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The Quilter Foundation Cycle Ride 2020 Participant Terms and Conditions

These terms and conditions ("Terms") form the basis of your contract with Quilter Business Services Limited a company registered in England and Wales (No. 1579311) and whose registered office is Old Mutual House, Portland Terrace, Southampton SO14 7EJ, EC4V 4AJ (“we”/”us"/"our”)  in relation to the Quilter Foundation Cycle Ride 2020 ("Ride") which is being organised and run on our behalf by Base Camp Trading Ltd (a company registered in England and Wales (registered company number 10575300) whose registered office is at 2nd Floor, Nucleus House, 2 Lower Mortlake Rd, Richmond TW9 2JA) ("Base Camp") in order to raise money for our charity The Quilter Foundation (a charity registered in England and Wales with charity number 1175555) of Millennium Bridge House, 2 Lambeth Hill, London.

By registering for a place on the Ride via the Base Camp website, you confirm acceptance of the Terms and should therefore read them carefully before booking your place.

  1. Allocation of places

All places allocated to participants on the Ride are entirely at our discretion and are subject to availability. We reserve the right to allocate, withdraw or refuse your place on the Ride without giving any reasons. Places on the Ride are only available to Quilter Financial Planning advisers and employees of financial advice firms who work with Quilter Financial Planning.

  1. Registration

Please follow the link https://www.base-camp.bike/en/quilter-ride-2020.html to the registration page on the Base Camp website in order to book your place.  You will need to complete the online registration form and pay the non-refundable deposit (see below) at the time of registration.  Once you have submitted your application online and paid the deposit, we will send you further registration forms (Google forms) by email to complete.

Once you have paid the deposit, your place will be reserved.  However, the registration process will not be complete until the additional registration forms have been completed by you to our satisfaction.  This includes you confirming that you have suitable insurance in place and certification that you do not have any medical or other conditions which could prevent you from participating in the Ride.

  1. Payment and Fundraising

A non-refundable deposit of £300 and a handling fee of £12 will be payable by you when you register for a place on the Ride as described above. Payment details and methods will be provided on the Base Camp website.

By registering for the Ride, you also commit to raising the minimum sponsorship amount of £2,000 for The Quilter Foundation. You will need to have raised the first £1,000 by 17 July 2020 to cover the costs of your participation in the event and the remaining amount by 30 October 2020, which goes direct to The Quilter Foundation. No fundraising monies are paid to us or other members of the Quilter group. Our preferred method of fundraising is via a Just Giving page.  We can help you with this by giving you fundraising ideas and information on how to set up your Just Giving sponsorship page.  Please note that Gift Aid is not included in your minimum sponsorship amount, but is claimed where eligible by The Quilter Foundation.

If you fail to raise the minimum amount of £1,000 by 17 July 2020 we reserve the right to cancel your place on the Ride and your deposit will not be refundable.  You will not be entitled to claim from us any amounts or seek any compensation for any injury, loss, expenses, damage (either direct or consequential) or for any loss of time or inconvenience which may result from such cancellation.

  1. Itinerary

The timetable for the Ride is as follows:

  • Wednesday 30th September 2020 : arrive in Mallorca (Can Pastilla)
  • Thursday 1st October 2020 - Saturday 3rd October 2020 : day 1 to 3 of the Ride
  • Sunday 4th October 2020: departure day

Additional details will be provided following registration for the Ride.

Please note that whilst we have back up support vehicles and may provide assistance during the Ride so that you can complete the relevant stages, there will be a cut-off time each day by which you must have completed the relevant stage and we reserve the right to ask you to stop cycling at such times.

  1. Changes to itinerary

Due to the nature of the Ride and the importance of safe and suitable conditions, we reserve the right to make changes to the itinerary at any time (including after commencement of the Ride) for any reason which we consider necessary (including but not limited to weather, safety or logistical reasons).

If a change to the itinerary by us means that you are no longer able to participate in the Ride, we will refund your £300 deposit.  However, you will not be entitled to claim from us any amounts or seek any compensation for any injury, loss, expenses, damage (either direct or consequential) or for any loss of time or inconvenience which may result from this change and/or cancellation of your place.

  1. Arrival/Departure

It is your responsibility to arrange your travel to the Ride and any agreed meeting point at the correct time.  If you fail to do so, we will not be responsible for any additional costs or expenses you may incur.

Please note that flights, trains and other products you purchase separately do not form part of your package with us and that you are responsible personally for the cost of these items.

