Legal
Last updated: 20 June 2026
These terms govern entries to running events organised by Acorn Trails ("the organiser", "we", "us"), booked through the RaceHere platform. By creating an account, entering an event, or buying anything through the platform, you agree to these terms. Please read them alongside our Privacy Policy. If you are entering on behalf of someone else, you confirm you have their permission to provide their details and to accept these terms for that entry.
Entries and any associated merchandise or donations are sold by the organiser through the RaceHere platform. RaceHere provides the booking and payment software; the event itself is run by the organiser. Questions about an entry, a payment, or these terms can be sent to the organiser at [organisation contact email].
Accounts are identified by email address. One account may manage entries for more than one runner, and a runner does not need their own account to be entered by someone else. You are responsible for keeping your login details secure and for activity carried out under your account. We may suspend or block an account, with a stated reason, where it is used in breach of these terms or for misuse of the platform. A blocked account loses access to the site.
Each runner may hold one place per race. To complete an entry we collect the runner's details (such as name, date of birth, gender, club, phone number, an emergency contact, and any medical information) along with answers to any questions the organiser sets for that race. Completing an entry requires accepting the event waiver and these terms; an entry cannot be confirmed without it.
Races have a set capacity and an entry deadline. A race may be open, not yet open, or closed for entry, and entries close once a race is full or its deadline has passed (subject to the waiting list below). It is your responsibility to make sure the runner is fit to take part and meets any eligibility requirements stated for the event.
The price payable is the amount shown at checkout, in the stated currency. Entry prices may vary automatically by date or by the number of places already taken (for example early-bird pricing), so the price can change over time. The price that applies to an entry is the one shown and fixed at the moment you complete that entry. Where a discount code is offered, it is subject to its own eligibility rules, usage limits, and validity dates.
Payments are processed by Stripe. Card details are entered with and handled by Stripe and are not stored by us. Your entry, and any place held, is confirmed once payment has been completed successfully.
Some races are grouped into a series that can be entered together in a single discounted transaction. A bundle is one payment that creates an entry for each race in the series. Each leg counts as a place in its own race, and the refund rules below apply to each leg individually.
Where offered, merchandise can be added to your order as an optional extra. Items are subject to availability and may sell out. Fulfilment of merchandise is arranged by the organiser separately from the event entry.
You may choose to add a donation to a charity listed by the organiser at checkout, either a suggested amount or one of your choosing. Donations are voluntary and are non-refundable once paid. If the charity is eligible and you opt in, we collect a Gift Aid declaration (your name, home address, postcode, and confirmation that you are a UK taxpayer) so the charity can reclaim Gift Aid from HMRC. It is your responsibility to make a Gift Aid declaration only if you qualify.
Refunds are governed by the refund policy stated for each race, which the organiser sets. Policies range from tiered refunds (a percentage that reduces as the race approaches), to transfer-only, to no refunds, to refunds at the organiser's discretion. Where a refund applies, the amount is calculated from the policy in force, and the payment processing fee charged by Stripe is not refunded. Where the policy allows, you can request a refund from your entry, which the organiser reviews before any refund is made. While a request is still pending you can withdraw it, before the organiser has actioned it.
Because entries are for events on a specific date, the statutory 14 day right to cancel under the Consumer Contracts Regulations 2013 does not apply to event entries. Nothing in these terms affects your rights under the Consumer Rights Act 2015 or any other rights that cannot be excluded by law.
Where the race's refund policy allows transfers, and within the stated transfer window before the race, a place can be handed to a named replacement runner. The replacement provides their own details and accepts the waiver to complete the transfer. A transfer moves the place to the new runner; it does not involve a new charge or a refund of the original payment.
When a race is full you may be able to join a waiting list. Places are offered in the order people joined. An offered place is held for you for a limited time and must be claimed, and paid for, before the offer expires. If an offer expires unclaimed, the place is offered to the next person in the queue.
The organiser may offer a complimentary (free) place by inviting a runner by email. The invitation contains a claim link that must be used within the time stated in the email; claiming a place asks for the runner's own details and acceptance of the event waiver, exactly as a paid entry does, but no payment is taken. If the link is not used before it expires, or the organiser withdraws the invitation, the offer lapses and the place is released.
Running events carry inherent risks and you take part at your own risk. You are responsible for your own health, fitness, and safety, and for following the organiser's instructions on the day. To the fullest extent permitted by law, the organiser and RaceHere are not liable for loss or damage arising from participation. Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited or excluded by law.
We handle the personal data you provide in line with our Privacy Policy, which explains what we collect, why, how long we keep it, and your rights.
We may update these terms from time to time. The terms that apply to an entry are those in force when the entry is made. These terms are governed by the law of Scotland and are subject to the jurisdiction of the Scottish courts, and they do not affect the UK-wide consumer protections that apply to you.