General Terms and Conditions for Events Organized by Växjö Löparklubb

1. General

These General Terms and Conditions apply between you and Växjö Löparklubb when you register for events organized by Växjö Löparklubb. References to "Växjö Löparklubb", "we", "our", and "us" mean Växjö Löparklubb, organization number 829502-0591, which organizes events including Växjö Marathon, VXO Ultrafest, Personal Records Backyard, and Personal Records Race.

By registering (either yourself or someone else) for any event we organize (the "Event"), you accept the current version of these General Terms and Conditions.

2. Event Registration

General Registration Information

Registration for our events is completed through the links available on our website, www.runvxo.se (the "Website"). These General Terms and Conditions are always available on the Website.

We reserve the right to correct typographical or printing errors and reserve the right to close registration if an event reaches capacity. When registering, you must provide your name, personal identity number, address, telephone number, and email address. By submitting your registration, you confirm that all information provided for yourself and any additional participants is true and accurate. Please review your registration carefully before submitting it to ensure all information is correct.

Registration Is Binding

Registration for any of our events is binding. As a general rule, registrations are non-refundable, although individual events may have specific conditions.

Time Limits

We reserve the right to set an overall time limit for completing the event, as well as intermediate cut-off times along the course. Participants who are unable to meet the required cut-off times or finish within the overall time limit must leave the course. This is necessary to reopen roads and traffic according to schedule.

Confirmation

Once your registration has been processed, you will receive a confirmation email at the email address you provided.

Please check that all information in your confirmation is correct. If anything is incorrect, contact us at info@vaxjoloparklubb.nu.

If you have not received your confirmation within one week of payment, please contact us using the email address above.

3. Our Responsibility

We are not liable for any damages resulting from a breach of these General Terms and Conditions.

By accepting these Terms, you acknowledge that participation is entirely at your own risk. Accordingly, Växjö Löparklubb accepts no responsibility for any injury or damage you may suffer while participating in the event. We are also not responsible for damage to clothing or technical equipment worn during the event, nor for clothing or equipment left behind.

Please note that each event operates within a fixed schedule. We reserve the right to end the event before you have finished if required due to these time limitations.

4. Your Responsibilities

You are responsible for ensuring that your registration ID is not shared with anyone or otherwise falls into unauthorized hands.

Your race entry is personal and may not be transferred to another participant unless specifically permitted by the event organizers.

5. Cancelled, Changed, or Postponed Events

Our goal is always to hold each event on the scheduled date and under the planned conditions. However, circumstances may arise that make this impossible or inappropriate. We therefore reserve the right to cancel an event, modify the course, change the event date or start time, or otherwise alter the conditions of the event in the following situations:

a) Circumstances beyond our reasonable control, including natural disasters, war, pandemics or other serious disease outbreaks, government actions or omissions, new or amended laws, regulations or restrictions, labor disputes, blockades, fire, flooding, major accidents, or similar events.

b) If a public authority determines that such action is necessary for the health or safety of participants or others.

Except as described below, we are not obligated to refund registration fees or provide compensation if an event is cancelled, modified, postponed, or otherwise changed due to any of the circumstances described above.

If the Event Is Postponed

If the event date must be changed due to one of the circumstances above, your entry will automatically be transferred to the new date. No refund or additional compensation will be provided.

If Participant Numbers Must Be Reduced

If participation must be limited due to any of the circumstances above, available entries will be allocated according to the order in which registrations were confirmed. If your entry falls outside the available quota, we reserve the right to transfer your registration to the next edition of the event. No refund or compensation will be provided.

If the Event Is Cancelled

If an event must be cancelled due to the circumstances described above, refunds will be issued according to the following schedule:

More than 120 days before the event: 100% refund

61 to 120 days before the event: 50% refund

30 to 60 days before the event: 25% refund

Less than 30 days before the event: 10% refund, or the option to transfer your entry to the next edition of the event.

No additional refund, compensation, or damages will be paid beyond the amounts stated above. Any refund will be processed within 30 days after you have been notified of the cancellation.

6. Personal Data

When you register for an event, we process your personal data.

Your personal data is used to:

Verify your identity and age
Assign the correct competition class
Assign the correct start group
Send race information and start confirmation
Process payments
Produce event materials, including but not limited to, race bibs
Communicate with you before, during, and after the event (for example confirmations, results, photographs, questions, or surveys)
Determine winners and distribute prizes
Produce and publish official results
Deliver any products ordered or included after the event

The personal data we process may include:

Name
Contact information (such as address, email address, and phone number)
Date of birth
Previous race results
Information submitted during registration
Responses to surveys or evaluations

Necessary personal data may be shared with our partners, such as timing providers and official race photographers.

For marketing purposes, we may use photographs and interviews from the event. You may object to the use of your photos or interviews for marketing at any time by contacting us.

7. Marketing

Photographers may be present during our events. By accepting these Terms and Conditions, you consent to the use of your name, photographs, interviews, and video footage from the event on Växjö Löparklubb's websites, advertisements, printed materials, or promotional material for one or more of our events, without additional compensation. If you do not wish your name or identifiable image to be used, please email info@loparklubb.nu, including your name, race bib number, and the event concerned. We will respect requests regarding images in which you can be clearly identified, but this does not apply to crowd photographs where you are one participant among many.

8. Transfer of Race Entries

Whether race entries may be transferred is determined individually by the race management for each event.

9. Complaints

We always strive to provide the best possible experience. If you are dissatisfied with any aspect of our services, please contact us and we will do our best to resolve the issue.

You may also submit a complaint to the Swedish National Board for Consumer Disputes (ARN), Box 174, SE-101 23 Stockholm, Sweden, or through the European Commission's Online Dispute Resolution platform: http://ec.europa.eu/odr.

Please note that we are not obligated to participate in alternative dispute resolution procedures or to comply with decisions made through such procedures. We will decide our position on a case-by-case basis if a dispute arises.

10. Other Provisions

We reserve the right to transfer our rights and obligations under these General Terms and Conditions to another party.

We also reserve the right to amend these Terms and Conditions at any time. Any changes will take effect no earlier than 30 days after the updated Terms have been published on the Website. If we make significant changes to these Terms and Conditions, you have the right to terminate your agreement with us, provided that you do so within 30 days from the date the updated Terms were published on our Website.

Any disputes arising from these General Terms and Conditions shall be governed by and interpreted in accordance with Swedish law.