, participants are strongly encouraged to complete this information before starting.

3. ENTRY
An entry is valid only when the appropriate registration process has been completed and any applicable entry fee has been paid.
Each entry relates to the individual registered for the event.
Participants must provide accurate contact and emergency-contact information when registering.
The Organiser reserves the right to set a maximum number of participants and to close entries when that capacity is reached.

4. RACE NUMBERS
Race numbers are personal to the registered participant.
Race numbers must not be sold, exchanged or given to another person unless an official transfer has been authorised by the Organiser.
Participants must:
●      Wear their allocated race number.
●      Display it clearly on the front of their clothing.
●      Keep the number visible throughout the race.
●      Not deliberately alter or obscure the race number.
A person participating using another runner’s number without an authorised transfer may be removed from the event and disqualified.

5. TRANSFERS, CANCELLATIONS & REFUNDS
Entry fees are non-refundable except where the Organiser specifically states otherwise.
Participants who can no longer attend must not privately sell or transfer their race number to another person.
Where the Organiser permits official transfers, these must be completed through the process and by the deadline specified by the Organiser.
The Organiser is not responsible for costs incurred by participants in connection with the event, including travel, accommodation, meals or other associated expenses.

6. EVENT CHANGES
The Organiser reserves the right to make reasonable changes to the event where required for safety or circumstances outside its control.
This may include changes to:
●      The route.
●      Start or finish arrangements.
●      Start time.
●      Race timetable.
●      Traffic-management arrangements.
●      Cut-off arrangements.
●      Event facilities.
Where reasonably practicable, participants will be informed of significant changes before the event.

7. CANCELLATION OR POSTPONEMENT
The Race Director may take immediate race-operational action to postpone, modify, suspend or stop the race where it would be unsafe to continue. The Event Lead has overall authority to cancel or postpone the event, taking account of advice from the Race Director, relevant event personnel and authorities where appropriate.
Reasons may include, but are not limited to:
●      Extreme or severe weather.
●      Flooding.
●      Unsafe road or route conditions.
●      A major incident.
●      Emergency-service requirements.
●      Police or Highways instructions.
●      Loss of essential event infrastructure.
●      Circumstances beyond the reasonable control of the Organiser.
Where possible, the Organiser will consider alternative arrangements, including changing the route, delaying the start or rescheduling the event.
The Organiser cannot guarantee that entry fees will be refundable where cancellation results from circumstances beyond its reasonable control.
The Organiser will not be responsible for participants’ associated travel, accommodation or other third-party costs.

8. EVENT-DAY INSTRUCTIONS
Participants must follow instructions given by:
●      The Race Director.
●      Event officials.
●      Marshals.
●      First Aid and medical personnel.
●      Traffic-management personnel.
●      Police.
●      Emergency Services.
●      Other authorised event personnel.
Instructions given for safety reasons take priority over a participant’s wish to continue racing.
Failure to follow a reasonable safety instruction may result in removal from the course or disqualification.

9. STARTING THE RACE
Participants should arrive in sufficient time to complete any registration, number collection and pre-race requirements.
Participants must assemble in the designated start area when instructed.
Participants must not start ahead of the official start.
Where timing equipment is used, participants are responsible for ensuring that their race number/timing device is worn correctly.

10. THE COURSE
Participants must follow the official Pwllheli 5MILE route.
Course signage, barriers, cones, tape and marshal instructions must be followed at all times.
Participants must not intentionally shorten the course or take an alternative route to gain an advantage.
Any participant found to have deliberately shortened the course may be disqualified.
Participants should remain aware that parts of the event take place in areas that may also be used by members of the public.

11. ROADS & TRAFFIC
Traffic-management measures will be implemented where identified within the event’s Traffic Management Plan.
However, participants must remain alert to their surroundings throughout the event.
Unless specifically directed otherwise by an authorised event official, participants should not assume that every road is completely free from vehicles.
Participants must follow marshal and traffic-management instructions when crossing or entering roads.

12. OTHER USERS OF THE ROUTE
Parts of the route may be shared with:
●      Pedestrians.
●      Dog walkers.
●      Cyclists.
●      Local residents.
●      Other members of the public.
Participants must behave courteously and responsibly towards other route users.
Where the route narrows or another person is using the path, participants should take reasonable care when passing.

