ROYAL DOCKS SWIM SERIES 2025 TERMS & CONDITIONS
GENERAL RDSS PRIVACY & LEGALS (Terms & Conditions)
Please read through all the term and conditions, including your health commitment.
1. ENTRY
1.1 By submitting your application you are agreeing to register for the RDSS and to abide by these conditions of entry and any instructions given to you by the Organisers and officials of the Event. This includes any entries made for you on your behalf by a third party.
2. EVENT SAFETY
2.1 At all times during the event you must adhere to all instructions given by event marshals, volunteers and officials.
2.2 It is your responsibility to ensure that you have the correct equipment that is in a good safe working order and take weather conditions into account when preparing to take part.
2.3 It is your responsibility that you are sufficiently fit and healthy to participate in the events unaided. If you are in any doubt we recommend that you seek medical advice beforehand. Please read our Health Commitment Statement for further advice.
3. DATA PROTECTION
3.1 You agree that your personal information can be stored and used by the Organisers relevant third parties in connection with the organisation, staging and administration of events.
3.2 You agree that your name and image can be used by the Organisers and their partners for the purposes of:-
(i) The current and future promotion and marketing of RDSS, NOWCA, and Love Open Water;
(ii) Adding you to a mailing list to keep you informed about future events and services, such as information regarding local clubs, events and how to join events organised by Love Open Water and Love Sports Events. If you object to such, please see condition 3.3
(iii) Reporting of results online by the event timing partner by age category and gender identification as selected by you during event registration.
3.3 The Organisers shall take all necessary steps to ensure that personal information or marketing information pertaining or relating to you which comes into their possession or control shall not be:
i. Used or reproduced in whole or in part in any form except for the purposes outlined in these conditions.
ii. Disclosed to any person not authorised by you to receive it; or
iii. Altered, deleted, added to or otherwise interfered with (except where expressly permitted by these conditions).
3.4 If you would not like the Organisers or their partners to use the marketing information or personal information other than for purposes related solely to your participation in RDSS, please e-mail hello@loveopenwater.co.uk
4. CANCELLATION BY THE PARTICIPANT
4.1 Any entry that has been deferred from a previous year for any reason is not eligible for a refund or for further deferral.
4.2 The participant acknowledges that participant places are limited and payment of the entry fee and reservation of a place has an effect on logistics. The participant may only withdraw from the event under the following conditions:
• Sixty (60) days or more prior to event day – 50% refund of entry fee (excluding booking fee)
• Thirty (30) days or more prior to event day – 25% refund of entry fee (excluding booking fee)
4.3 If the participant wishes to withdraw with less than thirty (30) days to the commencement of the event, or if the participant fails to register for the event, they will receive no refund of the entry fee. We are unable to make exceptions for illness, injuries or pregnancy.
4.4 The participant may not defer their entry to a future RDSS event or transfer their entry to another event should they no longer be able to attend. We are unable to make exceptions for illness, injuries or pregnancy.
5. CANCELLATION BY THE ORGANISERS
5.1 The Organisers may cancel the event if circumstances arise beyond our reasonable control, including, without limitation, force majeure or act of God, war, civil or political unrest, terrorism or inclement weather conditions or water quality. In such circumstances we will communicate with participants at the earliest opportunity.
5.2 If due to Covid-19 or any other reason beyond our reasonable control, the Organisers are forced to cancel the event more than 60 days or more before the Event date, participants will be offered a transfer to the postponed event with no fee. Should the participant not be able to take part in the postponed event, a refund will be offered for the entry fee, minus booking fees. Once participants are notified of the postponement, they will have thirty (30) days to take up the transfer or refund offer. Withdrawal or transfer requests will not be allowed after the deadline for this offer.
5.3 If due to Covid-19 or any other reason beyond our reasonable control, the Organisers are forced to cancel an event less than 60 days or less before the event date, we will offer a reimbursement of the part of the entry fees which are recoverable or have not been irrevocably committed to staging the event. This amount is at the Organisers discretion.
5.4 In the event of cancellation or postponement of the Event, the Organisers will have no responsibility for any costs incurred as a result of cancellation, including any travel and/or accommodation costs.
5.5 Booking fees will not be refunded.
5.6 The Organisers reserve the right to cancel your participation in the event if any information provided by you is found to be inaccurate in any way. In this case you will be refunded your entry fee minus booking fees and a £15.00 administration fee.
6. TRANSFER OF ENTRY
6.1 The participant may transfer their entry to another person up to ten (10) days prior to the event date.
6.2 All transfers must be completed by the participant using the online registration system.
6.3 There will be no fee for transferring an entry to another person. It is the responsibility of the person making the transfer to arrange any exchange of money for the entry fee and / or merchandise purchased.
6.4 NOWCA membership fees are not transferrable to another person. If the original participant can no longer attend the event, this membership fee will not be refunded.
7. DISTANCE CHANGES
7.1 Distance changes will be allowed up to ten (10) days prior to the event date, at the discretion of the Organiser. Any difference in entry fee is to be paid by the participant before such changes are confirmed. Should the participant wish to change to a shorter distance, no refund will be offered on the difference in entry fee.
8.CHANGES TO THE EVENT
8.1 The Organisers reserve the right to change the course, or make any other amendment to the event deemed necessary to stage the Event. Any change to the Event will be communicated to you at the Event or sooner if practicable.
8.2 Should the course distance be reduced in accordance with Condition 8.1 for the avoidance of doubt, you will agree that the Event is still deemed to be staged and that we will not be liable to you for any refund.
