Terms and Conditions

This page was last updated on Jan. 29, 2024


"Website" or "site" means RaceDirectorsHQ.com

"Member plan" or "plan" means any user plan offered by our site. You can view a list of our currently available user plans here.

"Paid member plan" or "paid plan" means any member plan which requires payment of a subscription fee to join. 

"Base member plan" or "base plan" means our Basic free-forever user plan.

"Paid plan subscription" or "subscription" means any subscription for any term to any of our paid member plans.

"Membership term" means the period from the date when you join or update your member plan, and any subsequent plan renewal periods until your membership is canceled or terminated;

"Subscription term" means the period from the date when you take out a paid plan subscription, and any subsequent subscription renewal periods until your subscription is canceled or terminated; 

"Member benefits" or "benefits" means the benefits offered to members of the site by us or our partner vendors;

"You" means the person who registers for a user account through one of our member plans under these terms & conditions;

"We" or "us" means Race Directors HQ, an online platform for endurance event organizers owned and operated by ECR Sport Ltd, a private limited company registered in the UK (Companies House reg. no. 09689917);

"Partner vendors" or "partners" means vendors and other third parties working with us to deliver any of our member plan benefits.

1. Your account

1.1. By creating a user account with us, you represent to us that the information you have provided to us when registering is true, accurate, current and complete. You agree to maintain and promptly update this using the functionality provided through our website to keep it true, accurate, current and complete.

1.2. Your website membership is personal to you and you cannot transfer it to another person.

1.3. You must not lend your user details (including membership identity, password or login details) or any discount code or other offer code provided by us or our partners to another person.

1.4. If another person uses your membership, you provide any discount code or other offer code provided by us to any third party, or we reasonably suspect you of having done so, we have the right to end your membership.

1.5. You are responsible for maintaining the confidentiality of your password and all private vendor discounts and offer codes provided on the site, and you are not permitted to share or disclose your password or any private vendor discount or offer code to anyone else. You will be solely responsible for the activities of anyone accessing our website using a password assigned to you, even if the individual is not, in fact, authorized by you. If you have reason to believe that your password has been compromised or used without authorization, please notify us and promptly reset your password.

2. Paid plan subscription terms, renewal & fees

2.1. Your paid plan subscription will begin on the day when your annual subscription is completed for a period of 12 months. At the end of the initial 12-month subscription period, your subscription will renew and continue renewing indefinitely for further 12-month periods until you notify us of your intention to end your subscription (see "Ending your paid plan subscription") or until we terminate your membership in accordance with the "Membership termination" clause.

2.2. Your subscription fee is due every year on the annual subscription renewal date and covers the year to come. 

2.3. If you do not pay your subscription fee when it is due (for example your payment method expires or is canceled), we will email you to let you know.

2.4. Canceling your payment method (for example credit card or debit card) does not mean you have given us notice to end your subscription. To cancel your paid plan subscription, you must give us written notice before the end of your current subscription term (see "Ending your paid plan subscription").

3. Ending your paid plan subscription

3.1. You can end your paid plan subscription at any time by contacting us.

3.2. Once your notice is received, we will terminate your automatic renewal and your subscription will expire at the end of your current subscription term, provided your notice is received before your subscription's next annual renewal date.

3.3. If you decide to end your paid plan subscription, your user account will be downgraded to our base member plan.

3.4. At the end of your paid plan subscription, you will no longer be able to, nor should you seek to, redeem any paid plan benefits or use any paid plan tools and services. Access to data you may have created during your paid plan subscription (e.g. listing reports produced by our Race Calendar Wizard and other tools), may become restricted or unavailable to you after the cancelation of your subscription.

4. Subscription fee refunds

4.1 We are happy to issue a full refund of your paid plan subscription fee (net of any non-refundable payment processing fees incurred by us), so long as you have not used any of your paid plan benefits during your current subscription term.

4.2 If you have made use of any paid plan benefits during your current subscription term, you will not be eligible for a refund of your subscription fees either in full or in part.

5. Changes to our paid plan subscription fees

5.1 We may increase our paid plan subscription fees automatically at any time in our sole discretion.

5.2. If we plan to increase our fees, we will give you at least one month's notice in writing by sending you an email to the email address provided by you on your website user profile.