  1. Insurance

You are responsible for ensuring that you hold suitable insurance cover for the Ride in which you will be taking part (road cycling) (including but not limited to insurance for travel, medical expenses, medical repatriation and insurance cover for your bicycle(s) if required).  We are not responsible for any loss or damage to your bicycle(s).

We will ask you for confirmation of your insurance cover at the time of registration.  If you fail to provide us with the relevant information or we believe that the insurance arrangements you have made are not adequate at the time of registration, we reserve the right to cancel your place on the Ride and your £300 deposit will be refunded.   We also require you to bring a copy of your insurance cover with you to the Ride.

  1. Cancellation Policy

If you need to cancel your place on the Ride, please let us know immediately in writing.  You have 14 calendar days from the date of your registration on the Base Camp website and payment of your £300 deposit ("Cooling-Off Period") to cancel your place on the Ride and your contract with us. Once we have received your cancellation and issued an acknowledgement, your cancellation will take effect and your £300 deposit will be refunded. 

Unless otherwise stated in these Terms, if you cancel at any time following the Cooling-Off Period, your deposit will not be refunded.

Cancellation, postponement or delay by us:

We reserve the right to cancel the Ride at any time prior to the departure date.  If we do so, you will be refunded the £300 deposit.

You acknowledge that we may cancel, postpone or delay the Ride or any aspect of it or cancel your place on the Ride if we are prevented directly or indirectly from running the Ride or from performing any of our obligations under these Terms resulting from events, circumstances or causes beyond our reasonable control (including but not limited to acts of God, flood, drought, earthquake or other natural disaster, civil commotion or riots, imposition of sanctions, embargo, or breaking off of diplomatic relations, threats of war or terrorism, interruption of transport, congestion, technical problems or acts or omissions of third parties).  In these circumstances you will have no right to a refund of your deposit or any other costs or losses you incur.

If we cancel, postpone, delay or change the itinerary for the Ride or cancel your place on the Ride for whatever reason, you will not be entitled to claim from us any amounts (other than any refund which is expressly stated to be payable under these Terms) or to seek any compensation for any injury, loss, expenses, damage (either direct or consequential) or for any loss of time or inconvenience which may result from the change and/or cancellation of your place or the Ride.

If the Ride is cancelled for any reason, the Participant must contact their donors and ask if they still approve for their donation to go to The Quilter Foundation. If they do not approve the donation, the Quilter Foundation will refund any money donated on request. A donor must request a refund within 6 months from the date of the event being cancelled; otherwise the donation belongs to the Quilter Foundation. It is the Participant’s responsibility to make this clear to donors on any sponsorship forms.

Nothing in these Terms excludes or limits our liability for death or personal injury arising from our negligence.

  1. Age limits

You must be 18 or over to participate in the Ride.

  1. Conduct during event

All participants are expected to behave sensibly, respectfully and in accordance with any rules or guidelines provided at all times during the Ride.  We reserve the right to ask participants to leave the Ride if we believe that their conduct or behaviour is illegal, disruptive, dangerous or detrimental to the spirit or safety of the Ride.

  1. Medical Requirements

You are responsible for your own level of health, fitness and cycling ability and for declaring any medical conditions to your insurer. We do not accept any liability in this respect.

We require you to self-certify on registration that you are in good medical health (both physically and mentally) and that you do not have any physical or other condition or disability which would prevent you from participating in the Ride or which would create a hazard for any other participants.

Please let us know if you have any medical conditions at the time of registration and in advance of the Ride.  If you do indicate that you have a medical condition, we may ask you to provide us with a certificate from your General Practitioner confirming that you can take part in the Ride.

We reserve the right to cancel your registration or your place on the Ride if you do not provide us with the required certification or if we believe that it would be detrimental for you to participate for medical reasons.  Your £300 deposit will be refunded if you inform us of any medical conditions following completion of registration and we will refund any funds you have raised.    

  1. Passport/Visa requirements

It is your responsibility to ensure that you have a valid passport with an expiry date of at least six months after your return.  If you are not a resident of an EU country, you should also check whether a visa is required.

  1. Bike requirements

You are responsible for ensuring that your bicycle is in a suitable condition for the Ride and adequately maintained and insured at all times during the Ride.

We do not accept cyclists with e-bikes or non-standard bikes on the Ride.

Base Camp can organise bike hire on your behalf if you require but you will be responsible for any associated costs and will be required to enter into a hire agreement with the nominated bike hire provider in Mallorca.

  1. Safety and Security

We will use reasonable endeavours to ensure your safety during the Ride.  However, all participants enter the Ride at their own risk and by registering for the Ride you accept all risks involved in participating in the Ride.