13. HEADPHONES
For safety reasons, participants must remain able to hear marshal instructions, approaching vehicles, emergency announcements and other warnings.
The Organiser reserves the right to prohibit or restrict the use of headphones or other audio devices where this is necessary for the safe operation of the event.

14. CONDUCT
All participants are expected to behave respectfully towards:
●      Other runners.
●      Marshals and volunteers.
●      Event staff.
●      Spectators.
●      Residents.
●      Members of the public.
●      Emergency and medical personnel.
Aggressive, abusive, threatening, discriminatory or seriously unsporting behaviour will not be tolerated.
A participant may be disqualified and asked to leave the event where their behaviour presents a risk to themselves or others or seriously breaches these Terms & Conditions.

15. MEDICAL ASSISTANCE
First Aid provision will be available for the event.
Authorised medical personnel may assess any participant who appears to be injured, unwell or in distress.
Where an authorised medical professional or the Race Director considers that continuing would present an unacceptable risk to the participant, they may instruct that participant to stop.
Participants must comply with an instruction to withdraw from the race given on medical or emergency-safety grounds.
In a serious emergency, the Organiser may contact the Emergency Services and provide information reasonably necessary to assist the participant.

16. WITHDRAWING DURING THE RACE
A participant who decides not to complete the event should inform the nearest marshal or event official wherever reasonably possible.
Participants should not simply leave the course without telling an event official, as this may result in unnecessary concern or a search being initiated.
Where appropriate, Event Control will arrange assistance or advise the participant how to safely return to the event area.

17. CUT-OFF / FINAL RUNNER
Participants must give reasonable consideration before starting to whether they can complete the course within the event’s published operating time of 1 hour and 45 minutes.
A designated tail runner/sweeper will follow the rear of the race.
If a participant falls significantly behind the event timetable, they may be advised or instructed to withdraw where the Organiser can no longer safely maintain marshals, traffic-management measures, First Aid coverage or other event infrastructure.
Participants continuing after being formally stood down from the race may no longer be considered part of the organised event.

18. EMERGENCY OR MAJOR INCIDENT
In the event of a major incident, participants must immediately follow instructions from event officials and Emergency Services.
The Race Director may take immediate action affecting the race and runners, in consultation with Event Control and relevant authorities where appropriate, including:
●      Stop the race.
●      Suspend the race.
●      Shorten the course.
●      Divert runners.
●      Change the finish location.
●      Evacuate an area.
●      Recommend to the Event Lead that the remainder of the event is cancelled where the wider event cannot safely continue.
Participant safety will take priority over completion of the race.

19. DOGS, BICYCLES & OTHER ACCOMPANIMENT
Unless specifically authorised by the Organiser, participants must not be accompanied on the course by an unregistered runner.
Bicycles, scooters or other unauthorised wheeled equipment must not accompany runners on the course.
The Organiser will publish separately whether running with dogs is permitted.

20. PHOTOGRAPHY & FILMING
Photography and filming may take place during the Pwllheli 5MILE.
Images and footage may be used by Hwyl Yr Wyl for legitimate event purposes, including:
●      Event publicity.
●      Social media.
●      Websites.
●      Reports.
●      Promotion of future Hwyl Yr Wyl and community events.
Where participants have concerns regarding photography, they should contact the Organiser.
Safeguarding considerations will apply to photography involving children and young people.

21. PERSONAL INFORMATION
Personal information collected through event registration will be processed for purposes connected with organising and safely delivering the Pwllheli 5MILE.
This may include:
●      Processing entries.
●      Communicating event information.
●      Race administration.
●      Emergency and medical management.
●      Producing race results.
●      Managing insurance or incident reporting where necessary.
Information will be handled in accordance with applicable data-protection requirements.

22. RESULTS & TIMING
Where electronic timing is provided, participants must use the timing equipment allocated to them.
Participants must cross the designated start and finish timing points for an official time to be recorded.
The Organiser cannot guarantee a result where a timing device is:
●      Worn incorrectly.
●      Damaged.
●      Removed.
●      Exchanged with another participant.
●      Not detected by the timing system.
Any queries regarding published results should be raised with the Organiser.

23. PERSONAL BELONGINGS
Participants are responsible for their own personal belongings.
The Organiser accepts no responsibility for items that are lost, stolen, damaged or left unattended, except where responsibility cannot legally be excluded.

