Below you will find details of our current policies.

• Refunds, Deferral and Transfers
• Data Privacy
• Environmental Policy
• Equality Statement
• Charitable Policy

Refunds and Transfers

This policy will be for all races entered via the Eventrac entry platform.

• NO REFUNDS via Challenge Running Ltd under any circumstances.
• You will be given the option of insuring your entry using the Refund Protect policy option on the entry form, this will add 15% to your race cost but will allow you to claim a refund up to and including race day for injury and other circumstances see full terms here including what is covered and not covered. https://www.refundable.me/
• If you choose not to take out the insurance there is no refund under any circumstances from Challenge Running Ltd. We commit to race costs well in advance of races. 
• You will be able to self manage your account including all your personal info up to the closing date (usually 2 weeks before the race date). If you change address, club or medical info etc you must do it before the event.
• You will be able to transfer to another of our events or the same event the following year, essentially a deferral (up to 6 weeks before the event date). You can transfer into a race if spaces are available. Closer than 6 weeks and we can not transfer to another race or person. You must set up an account on the Eventrac System to be able to see the transfer/change details options.
• Transfers or deferrals between any races will cost £10 - £20 depending on event plus any price difference between events. So if the race you are transferring from was £50 and the new race is £80 then you pay the £30 difference plus the £10 admin charge plus any transaction charges. (You can only transfer/defer up to 6 weeks before the event date.) Discounts do not get applied on Transfers. 
• You will be able to pay for all our events in instalments of up to 6 months but will not have a valid entry until all payments are made. Charges may apply.
• All entries are self edited/managed and you are responsible for ensuring your entry details are up to date before the race.
• If we cancel the race for circumstances within our control we will refund you 100%.
• If we need to cancel or postpone an event due to circumstances beyond our control such as Pandemics, government advice, illness, injury or weather conditions that make the event unsafe or impossible to organise we will transfer your entry to a new date or refund up to 60% of the entry fee depending on how close to the event the cancellation has to be made. We will have incurred admin costs and a minimum of 40% will be withheld to cover those costs which you agree to upon sign up. The closer to the event date the more we will have already paid out and the lower the amount we can offer as a refund.
• If you have used volunteer points to enter a race those points cannot be refunded if you withdraw, nor can you transfer or sell on a place obtained using volunteer points. They are not transferable. .

We place a deadline of 6 weeks for transfers/deferrals between races or people as this is the point where we place final merchandise orders and plan resources we need based on numbers attending and we would be out of pocket changing info and incurring additional costs and admin time after this date.

It will be applied evenly to all, regardless of any circumstances, In order to ensure fairness.

Data Privacy

In order to organise and manage the races, first aid at events and all our other activities we need to collect personal information about you. We store this information responsibly on secure cloud storage and password protected laptops in line with the practices required by the Data Protection Act, GDPR and guidance by the Information Commissioners Office. We are registered data controllers with the ICO, registration number ZA712078

At any time you may request what information we hold. We only share information further to comply with legal and medical obligations. At no point is your data sold to any third parties or shared outside our legal requirements.

By entering a race, booking a service, Volunteering at an event or Contacting us you agree to use adding you to a mailing list. You can ask to be removed from that mailing list at any time.

Environmental Policy

We try to be as environmentally sensitive as we can and create as little waste as possible.

Some of the things we do:

• We only use tap water and have never used expensive bottled water, we wash and reuse containers and jugs. This reduces plastic waste.
• We use reusable plates, bowls and cutlery, no disposable plastic/wooden spoons or paper plates.
• All our events are cupless and have been for many years.
• We recycle as much of our waste as possible after events and take them to our local recycling centre.
• As of 2022 our trophies are all sustainable bamboo and not cheap metal or plastic
• Our medal ribbons are cloth and from 2022 will have no date on them to prevent waste and instead will have stickers on the rear to signify the year of the event.
• Our T-Shirts have never had dates on them so we can reuse any not collected for the next year. We have an option at races to not have a T-Shirt at all, or we offer an alternative as we want you to have something you will want to wear.
• Our T-Shirts and other clothing are all good quality and you will wear them often so they don’t become single use plastic items, you will want to wear them out properly.
• We send out all info via/social media emails and only print minimal paper documents at events to reduce power/energy and supplies needed.
• We use solar power to power things like lights and clocks at events where possible.

