These Terms & Conditions ("Terms") govern your access to and use of services provided by RUNNER BEAM LTD ("Runnerbeam", "we", "us", "our"). By accessing or using our Services you agree to be bound by these Terms.
"Services" means the platform, applications, software, and features provided by Runnerbeam, including but not limited to live athlete tracking, event management tools, race replays, timing/results systems, and any new or expanded services we introduce in the future.
Users must be at least 18 years old to use the Services. By registering or using the Services you confirm that you are 18 or over and have full legal capacity to enter these Terms.
Organisers: Event organisers must ensure that all athletes who participate in tracking-enabled events have given any required consents and have been informed of the optional nature of tracking. Organisers are responsible for obtaining any consents or approvals required under applicable law (including for minors if applicable) and for ensuring that participants can access the relevant privacy notice at the point of collection.
If you are registering on behalf of another person or as a representative of an organisation, you warrant that you are authorised to agree to these Terms on behalf of that person or organisation.
Organisers will be provided with an account by Runnerbeam in order to access and manage their events. Organisers are responsible for maintaining the confidentiality and security of their account credentials and for all activity conducted under their account. Athletes require an account if they want to track their event, and/or view race results in the app after an event; tracking is initiated voluntarily by the athlete. You are responsible for keeping your account credentials secure and for all activity on your account.
Where we store data: All personal data collected by Runnerbeam is stored and processed within data centres in the United Kingdom and/or the European Union. We do not transfer or store personal data outside the UK/EU.
What we store for athletes using the mobile app:
Retention & deletion summary (operational):
| Category | Retention |
|---|---|
| Account information (name, email, account settings) | Deleted immediately upon confirmed account deletion (or as soon as technically feasible). |
| Location data (precise GPS / race tracking) | Retained indefinitely to enable race replay and historical records. If an athlete requests account deletion we will delete associated location data immediately (or as soon as technically feasible). |
| Usage logs (app events, feature usage, telemetry) | Retained for up to 1 year. |
| Security & audit logs (access logs, fraud prevention) | Retained for up to 6 months. |
| Backups | Backups containing personal data are retained for disaster-recovery up to 1 year; they are overwritten or securely purged at end of cycle. Data in backups may persist until the backup retention cycle completes. |
| Other information | Retained indefinitely unless deletion is requested, required by law, or the data is no longer necessary for the purposes collected. |
How to request deletion or export: Athletes and organisers may request access, export, correction, or deletion by contacting [email protected]. We typically complete verified deletion requests within 30 days, unless extended by law or to verify identity.
Third-party services: We use a small number of third-party providers (for example: Mapbox for mapping and Firebase for hosting/authentication). All such providers are engaged under contract and process personal data only as instructed by Runnerbeam. Currently, all personal data is stored and processed within the UK/EU. If in future any provider processes data outside the UK/EU, Runnerbeam will ensure an appropriate lawful transfer mechanism is in place before such processing occurs. If you wish to know the categories or names of third parties we use, contact [email protected].
Runnerbeam charges one-off event fees to event organisers. Unless otherwise agreed in writing, organisers are invoiced after the event has completed.
Payment terms: Invoices are due within 30 days of the invoice date unless a different payment term is agreed in writing. Payments must be made to the bank details specified on the invoice. If payment is not received by the due date, Runnerbeam reserves the right to apply interest to overdue invoices at a reasonable rate in accordance with applicable law, and may suspend future Services until payment is received.
Changes to pricing: Runnerbeam may update pricing from time to time. We will use reasonable efforts to give organisers advance notice of material price changes. For already-booked events, the price agreed at booking will apply unless otherwise mutually agreed in writing.
Organisers agree to:
Users must not:
All intellectual property rights in the Services, software, content, and documentation remain the property of RUNNER BEAM LTD unless otherwise agreed in writing. Organisers are granted a limited, non-transferable licence to use the Services for their events.
Runnerbeam may use non-personal media created as part of an event - including screenshots of the live tracking map, anonymised race visualisations, and general interface views - for our own marketing, promotional materials, case studies, and portfolio displays.
If organisers supply photographs, video, or other media that may reasonably identify individuals, the organiser confirms that they have obtained any rights, permissions, or consents required for Runnerbeam to use such material for the purposes above. If a participant or organiser later requests that identifiable media be removed from our marketing materials, Runnerbeam will do so where reasonable and technically feasible.
Runnerbeam aims to provide reliable Services but does not guarantee uninterrupted access or 100% availability. Services may be unavailable from time to time for maintenance, upgrades, network problems, third-party outages, or other causes. We will use reasonable efforts to minimise downtime and to notify organisers in advance of planned maintenance where practical.
Except as expressly set out in a separate, written service-level agreement (SLA), Runnerbeam provides no uptime guarantee and shall not be liable for losses arising from temporary unavailability of the Services.
The Services are provided on an "as is" and "as available" basis. To the fullest extent permitted by law, Runnerbeam disclaims all warranties, whether express or implied, including fitness for a particular purpose.
Runnerbeam will not be liable for any indirect, incidental, consequential, special, or punitive damages, including but not limited to loss of profits, loss of data, or reputational harm. Runnerbeam is not responsible for inaccuracies in GPS or location data, network failures, or third-party service outages. Organisers must not rely on GPS data for safety-critical decisions.
Important: Runnerbeam provides tracking and visibility tools intended to support event operations and spectator engagement. Runnerbeam is not a safety service and is not responsible for participant safety decisions. Organisers remain fully responsible for health & safety, medical cover, course marshals, emergency procedures, and any decisions that affect participant welfare. GPS data is approximate and may be delayed; it should not be used as a substitute for qualified safety personnel or emergency services.
Users (including organisers) agree to indemnify, defend and hold harmless Runnerbeam and its officers, directors, employees, and agents from any claims, liabilities, damages, losses, or expenses (including legal fees) arising out of or related to their misuse of the Services or breach of these Terms.
Runnerbeam may suspend or terminate access to the Services at any time if we reasonably believe a User is in breach of these Terms or for technical, security, or legal reasons. Termination does not relieve organisers of any outstanding payment obligations for services already rendered.
Runnerbeam will not be liable for any failure or delay in performing our obligations where such failure or delay results from any cause beyond our reasonable control, including but not limited to acts of God, flood, fire, epidemics/pandemics, strikes, labour disputes, government actions, war, terrorism, civil commotion, internet backbone or hosting provider outages, denial-of-service attacks, or third-party service failures. In such event, affected obligations are suspended while the force majeure event continues.
These Terms are governed by the laws of England and Wales. Any dispute arising under or in connection with these Terms will be subject to the exclusive jurisdiction of the courts of England and Wales.
We may update these Terms from time to time. If we make material changes we will notify organisers by email or post notice on the Runnerbeam platform. Continued use of the Services following publication of changes constitutes acceptance of the updated Terms.
For support and data requests: [email protected]
For cancellations, refunds, or billing queries: [email protected]
Registered address: 3rd Floor, 86-90 Paul Street, London, England, EC2A 4NE - Company No. 15900478