24. LIABILITY
Participation in a running event involves inherent risks.
Nothing within these Terms & Conditions excludes or limits liability where it would be unlawful to do so.
Participants remain responsible for acting reasonably, following event instructions and taking appropriate care of their own safety and that of others.

25. DISQUALIFICATION
The Organiser may disqualify a participant for reasons including:
●      Deliberately shortening the course.
●      Participating using another person’s race number without authorisation.
●      Failing to follow a reasonable safety instruction.
●      Dangerous behaviour.
●      Abusive or threatening behaviour.
●      Interfering with another participant.
●      Participating while under the influence of alcohol or recreational drugs.
●      Serious breach of these Terms & Conditions.
The Race Director’s decision on race-operational safety matters will be final. Overall event-level safety and cancellation decisions rest with the Event Lead.

26. CHANGES TO THESE TERMS
The Organiser reserves the right to reasonably amend these Terms & Conditions where necessary for the safe and effective delivery of the event.
Any significant amendments made before race day will be communicated or published through the event’s official communication channels where reasonably practicable.

PWLLHELI 5KM
GDPR & PRIVACY NOTICE
Organiser: Hwyl Yr Wyl
Hwyl Yr Wyl is committed to protecting the privacy and personal information of everyone registering for and participating in the Pwllheli 5KM.
This Privacy Notice explains what information we may collect, why we collect it, how it may be used and shared, and your rights in relation to your personal information.

1. INFORMATION WE MAY COLLECT
When you register for the Pwllheli 5KM, we may collect information including:
·       Full name.
·       Date of birth and age.
·       Address.
·       Email address.
·       Telephone number.
·       Emergency contact name and telephone number.
·       Race entry and registration information.
·       Race number.
·       Race timing and result information.
·       Relevant medical, allergy or medication information voluntarily provided for event safety.
·       Parental or guardian details and consent where the participant is aged 12–17.
·       Information relating to an accident, incident or First Aid treatment during the event.
·       Photographs or video footage taken during the event.
We will only collect information that is reasonably required to administer and safely deliver the event.

2. WHY WE COLLECT YOUR INFORMATION
Personal information may be used to:
·       Process and administer your race entry.
·       Confirm your eligibility to participate.
·       Communicate important information about the event.
·       Allocate race numbers.
·       Administer race timing and results.
·       Manage event safety.
·       Contact your emergency contact where necessary.
·       Provide relevant information to First Aid or Emergency Services in an emergency.
·       Record and manage accidents or incidents.
·       Manage insurance matters where required.
·       Obtain parental or guardian consent for participants aged 12–17.
·       Safely plan and deliver the Pwllheli 5KM.
·       Meet applicable legal, regulatory and insurance requirements.

3. MEDICAL INFORMATION
Where you choose to provide information about a medical condition, allergy, disability or medication, this information will only be used where reasonably necessary for your health and safety during the event.
Access to this information will be limited to those who reasonably need it for event safety.
Where necessary during an emergency, relevant information may be shared with:
·       Event First Aid personnel.
·       Ambulance services.
·       NHS or other healthcare professionals.
·       Police or other Emergency Services where appropriate.
Medical information will not be used for marketing purposes.

4. PARTICIPANTS AGED 12–17
The minimum age for participation in the Pwllheli 5KM is 12 years old on race day.
Where a participant is aged 12–17, we will also collect information from their parent or legal guardian for the purpose of obtaining consent for participation.
This may include:
·       Parent/guardian name.
·       Relationship to the participant.
·       Contact details.
·       Emergency contact details.
·       Signed or electronic consent.
Information concerning participants under 18 will be handled with particular care.

5. RACE RESULTS
The Pwllheli 5KM is a public sporting event.
Race results may be published and may include information such as:
·       Participant name.
·       Race number.
·       Age category.
·       Club, where applicable.
·       Finish time.
·       Overall finishing position.
·       Category position.
Results may be published online, through event social-media channels or by an appointed race timing provider.

6. PHOTOGRAPHY & FILMING
Photography and filming may take place during the Pwllheli 5KM.
Photographs or video footage may be used for legitimate purposes connected with the event, including:
·       Promoting the Pwllheli 5KM.
·       Hwyl Yr Wyl social-media channels.
·       Websites.
·       Event reports.
·       Local media coverage.
·       Promotion of future Hwyl Yr Wyl and community events.
We recognise that some participants may have particular reasons why they do not wish to be photographed.
Participants or parents/guardians who have safeguarding or privacy concerns regarding photography should contact Hwyl Yr Wyl before the event so that reasonable arrangements can be discussed.