Equality Statement including Sex/Gender competition rules.

At Challenge Running we strive to treat every runner, participant and volunteer equally. With respect and dignity regardless of their race, colour, sexual orientation, how they identify or any other factor.

Our refund policies are applied across both sexes and all genders equally.

Everyone gets the same treatment and respect regardless of any personal or physical characteristics and all have the same opportunity to take part, enter and complete our events or take part in training. Anyone found not treating others with the same level of respect will be asked to leave our events and training courses.

In order to protect everyone’s safety and ensure safe comfortable spaces for everyone we have the following guidelines for competition and the use of communal spaces traditionally used by Males and Females.

Fair competition at races

Whilst we recognise everyone’s right to identify as they wish and to live their lives in the way that they choose we must acknowledge that there are certain competitive advantages held by those individuals who may now identify as female but passed through puberty as a male. Inherent strength, endurance, cardiovascular and other physiological advantages that are not completely negated due to medications taken, if any. As a small events company we are unable to evaluate medications, hormone levels or make discretionary decisions on a case by case medical evaluation.

Any Male or Female who now identifies as anything other than their biological (Birth) sex is asked to only compete in that birth sex category. We understand that this may cause upset to individuals and apologise for any caused but we wish to protect Female runners and the efforts they have made over the years to get fair and equal competition.

If any participant is uncomfortable with the above rule then they can enter our events in our Open/Non Binary category and compete outside of the traditional Male and Female categories. We will record results in those categories and overall places will be listed but there will be separate results and prizes for anyone competing in the open/non binary category.

The open category will be accessible to all competitors who do not wish to identify as traditional Male or Female and those who identify as Transgender as well as those with DSD. We hope this ensures people can compete in a category they are comfortable with and we protect fair competition for all.

If you wish to have an Open/Non Binary category added to a race and it’s not already added then please contact us and we will add it.

Personal spaces

We would ask that in communal changing areas where you are changing in or passing through an area where people may be undressed or you may be undressing that you use the appropriate room for your current physical appearance.

For example if you identify as female but are still male in appearance and are male physically then we ask you shower/change in the area that is appropriate to your outward appearance. This applies to females who now identify as males also. For those who consider themselves Non-Binary please choose areas based on your outward physical appearance.

Where there are cubicle based showering and changing there is no issue and there is no issue with cubicle based toilets.

In an ideal world all changing, toilets and shower facilities would be unisex and in cubicles but we have to work with the facilities we hire and will not always be able to provide appropriate facilities to suit all needs but we do wish to protect personal spaces for all to change and shower and feel comfortable doing so.

We would like to think everyone would respect this policy, we are not going to ask personal invasive questions and we will respect peoples privacy to apply this honestly.

Charitable policy

We donate to several charities and support several organisations and venues that support the events.

• St Peters Chapel, we donate to the maintenance of the church at the finish of the St Peters Way Ultra
• Various village halls and scout huts and other public buildings are given donations for their support in allowing us use of their facilities at events. Too many to list. Some places make no charge but we donate to a charity of their choice.
• We donate various free places at events to local charities and groups or individuals that we work with.
• We give away several free places over the year to various events at our discretion and criteria.
• Canal and Rivers Trust get a donation for races we do on the canals and waterways
• National trails for races run on national trails like the T184
• Thames Valley Air Ambulance

Please don’t be offended if you ask us to donate places or support a cause and we say no, we already support various causes and people but we are doing this because we choose to, not because we have been asked. We can not give away places or make donations to everyone.