All participants are required to follow all rules, guidance and safety advice given in relation to the Ride. This includes wearing a suitable safety-approved cycling helmet at all times when you are cycling.

You acknowledge that your personal belongings are your own responsibility during the Ride and we accept no responsibility for any loss or damage to any personal belongings during the Ride or transit.

  1. Equipment and accommodation

All equipment (if any) and accommodation provided to you during the Ride must be treated with care and respect. We reserve the right to charge you for any damage or missing items.

The hotel accommodation provided during the Ride (4 nights) will be twin rooms shared by two participants.

  1. Data Protection

By registering your interest in, subscribing to our newsletter or signing up to participate in the Ride, you are accepting our terms and conditions relating to data protection.

By entering the Ride you are giving your permission for any photographs or video footage taken of you to be:

  • used throughout the world in marketing materials in all and any media, including without limitation, social media platforms and networking sites (such as Twitter, Facebook, Instagram, LinkedIn), marketing communications, internet postings, blogs, company websites, online and offline marketing, internal and external usage (Purpose);
  • stored for the Purpose;
  • transferred to or stored at a destination outside the European Economic Area; and
  • processed together with contact details (and any related data) in accordance with the privacy notice below, receipt of which you acknowledge by signing these Terms.

If you do not wish for your image to be used in our marketing please let us know by contacting qf.cycleride@quilter.com.

Privacy Information

The Quilter Foundation and Quilter group are committed to protecting your privacy and ensuring that your personal information is collected and used appropriately, lawfully and transparently.

Who we are

The Quilter Foundation is the registered charity of the Quilter group.  The Quilter group provides wealth management products and services through a network of companies and businesses based in the UK. More information about who we are can be found on our website at www.quilter.com/legal/.

What personal information we collect

We collect certain personal information about you (shared with us by Base Camp as noted by items in bold below), such as your name, organisation, address, phone number and other information.

We keep your personal information only as long as is necessary for the purpose for which it was collected, or for legal or regulatory reasons.  Personal information will be securely disposed of when it is no longer required in accordance with our Personal Data Retention and Disposal policies.

You will be asked to provide additional information in order to register for the Ride via the Base Camp website and the Google forms. This information is collected by Base Camp and includes:

Captured when you register on Base Camp's website in accordance with Base Camp's privacy policy:

  • Salutation
  • Name
  • Age/Date of birth
  • Organisation
  • Gender
  • Email, phone and home address
  • Bank details for payment

Captured when you complete the Google Forms:

  • Health conditions – medical certificates if required
  • Emergency contact
  • Dietary requirements
  • Confirmation that they have travel insurance
  • Flight details
  • Jersey size
  • Bike hire required
  • Passport details

How we use your personal information

We process your information for the following purpose:

For the purpose of registering your participation in the Ride, ensuring you are eligible to participate in the Ride and communicating with you specifically regarding the Ride and the work of The Quilter Foundation.

You have the right to object to us processing your personal data for the purpose listed above.

Who we share your information with and why

We may share your information with trusted third parties, who perform tasks for us, and with other agencies where required by law, court order or regulation. These include:

  • Base Camp
  • other companies within the Quilter group of companies and The Quilter Foundation
  • marketing and PR agencies who work on our behalf.

This privacy statement does not apply to external links (including Base Camp's website); collection of information by such sites and by Base Camp is subject to relevant privacy policies. We are not responsible or liable for the privacy practices of external websites (including Base Camp's website) and use of such websites is at your discretion.

How we keep your Information Secure

We are committed to ensuring the confidentiality of the personal information that we hold and we continue to review our security controls and related policies and procedures to ensure that your personal information remains secure.

When we contract with third parties, we require that they have appropriate security, privacy and confidentiality measures in place to ensure that personal information is kept secure.

If we work with third parties in countries outside the EU we ensure these are countries that the European Commission has confirmed have an adequate level of protection for personal information, or the third party receiving the personal data has provided adequate safeguards and agrees to treat your information with the same level of protection as we would.

Your rights

You have the right to ask us:

  • for a copy of the personal information we hold about you
  • to update or correct your personal information
  • to delete your information

More information about your data protection rights can be found on the Information Commissioners Office (ICO) website.

How to contact us

If you have questions about this information, or need further information about our privacy practices, please contact:

Data Controller
Quilter plc

Old Mutual House
Portland Terrace
Southampton
Hampshire
SO14 7EJ

  1. Governing Law

These Terms and any dispute arising out of or in connection with them are subject to the laws of England and Wales and the courts of England and Wales shall have exclusive jurisdiction.