7. WHO WE MAY SHARE INFORMATION WITH
Personal information will not be sold.
Where necessary for the organisation and safe delivery of the event, information may be shared with appropriate organisations or service providers, which may include:
·       Race registration providers.
·       Race timing providers.
·       First Aid or medical providers.
·       Event insurers.
·       Emergency Services.
·       Relevant authorities where legally required.
·       Professional advisers where necessary in connection with an incident, insurance matter or legal requirement.
Only information reasonably necessary for the relevant purpose will be shared.

8. EMERGENCIES
Where there is an accident, medical emergency, safeguarding concern or other serious incident, Hwyl Yr Wyl may share relevant personal information where this is reasonably necessary to protect the participant or another person.
This may include sharing information with Emergency Services, healthcare professionals, safeguarding agencies or other appropriate authorities.

9. EVENT COMMUNICATIONS
Contact information supplied as part of registration may be used to send information directly connected with the Pwllheli 5KM.
This may include:
·       Entry confirmation.
·       Race instructions.
·       Route information.
·       Start times.
·       Safety information.
·       Changes to event arrangements.
·       Cancellation or postponement information.
·       Post-event information relating to results or the administration of the event.
These communications are part of administering your race entry and are separate from general promotional marketing.

10. MARKETING
We will not automatically add participants to unrelated marketing lists simply because they have entered the Pwllheli 5KM.
Where we wish to send optional marketing communications about future events or activities, participants will be given an appropriate opportunity to choose whether they wish to receive them.
You can withdraw from optional marketing communications at any time.

11. HOW WE KEEP INFORMATION SECURE
Reasonable organisational and technical measures will be used to protect personal information against:
·       Unauthorised access.
·       Accidental loss.
·       Disclosure.
·       Alteration.
·       Misuse.
Access to personal information will be restricted to people who reasonably require it to perform their event-related duties.

12. HOW LONG WE KEEP INFORMATION
Personal information will only be retained for as long as reasonably necessary for the purpose for which it was collected and to meet any applicable legal, insurance, safeguarding or financial requirements.
Different types of information may therefore be retained for different periods.
Information that is no longer required will be securely deleted or destroyed.
Published race results may remain available as part of the historical sporting record of the event.

13. YOUR DATA-PROTECTION RIGHTS
Depending upon the circumstances, you may have rights in relation to your personal information, including the right to:
·       Ask what personal information we hold about you.
·       Request a copy of your personal information.
·       Ask us to correct inaccurate information.
·       Ask us to delete information in certain circumstances.
·       Ask us to restrict the way information is processed in certain circumstances.
·       Object to certain types of processing.
·       Withdraw consent where processing is based upon consent.
Not every right applies in every circumstance.

14. WITHDRAWING CONSENT
Where we rely specifically upon your consent to process information, you may withdraw that consent.
Withdrawal of consent does not affect processing that was lawful before consent was withdrawn.
Some information may still need to be retained where there is another lawful reason to retain it, for example following an accident, safeguarding incident or insurance claim.

15. THIRD-PARTY REGISTRATION OR TIMING SYSTEMS
Where Hwyl Yr Wyl uses an external provider to administer race registration, payments or timing, participants may also be subject to that provider’s own Privacy Notice and Terms & Conditions.
Participants should review the privacy information presented by the relevant provider when registering.

16. DATA BREACHES
Any suspected loss, unauthorised disclosure or misuse of participant information will be taken seriously and managed in accordance with Hwyl Yr Wyl’s data-protection procedures and applicable data-protection requirements.
Where legally required, the appropriate authority and affected individuals will be notified.

17. CONTACTING US ABOUT YOUR INFORMATION
Questions, concerns or requests regarding personal information connected with the Pwllheli 5KM should be directed to:
Hwyl Yr Wyl
Email: hwylyrwyl@gmail.com

18. COMPLAINTS
If you have concerns about how your personal information has been handled, please contact Hwyl Yr Wyl in the first instance so that the matter can be investigated.
You also have the right to raise a concern with the Information Commissioner’s Office (ICO).