6. Membership termination

6.1. We may terminate your membership to the site in the following circumstances:

(a) if you break any rules in any of our website policies, including our privacy policy and our website terms of use;

(b) if, with your knowledge or permission, another person uses your user private user details to obtain access to your membership benefits;

(c) if you abuse your membership rights (for more information on what constitutes reasonable use, please refer to the "Reasonable use" clause below)

6.2. If we terminate your paid plan subscription for any of the reasons under this clause you shall not be entitled to a refund of your subscription fee for the current subscription period.

7. Availability of vendor offers

7.1. Premium partner offers on race products and services are only available to eligible members in accordance with the benefits of their respective member plan.

7.2. All partner offers are available on new orders only, unless otherwise specified under the offer's terms and conditions.

8. Reasonable use

8.1. Use of member benefits under our various member plans is reserved for you and for the benefit of events owned or managed by your organization.

8.2. We reserve the right to suspend some or all of your member benefits for fraud and/or if your usage of your benefits is excessive or abused, or if we reasonably suspect you of having abused your membership. Examples of membership abuse include:

(a) making purchases using your member benefits on behalf of a third party who is not a member of the site;

(b) sharing any private vendor discount codes or other offer codes provided by us with any third party

9. Changes to member benefits

9.1. Member benefits may change from time to time, as may the terms, conditions, restrictions and exclusions regarding benefits provided by partner vendors.

9.3. Certain member benefits may have time or date restrictions available on their use, have restrictions and exclusions associated with their redemption or be limited in number. It is your responsibility to check the terms and conditions associated with each of the member benefits before attempting to claim or redeem them.

9.4. As well as adding to member benefits, from time to time we may remove certain benefits (for example where a partner vendor removes tone of their offers) or change the terms, conditions, restrictions, and exclusions associated with their redemption. We may do this at our sole discretion and without notice.

9.5. While we will use reasonable endeavors to ensure that member benefits are available when advertised, we shall have no liability should any of the member benefits be unavailable at any time.

10. Race Calendar Wizard

10.1. As part of your member plan, you may receive a number of free promotion credits for each membership term that you can use to promote your race through Race Calendar Wizard ("RCW").

10.2. Every time you submit a race for listing through RCW, we will make sure your race is only submitted to a suitable subgroup of race calendars that matches your event type and location. At the end of the submission process, you will be able to view all the listing submissions made on your behalf through a race calendar listing report available through your user dashboard.

10.3. As some race calendars require the publication of contact details for races published on their sites, we will be sharing with race calendar administrators the race contact details you provide to us, wherever that information is required. 

10.4 We endeavor to have all your race listing submissions completed and a confirmation email sent to you within 2 business days. However, because both race listing sites and our team have limited capacity, we may have to delay your listing until submission queues clear. You will be able to monitor the progress of the submissions process at all times through your dashboard.

10.5. While we will use reasonable endeavors to ensure your race is listed correctly on the calendars we submit it to, we shall have no liability should your race not be accepted for listing by race calendar administrators or should details of your race appear incorrectly on calendar listings.

10.6. Once your race details have been submitted for listing, it will not be possible for us to edit those details. If your race details have changed significantly (race date, website/registration page links etc), you can choose to re-submit your race through the race calendar listing process, so the updated race details are re-submitted to eligible race calendars.

11. Sponsor Finder

11.1. As part of your member plan, you may receive access to Sponsor Finder ("SF") for the duration of your membership term.

11.2. Every time you use SF to research sponsors for your race, we will use the race details you provide to us to match your event with potential sponsors from our sponsor database.

11.3. While we endeavor to ensure the matches provided by SF will be suitable for your race and that the sponsor information provided to you will be accurate and up to date, we shall have no liability should the information provided be incorrect or should your sponsorship application not be accepted for whatever reason by the relevant sponsor.

12. Changing these terms and conditions

12.1. We may make reasonable changes to these terms and conditions at any time, as long as we give you notice before making the changes.

13. Liability

13.1. We do not accept liability should any of the member benefits under your plan be removed or be unavailable at any time.

13.2. If you are subscribed to one of our paid plans, we shall never be liable to you for an amount in excess of your paid plan subscription fee.

13.3. Nothing in these terms and conditions is meant to limit any rights you might have as a consumer.

14. Governing law and jurisdiction

14.1. These terms and conditions are subject to English Law, and the Courts of England and Wales shall have sole jurisdiction.