Privacy Policy

We take your privacy seriously and are committed to protecting your personal information.

Who We Are

We are a small organisation that organises cycling events. We are not a registered data controller with the Information Commissioner’s Office, as we do not meet the threshold for registration. However, we still follow the principles of data protection law and aim to handle your data fairly, transparently, and securely.

What We Collect

If you enter one of our events, we may collect and store some personal information, such as:

Your name
Your email address
Your date of birth
Emergency contact details
Your club or team name
Your results

We only collect what is necessary to run our events safely and effectively.

How We Use Your Data

We may use your information:
To process your entry to an event
To contact you with essential event information
To publish event results
To share race photos or updates (only with your permission)

We may contact you occasionally about future events, but only if you’ve told us you’re happy to receive this information.

Who We Share It With

We do not sell or share your data with third parties for marketing.

We may share limited data with:

Timing or results services

National governing bodies (e.g., British Cycling or Cycling Ireland)

Medical or emergency services in case of an incident

These third parties are only given the data they need to do their job, and they are expected to handle it with care.

How We Store Your Data

We store your data securely and only keep it for as long as necessary to run the event or meet legal obligations. Basic details like name and results may be kept as part of the public historical record of the event.

Your Rights

You have the right to:

Ask what data we hold about you
Ask us to correct inaccurate data
Ask us to delete your data (unless we need it for legal reasons)

To make a request, just contact us at hello@sherpa-performance.com.

Cookies

Our website may use cookies to help improve your experience. These are standard and can be controlled in your browser settings.

Contact: hello@sherpa-performance.com

Terms & Conditions of Entry

By entering the Euston Gravel Races, you agree to the terms outlined below. These are in place to ensure your safety and the smooth operation of the event.

1. General

• The Euston Gravel Races is a timed, competitive gravel cycling event.
• By entering, you accept full responsibility for your actions and confirm you are physically capable of completing an endurance event on mixed terrain.

2. Entries

• Entry is complete only after full payment is received.
• Participants must be 18 years or older on the event day (unless otherwise agreed in writing).
• Entries are non-transferable without prior approval from Sherpa Performance.

3. Refunds, Deferrals & Cancellations

Participant Cancellations

• More than 14 days before the event: 80% refund of entry fee.
• 14 days or less before the event: No refund.
• Cancellation requests must be submitted via email to hello@sherpa-performance.com

Deferrals / Transfers

• In case of injury or illness, a deferral or transfer to another Sherpa Performance event may be offered at our discretion.

Event Changes or Cancellation

• We reserve the right to alter, postpone, or cancel the event due to weather, safety concerns, or other unforeseen circumstances.
• If the event is cancelled, a partial refund will be provided based on recoverable costs at the time.
• Travel and accommodation costs are not reimbursable.

Refund Processing

• Refunds will be returned to the original payment method.
• Please allow up to 10 business days for the transaction to process.

4. Equipment

• Your bike must be in safe, working order and suited for gravel terrain.
• Helmets are mandatory – no helmet, no ride.
• Bring suitable hydration, nutrition, tools, and spares.

5. Conduct

• You must follow all signage and marshal instructions.
• Unsportsmanlike behaviour, littering, or endangering others will lead to disqualification.

6. Liability

• Participation is at your own risk.
• Sherpa Performance is not liable for personal injury, property loss, or damage.
• Personal accident and third-party liability insurance is strongly recommended.

7. Media Consent

• By entering, you agree to the use of your image (photo/video) for promotional purposes.
• If you do not wish to appear in media, notify us in writing before the event.

8. Data & Communications

• Your personal information is handled per applicable data protection laws and our privacy policy.
• We may contact you with updates regarding this event and other Sherpa Performance races.

If you have any questions, feel free to contact us at
hello@sherpa-performance.com

Photography and Imagery

Grant of Rights

By participating in the Event, you grant Sherpa Gravel, its affiliates, partners, and authorized third parties an irrevocable, worldwide, royalty-free, and perpetual license to:

Capture, store, edit, adapt, modify, and use photographs, video footage, audio recordings, or other visual or audio-visual material featuring
you, your likeness, voice, or performance during the Event.

Use these materials in connection with the promotion, marketing, and publicity of Sherpa Gravel’s events, activities, and brand, as well as
those of its sponsors, partners, and authorized third parties.

Permitted Uses

The images, video, and audio recordings captured at the Event may be used, without prior notice or compensation to you, for purposes including but not limited to:

Promotional materials for Sherpa Gravel events or partner activities (e.g. brochures, websites, social media, and advertisements).

Broadcasts on television, radio, or online platforms.

Inclusion in publications, films, or other commercial projects.

Creation of content for future events or campaigns.

Sherpa Gravel reserves the full right to sell, license, or otherwise profit from the commercial use of the images, videos, recordings, and/or likenesses of you without any obligation to compensate you.

Ownership of Captured Materials

All materials (e.g., photographs, videos, recordings) captured during the Event are the sole property of Sherpa Gravel or its authorized third
parties. You waive any claims to ownership, royalties, or other compensation for the use of such materials.

Participant-Generated Content

Any audio, visual, or audio-visual recordings made by you of the Event or any part of it are strictly for personal use only. You are prohibited from publishing, distributing, or using these recordings for any commercial purpose without obtaining prior written consent from Sherpa Gravel.

Use of Film Crew and Equipment

The Event may include the use of professional film crews, drones, or other recording equipment at various locations, including the Event Village and on the course. Sherpa Gravel ensures that all crew members and equipment operators are appropriately qualified.

Consent for Partner Use

You agree that Sherpa Gravel may share the materials described in this section with its sponsors, partners, and other authorized third parties for their marketing, promotional, or commercial purposes, provided such use aligns with the objectives of the Event.

Use of Event Imagery

All images and video footage captured at the Event – including but not limited to rider photographs, race footage, and content featuring the event environment – remain the property of their respective creators. However, any commercial use of such imagery or footage, whether by participants, spectators, third parties, or media outlets, must be approved in advance in writing by Sherpa Gravel. A licensing fee may apply.

Commercial use includes, but is not limited to, the sale of images or footage, use in advertising or sponsorship promotions, inclusion in paid media, brand campaigns, or use in any commercial product or service.

Unauthorised commercial use is strictly prohibited and may result in a penalty fee and/or legal action. Sherpa Gravel reserves the right to take enforcement action to protect the commercial integrity of the Event and its official partners.