REGISTRATION PRIVACY CONFIRMATION
As part of the Pwllheli 5KM registration process, entrants should be asked to confirm:
☐        I confirm that I have read the Pwllheli 5KM GDPR & Privacy Notice and understand how my personal information will be used to administer and safely deliver the event.
Where optional marketing is offered, this should be kept separate:
☐        I would like to receive information from Hwyl Yr Wyl about future events and activities.
The marketing option is voluntary and should not be a condition of entering the Pwllheli 5KM.

PWLLHELI 5MILE
GDPR & PRIVACY NOTICE
Organiser: Hwyl Yr Wyl
Hwyl Yr Wyl is committed to protecting the privacy and personal information of everyone registering for and participating in the Pwllheli 5MILE.
This Privacy Notice explains what information we may collect, why we collect it, how it may be used and shared, and your rights in relation to your personal information.

1. INFORMATION WE MAY COLLECT
When you register for the Pwllheli 5MILE, we may collect information including:
·       Full name.
·       Date of birth and age.
·       Address.
·       Email address.
·       Telephone number.
·       Emergency contact name and telephone number.
·       Race entry and registration information.
·       Race number.
·       Race timing and result information.
·       Relevant medical, allergy or medication information voluntarily provided for event safety.
·       Parental or guardian details and consent where the participant is aged 14–17.
·       Information relating to an accident, incident or First Aid treatment during the event.
·       Photographs or video footage taken during the event.
We will only collect information that is reasonably required to administer and safely deliver the event.

2. WHY WE COLLECT YOUR INFORMATION
Personal information may be used to:
·       Process and administer your race entry.
·       Confirm your eligibility to participate.
·       Communicate important information about the event.
·       Allocate race numbers.
·       Administer race timing and results.
·       Manage event safety.
·       Contact your emergency contact where necessary.
·       Provide relevant information to First Aid or Emergency Services in an emergency.
·       Record and manage accidents or incidents.
·       Manage insurance matters where required.
·       Obtain parental or guardian consent for participants aged 14–17.
·       Safely plan and deliver the Pwllheli 5MILE.
·       Meet applicable legal, regulatory and insurance requirements.

3. MEDICAL INFORMATION
Where you choose to provide information about a medical condition, allergy, disability or medication, this information will only be used where reasonably necessary for your health and safety during the event.
Access to this information will be limited to those who reasonably need it for event safety.
Where necessary during an emergency, relevant information may be shared with:
·       Event First Aid personnel.
·       Ambulance services.
·       NHS or other healthcare professionals.
·       Police or other Emergency Services where appropriate.
Medical information will not be used for marketing purposes.

4. PARTICIPANTS AGED 14–17
The minimum age for participation in the Pwllheli 5MILE is 14 years old on race day.
Where a participant is aged 14–17, we will also collect information from their parent or legal guardian for the purpose of obtaining consent for participation.
This may include:
·       Parent/guardian name.
·       Relationship to the participant.
·       Contact details.
·       Emergency contact details.
·       Signed or electronic consent.
Information concerning participants under 18 will be handled with particular care.

5. RACE RESULTS
The Pwllheli 5MILE is a public sporting event.
Race results may be published and may include information such as:
·       Participant name.
·       Race number.
·       Age category.
·       Club, where applicable.
·       Finish time.
·       Overall finishing position.
·       Category position.
Results may be published online, through event social-media channels or by an appointed race timing provider.

6. PHOTOGRAPHY & FILMING
Photography and filming may take place during the Pwllheli 5MILE.
Photographs or video footage may be used for legitimate purposes connected with the event, including:
·       Promoting the Pwllheli 5MILE.
·       Hwyl Yr Wyl social-media channels.
·       Websites.
·       Event reports.
·       Local media coverage.
·       Promotion of future Hwyl Yr Wyl and community events.
We recognise that some participants may have particular reasons why they do not wish to be photographed.
Participants or parents/guardians who have safeguarding or privacy concerns regarding photography should contact Hwyl Yr Wyl before the event so that reasonable arrangements can be discussed.

