Organiser terms

Organiser terms

These terms govern your use of Race Calendar's organiser tools to list events and take entries. They are between you (the organiser) and the platform. They are separate from the booking terms shown to entrants at checkout, and separate from your own event terms and cancellation policy, which remain yours and are shown to entrants per event.

In these terms, "the platform", "we", "us", and "our" mean Race Calendar, an online service operated by RYM Property Limited, a company registered in England and Wales (company number 15613602). "You" and "your" mean you, the organiser.

1. Becoming an organiser

Applying to become an organiser does not grant access automatically. The platform reviews each organiser and each event before it goes live, and may approve, decline, or ask for more information. You confirm that the information you provide about you, your organisation, and your events is accurate and kept up to date.

The platform may ask you to provide evidence supporting your application or your events, including proof of public liability insurance, event permissions, or relevant licences. It may do so before approving you or an event, and at any time afterwards, including following a complaint. Access and approval may be withheld or withdrawn while a reasonable request for evidence is outstanding.

2. Your event(s)

You are the organiser of your event(s). You are solely responsible for running them, including their planning, safety, permissions, insurance, licences, staffing, and delivery, and for any decision to change, postpone, or cancel. The platform provides listing and booking tools only and does not run, endorse, or take responsibility for your events.

3. Claiming and creating events

You may claim an existing listing only where the event is genuinely yours to administer. Each event has one owner; where an event is already claimed, further claims are declined. When you create a new event, you must not duplicate an existing listing. The platform may review, hold, or decline any claim or event, and may correct or remove listings that are inaccurate, duplicated, or claimed without authority.

4. Going live and changes

Events go live when approved by the platform, or immediately where you have been granted auto-publish. You are responsible for keeping your event details accurate. Material changes to a live event, such as its name, date, or venue, may be reviewed, and you agree to make such changes honestly and promptly.

5. Entries, entrants, and refunds

You set your entry prices and your own entry terms and cancellation policy, which apply between you and each entrant. You are responsible for honouring them. Refunds of the entry fee are your decision and are issued on your instruction; the platform processes them but does not fund them. You will deal fairly and lawfully with entrants and with their personal data, in line with clause 7.

Where you use the platform's waiting list, ballot, or entry transfer tools, you are responsible for operating them fairly and consistently with what you have told entrants. Where a ballot is used, you are responsible for the places you allocate outside the draw and for any decision to exclude an applicant.

6. Fees, payments, and settlement

Entrant payments are collected through the platform's payment provider, Stripe, and are charged directly to the Stripe account connected to your organiser account. To take entries you must hold a Stripe account and accept Stripe's own terms for connected accounts. Those terms, and not these, govern settlement timing, payouts, chargebacks, disputes, reserves, and any account limits. You are responsible for keeping your Stripe account in good standing; the platform cannot take entries on your behalf if it is not.

A platform fee applies as shown to you. A separate booking fee is charged to the entrant for use of the booking service. Card processing costs are met from the booking fee on the basis of a standard UK consumer card. Where an entrant pays with a premium, commercial, or non-UK card, the processing cost is higher, and that difference is met from the amount settled to you rather than from the booking fee. Card processing rates are set by Stripe and may change; the platform does not control them.

Entries must carry a positive price. The platform does not support free entries. Fees are as set out on the platform and may change on reasonable notice. You are responsible for your own tax obligations on entry income, including any VAT that may be due.

7. Data protection

Entrants' personal data is shared with you so you can administer their entries. You must handle it in line with applicable data protection law, including the UK GDPR and the Data Protection Act 2018. You must use it only to administer the event and as the entrant has agreed, keep it secure, and not use it for unrelated marketing without a lawful basis. You act as controller of the entrant data you receive for your event.

Where you export or otherwise take a copy of entrant data, you remain responsible for it as controller. You must keep it only as long as you need it for the event and your own legal obligations, and delete it securely afterwards. You must deal promptly and lawfully with any request an entrant makes to you about their data, and tell the platform without undue delay if entrant data you hold is lost, disclosed, or accessed without authority.

8. Your content

You keep ownership of the event descriptions, images, logos, course files, documents, and other material you provide ("your content"). You grant the platform a non-exclusive, royalty-free licence to host, store, reproduce, adapt for formatting and display, publish, and promote your content for the purposes of listing your events, taking entries, and promoting the platform and the events on it. This licence covers display on the platform's websites, in entrant communications about your events, and in reasonable promotion of the platform. It continues for as long as needed to keep an accurate record of events already listed, including past events.

