Terms of service

Draft pending review. These terms are a working draft and have not yet been reviewed by a legal professional.

Who we are and these terms

RaceLinq ("RaceLinq", "we", "us") provides online entry, results and website tools for event organisers. These terms are the agreement between RaceLinq and you, the organiser — the person, club or company that holds a RaceLinq account. "Entrants" are the people who register for your events through RaceLinq.

Creating a RaceLinq account means you accept these terms. If you are acting for a club or company, you confirm you are entitled to accept them on its behalf.

Your account

• You must be at least 18 and give us accurate account details.
• Keep your sign-in credentials to yourself. Accounts are protected by email two-step verification, or by Google sign-in if you choose it. You are responsible for what is done under your account.
• Contact us straight away if you believe your account has been compromised.

The service

RaceLinq provides event pages and online entry, embeddable components for your own website, participant and bib management, results publishing, and email tools for contacting your entrants. What each plan includes is described on the pricing page.

Fees and plans

1. The booking fee

When an entrant pays for an entry, RaceLinq adds a booking fee to the total they pay at checkout. The fee is shown to the entrant, itemised, before they pay.

• You receive your entry price, in full. The booking fee is paid by the entrant on top of the price you set; it is never deducted from it. The booking fee also covers the card-processing cost charged by Stripe, our payment provider, so that cost is not deducted from your payout either.
• The booking fee has two parts: RaceLinq's platform fee, a percentage of the whole transaction that depends on your plan (see the pricing page for current rates), with a minimum per order; and the card-processing cost, which is 1.5% of the amount charged for entries priced in pounds sterling and 2.5% for entries priced in euro (the rate for other currencies is 2.5%). The card-processing part is not RaceLinq's revenue: it covers what Stripe charges on the transaction. The entrant sees the two parts as one booking fee.
• Free entries carry no booking fee. If you don't charge, neither do we.
• No VAT is added to the booking fee or to plan prices. Should RaceLinq become VAT-registered in future, we will give you notice before any price shown to you or your entrants changes.

2. Refunds and the booking fee

If you refund an entry, the entrant receives the entry price back. The booking fee is not refunded — it paid for the transaction that was performed, including the card-processing cost, which Stripe keeps on a refund — and this is stated to the entrant at checkout before they pay.

The same applies to chargebacks. If an entrant disputes a payment through their bank and the dispute is decided against you, Stripe takes back the full amount they paid — the entry price and the booking fee — from your account, and charges you its own dispute fee. RaceLinq does not return the booking fee in that situation. Responding to disputes is covered in clause 3; the tools to do so are in your Stripe dashboard, and a dispute answered in time is the one that doesn't cost you.

3. Payments are between you and your entrants

Entry fees are charged in your name, on your own Stripe account — not RaceLinq's. Stripe processes the payment, but the sale is yours (in card-scheme terms, you are the "merchant of record"): the charge appears in your Stripe dashboard, payouts settle to your bank, and any chargebacks or payment disputes are raised against your account and are yours to respond to (Stripe provides the dispute tools in your dashboard). RaceLinq's booking fee is collected automatically as part of each transaction.

4. Plans

• The Free plan is a real plan — it has no time limit, needs no card, and lets you run events, take entries and publish results indefinitely. Paid plans lower the booking fee your entrants see and unlock additional workflow features.
• Paid plans bill monthly, in pounds sterling, until cancelled. Plan fees are charged by RaceLinq (processed by Stripe) — the reverse of entry payments: for your subscription, RaceLinq is the seller and you are the customer, and your plan payment method is entirely separate from the Stripe account your entry fees settle to.
• We may change plan prices or what plans include. Price changes never apply mid-period: existing subscribers are notified and any change takes effect from a following billing period.

5. Cancelling or downgrading a plan

You can cancel your plan at any time from the billing portal in your organisation settings.

• Your plan stays fully active until the end of the period you've paid for. From that date, the organisation moves to the Free plan.
• On the Free plan, the Free booking fee applies to entries made from that point on — entrants registering after the change will see a higher booking fee at checkout than those who registered before it, even for the same event. We tell you this date when you cancel, and we email you a reminder of the fee consequence at the time cancellation is scheduled.
• Nothing you have already published is taken away: your events, results, entries and embedded widgets keep working. Paid-plan features simply stop being available for new use — anything created with them remains as it is.

6. Failed payments

If a plan payment fails, nothing is cut off immediately: your plan and rate stay active while our payment provider retries the card over roughly three weeks, and we email you when a payment fails so you can update your card in the billing portal. If every retry fails, the plan is cancelled and the organisation moves to the Free plan, with the Free booking fee applying to new entries from then on.

7. Deleting your organisation

Deleting your organisation cancels any active plan immediately — you will not keep being billed for an organisation that no longer exists.

Your events and entrant data

• Your events are yours: you are the organiser, and RaceLinq is not. You are responsible for the event itself — its safety, its rules, its insurance, any permissions it needs, and delivering what your entrants paid for.
• As clause 3 above sets out, entry payments are between you and your entrants: the sale is yours, and refunds, disputes and chargebacks are yours to handle (RaceLinq provides the refund tools).
• You are the data controller for the personal data your entrants give you through your entry form. RaceLinq processes that data on your behalf to run entries, results and event emails, as described in our privacy policy. Use entrant data only in connection with your event, and only send marketing to entrants who have consented — the platform enforces this for email sent through it.
• You can set your own terms and conditions for entrants, per organisation or per event, in your settings; those terms are between you and your entrants.

Acceptable use

• Use RaceLinq only for genuine, lawful events.
• Don't interfere with the service, probe its security, scrape it at scale, or work around its limits.
• Don't upload content that is unlawful, misleading, or infringes someone else's rights.

Your content and ours

You keep the rights to what you upload — logos, images, event information, results files. You give RaceLinq the licence needed to host, display and distribute that content where you put it: on your event pages, your embedded components, your emails and your published results. The RaceLinq platform itself — its software, design and brand — belongs to us, and these terms don't transfer any of it to you.

Availability

We aim to keep RaceLinq available and we look after the service with reasonable skill and care, but it is provided "as is": we cannot promise it will be uninterrupted or error-free, and maintenance sometimes needs scheduled downtime.

Liability

Nothing in these terms excludes liability that cannot legally be excluded, such as fraud, or death or personal injury caused by negligence. Otherwise, RaceLinq is not liable for indirect losses — such as lost profits, lost data or reputational harm — and our total liability to you in any twelve-month period is limited to the fees you paid RaceLinq in that period. Your events remain your responsibility: RaceLinq is a tool for running them, not their organiser.

Ending the agreement

• You can stop at any time by deleting your organisation and account. Deleting your organisation cancels any active plan immediately (clause 7 above).
• We can suspend or close an account that breaks these terms. Unless the law prevents it, we will tell you why and, where the problem can be put right, give you the chance to put it right first.
• Records we are legally required to keep, such as financial records, survive account closure.

Changes to these terms

The date at the top of this page identifies the version of these terms. We may update them; for material changes we will give you reasonable notice by email or in your dashboard, and continuing to use RaceLinq after a change takes effect means you accept the updated terms. Earlier versions remain on record.