7. WHO WE MAY SHARE INFORMATION WITH
Personal information will not be sold.
Where necessary for the organisation and safe delivery of the event, information may be shared with appropriate organisations or service providers, which may include:
·       Race registration providers.
·       Race timing providers.
·       First Aid or medical providers.
·       Event insurers.
·       Emergency Services.
·       Relevant authorities where legally required.
·       Professional advisers where necessary in connection with an incident, insurance matter or legal requirement.
Only information reasonably necessary for the relevant purpose will be shared.

8. EMERGENCIES
Where there is an accident, medical emergency, safeguarding concern or other serious incident, Hwyl Yr Wyl may share relevant personal information where this is reasonably necessary to protect the participant or another person.
This may include sharing information with Emergency Services, healthcare professionals, safeguarding agencies or other appropriate authorities.

9. EVENT COMMUNICATIONS
Contact information supplied as part of registration may be used to send information directly connected with the Pwllheli 5MILE.
This may include:
·       Entry confirmation.
·       Race instructions.
·       Route information.
·       Start times.
·       Safety information.
·       Changes to event arrangements.
·       Cancellation or postponement information.
·       Post-event information relating to results or the administration of the event.
These communications are part of administering your race entry and are separate from general promotional marketing.

10. MARKETING
We will not automatically add participants to unrelated marketing lists simply because they have entered the Pwllheli 5MILE.
Where we wish to send optional marketing communications about future events or activities, participants will be given an appropriate opportunity to choose whether they wish to receive them.
You can withdraw from optional marketing communications at any time.

11. HOW WE KEEP INFORMATION SECURE
Reasonable organisational and technical measures will be used to protect personal information against:
·       Unauthorised access.
·       Accidental loss.
·       Disclosure.
·       Alteration.
·       Misuse.
Access to personal information will be restricted to people who reasonably require it to perform their event-related duties.

12. HOW LONG WE KEEP INFORMATION
Personal information will only be retained for as long as reasonably necessary for the purpose for which it was collected and to meet any applicable legal, insurance, safeguarding or financial requirements.
Different types of information may therefore be retained for different periods.
Information that is no longer required will be securely deleted or destroyed.
Published race results may remain available as part of the historical sporting record of the event.

13. YOUR DATA-PROTECTION RIGHTS
Depending upon the circumstances, you may have rights in relation to your personal information, including the right to:
·       Ask what personal information we hold about you.
·       Request a copy of your personal information.
·       Ask us to correct inaccurate information.
·       Ask us to delete information in certain circumstances.
·       Ask us to restrict the way information is processed in certain circumstances.
·       Object to certain types of processing.
·       Withdraw consent where processing is based upon consent.
Not every right applies in every circumstance.

14. WITHDRAWING CONSENT
Where we rely specifically upon your consent to process information, you may withdraw that consent.
Withdrawal of consent does not affect processing that was lawful before consent was withdrawn.
Some information may still need to be retained where there is another lawful reason to retain it, for example following an accident, safeguarding incident or insurance claim.

15. THIRD-PARTY REGISTRATION OR TIMING SYSTEMS
Where Hwyl Yr Wyl uses an external provider to administer race registration, payments or timing, participants may also be subject to that provider’s own Privacy Notice and Terms & Conditions.
Participants should review the privacy information presented by the relevant provider when registering.

16. DATA BREACHES
Any suspected loss, unauthorised disclosure or misuse of participant information will be taken seriously and managed in accordance with Hwyl Yr Wyl’s data-protection procedures and applicable data-protection requirements.
Where legally required, the appropriate authority and affected individuals will be notified.

17. CONTACTING US ABOUT YOUR INFORMATION
Questions, concerns or requests regarding personal information connected with the Pwllheli 5MILE should be directed to:
Hwyl Yr Wyl
Email: hwylyrwyl@gmail.com

18. COMPLAINTS
If you have concerns about how your personal information has been handled, please contact Hwyl Yr Wyl in the first instance so that the matter can be investigated.
You also have the right to raise a concern with the Information Commissioner’s Office (ICO).

REGISTRATION PRIVACY CONFIRMATION
As part of the Pwllheli 5MILE registration process, entrants should be asked to confirm:
☐        I confirm that I have read the Pwllheli 5MILE GDPR & Privacy Notice and understand how my personal information will be used to administer and safely deliver the event.
Where optional marketing is offered, this should be kept separate:
☐        I would like to receive information from Hwyl Yr Wyl about future events and activities.
The marketing option is voluntary and should not be a condition of entering the Pwllheli 5MILE.