You confirm that you own your content or have the right to grant this licence, and that its use as described will not infringe anyone else's rights. You are responsible for obtaining any consent needed for images of identifiable people. The platform may decline to publish, or may remove, any content it considers inaccurate, unlawful, or unsuitable.

9. Links to other websites

Your event listings, and any branded entry page provided to you, may include links to other websites, including your own. Those websites are not controlled by the platform, and the platform is not responsible for their content, their availability, or for anything that happens on them. Including a link does not mean the platform endorses the linked site. You are responsible for making sure any link you provide is lawful, accurate, and appropriate, and that you are entitled to use any logo or branding you supply for a branded entry page.

10. Your conduct and account

You agree not to misuse the platform, misrepresent events, list events you have no right to run, or act in a way that harms entrants, other organisers, or the platform.

You must keep your login details secure and not share them. You are responsible for activity carried out under your organiser account, whether or not you authorised it, up to the point you tell the platform. You must tell the platform without undue delay if you believe your account has been accessed or used without your authority.

11. Availability of the platform

The platform provides the organiser tools with reasonable care and skill, but does not guarantee that they will always be available, uninterrupted, or free of errors. Access may be affected by maintenance, updates, or by matters outside the platform's reasonable control, including failures of hosting, networks, power, or third-party services such as Stripe and Cloudflare. Subject to clause 13, the platform is not liable for any loss arising from the tools being unavailable or not working as expected, including entries not taken during any period of unavailability.

The platform may change, add to, or withdraw features, or discontinue the platform, on reasonable notice, except where a change is needed sooner for security, legal, or operational reasons. Where a change would materially affect how you take entries, the platform will give you reasonable notice so you can make alternative arrangements. Entries and payments already taken continue to be handled as set out in these terms.

You are responsible for keeping your own records of your events and entries. Any backups the platform keeps are made for its own operational purposes, are not guaranteed, and are not a substitute for the records you keep yourself.

12. Suspension and removal

The platform may withhold approval, unpublish an event, remove auto-publish, or suspend your organiser access where these terms are breached, where an event or claim cannot be verified, or where necessary to protect entrants, other organisers, or the platform. Suspension removes organiser access; it does not affect your ordinary user account. Live entries already taken continue to be handled in the entrants' interests.

If your organiser access ends, whether by suspension, removal, or because you stop using the platform, you must still meet your obligations to entrants who have already entered your events, including any refunds due under your cancellation policy. Your obligations under clauses 7 and 8 continue. Entrant data already shared with you remains yours to control and to delete in line with clause 7; ending your access does not delete data you have exported. The platform keeps its own records of entries, payments, and agreed terms for as long as it needs them for its legal, accounting, and dispute-handling obligations, as set out in its privacy notice.

13. Liability and indemnity

The platform is not responsible for your events or for any loss arising from them.

Subject to the paragraph below, the platform is not liable to you for loss of profit, loss of income or anticipated savings, loss of business, or for any indirect or consequential loss, arising out of or in connection with these terms or your use of the organiser tools. The platform's total liability to you arising out of or in connection with these terms, whether in contract, negligence or other tort, or otherwise, is limited in aggregate to the total platform fees it earned from your use of the organiser tools in the twelve months before the date the claim first arose.

Nothing in these terms excludes or limits liability that cannot be excluded or limited by law, including liability for death or personal injury caused by negligence, or for fraud.

You are responsible for losses and claims arising from your events or your breach of these terms. You agree to indemnify the platform against any claim, loss, damage, cost, or expense, including reasonable legal costs and any regulatory fine or action, that it incurs as a result of your events, your content, your handling of entrant data, or your breach of these terms. The platform will tell you promptly of any such claim, will not settle it without asking you first, and will give you reasonable assistance in dealing with it.

14. Changes to these terms

These terms may be updated from time to time. Each version is recorded, and the version in force when you agreed is kept for reference. Where terms change materially, you may be asked to review and accept the updated version before continuing to use the organiser tools.

15. General

If any part of these terms is unenforceable, the rest continue to apply. Neither party is liable for any failure or delay in meeting its obligations, other than an obligation to pay money, caused by something beyond its reasonable control. These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. If a dispute arises, both sides will try in good faith to resolve it directly before starting court proceedings; this does not prevent either side from seeking urgent relief from a court at any time.