9. USE OF IMAGE
9.1 Photographs may be taken which capture your participation. You agree to the publication of photographs and broadcasts of your image which accurately depict your participation in RDSS.
10. MEDICAL CONDITIONS
10.1 If you have a pre-existing condition, not exercised before or for some time, you should consult your doctor before taking part in MK1K. Please read our Health Commitment Statement for further advice.
10.2 You must provide an emergency contact name/emergency contact number as part of your NOWCA membership registration which must be up to date on the day of the event.
11. LIABILITY
11.1 In no event shall the Organisers be liable to you, whether for breach of contract, any tortuous act or omission (including negligence) or otherwise, under or in connection with the Agreement for any:-
• Loss or damage;
• Loss of profit;
• Loss of reputation;
• Loss of business, revenue or goodwill;
• Loss of anticipated savings;
• Pledges made on your behalf or by you to charity;
• Consequential or indirect loss, regardless of whether the loss or damage:
o would arise in the ordinary course of events;
o is reasonably foreseeable; or
o Is in the contemplation of the parties, or otherwise.
11.2 Nothing in this Agreement shall affect the Organisers’ liability for death or personal injury, fraud, or any other liability to the extent it cannot be excluded or limited by law.
11.3 The Organisers strongly advise all participants to hold relevant insurance whilst taking part in these events.
12. GENERAL
12.1 The Agreement shall be governed by English law, and the parties submit to the exclusive jurisdiction of the English courts.
12.2 If any provision of the Agreement is invalid or unenforceable, in whole or in part, the validity of the remainder shall not be affected.
12.3 The Agreement does not create, confer or purport to confer any benefit or right enforceable by any person not party to it.
12.4 Participants must update their personal contact details and medical details via the event registration system, should they change after initial registration and payment of entry fee.
12.5 The RDSS is a NOWCA member only event. No person will be allowed to participate without a current NOWCA membership. This means the participant has paid the annual membership fee and the expiry date is beyond the date of the event.
12.6 NOWCA members must keep their profile, medical and emergency contact details up to date. Visit your personal login page at https://actio.nowca.org/root/home to change any details.
12.7 All participants must swim with a tow float.
12.8 Swimmer packs must be collected at the event from the registration tent. The Organisers will not post out any swimmer packs not collected at the event.
12.9 Participants must be 16 years and over to compete in the RDSS event and will require parent/guardian consent to enter if under the age of 18. Age is taken on the day of the event.
12.10 Wetsuits are not compulsory.
• The Organisers will monitor water temperatures in the lead up to the event. Should the water temperature drop below 15 degrees celsius, wetsuits will be compulsory for all participants unless agreed otherwise in advance with the Organisers.
• A ‘skins pass’ application must be completed prior to the event for review by the events team and applicants will be notified accordingly. The skins application form will be distributed to relevant participants at least seven (7) days prior to the event
• Wetsuits will not be allowed should the water temperature rise above 24 degrees on the morning of the event. This includes shortie wetsuits and neoprene swim shorts / vests.
RDSS GENERAL EVENT RULES
1. NOWCA SAFETY
1.1 All participants must wear their NOWCA safety wrist band on their wrist only.
1.2 All participants must swim with a tow float.
2. SWIM ETIQUETTE AND SWIM STARTS
2.1 We will have a mass start for each distance, with each wave being set off in intervals. All swimmers for every distance will have a group briefing and then be asked to enter the water, it is up to you to be ready to enter the water.
2.2 Make sure you position yourself in a place in the water so that you do not swim into anyone else.
2.3 If you think you are not able to swim in the front then go to the side or back of the field.
3. PRIZES
3.1 Category prizes will be awarded at the RDSS The categories will be listed on the event website prior to the event.
3.2 Category prizes will only be awarded where there are three (3) or more participants in the category.
3.3 Prizes are allocated at the discretion of the Organisers and may vary for each category.
3.4 Prizes will be available for collection at the event and must be collected on the day. Any prize packs not collected, will not be posted.
Health Commitment Statement
Your health is your responsibility. The Organisers are dedicated to helping you take every opportunity to enjoy your participation in our events. With this in mind, we have carefully considered what we can reasonably expect of each other.
Our commitment to you:
- We will respect your personal decisions, and allow you to make your own decisions about what exercise you can carry out. However, we ask you not to exercise beyond what you consider to be your own abilities.
- We will make every reasonable effort to make sure our event is organised to accepted safe operational standards for you to enjoy.
- We will make all reasonable steps to ensure first aid is available at the event to an industry standard.
- If you tell us you have a disability which puts you at a substantial disadvantage in accessing our event, we will consider what adjustments, if any, are reasonable for us to make.
Your commitment to us:
- You should not exercise beyond your own abilities. If you know or are concerned that you have a medical condition which might interfere with your safe participation in our event, before you enter you should seek advice from a relevant medical professional and follow that advice.
- It is the decision of the participant, not the Organisers, to determine whether they are fit enough to exercise.
- If the participant is in any doubt, they should seek medical advice. It is up to the participant where to seek that medical advice.
- You should let us know immediately, if you feel unwell whilst participating in one of our events.
- Our staff are not qualified doctors, but there will be first aid provision in attendance at our events.
- If you have a disability, you must follow any reasonable instructions to allow you to complete our event safely.
This Health Commitment Statement sets the standards that the Organisers and the event participant can reasonably expect from each other in regards to the health of the participant.
This statement is for guidance only. It is not a legally binding agreement between you and the Organisers and does not create any obligation which you or the Organisers must meet.
