Legal

Organiser Terms

HelloRun Organiser Terms

Last Updated: May 23, 2026

Platform: HelloRun

Website: https://hellorun.online

Contact: hellorunonline@gmail.com, 4hprojects@proton.me

1. Purpose

These Organiser Terms apply to individuals, groups, schools, companies, running clubs, charities, and organisations that create or manage events through HelloRun.

By creating or managing an event, organisers agree to follow these Organiser Terms, the HelloRun Terms and Conditions, Privacy Policy, Data Usage Policy, Refund and Cancellation Policy, Community Guidelines, Acceptable Use Policy, and applicable laws.

2. Organiser Account Verification

HelloRun may require organiser verification before allowing full access to event creation, payment collection, participant data, or public event publishing.

Verification may include:

  • organiser name
  • organisation name
  • contact details
  • valid identification or business information
  • event history
  • payment account details
  • authorisation documents
  • other documents reasonably required by HelloRun

HelloRun may approve, reject, restrict, or suspend organiser accounts based on verification status, platform risk, user complaints, or policy compliance.

3. Event Accuracy

Organisers must provide accurate and complete event information, including:

  • event name
  • organiser name
  • event type
  • event date
  • registration period
  • distance or category
  • participation rules
  • fees
  • inclusions
  • refund policy
  • certificate rules
  • submission requirements
  • contact details
  • safety information, where applicable

Organisers must promptly correct inaccurate or misleading event information.

4. Participant Data Handling

Organisers may access participant data only for legitimate event-related purposes.

Organisers must:

  • protect participant data from unauthorised access
  • limit access to authorised personnel
  • use data only for the event
  • avoid downloading data unless necessary
  • store exported data securely
  • delete exported data when no longer needed
  • avoid sharing data with unauthorised third parties
  • comply with applicable privacy laws

Organisers must not sell, rent, reuse, or transfer participant data for unrelated marketing or external purposes without valid legal basis or consent.

5. Payment and Refund Responsibility

Organisers are responsible for:

  • setting accurate event fees
  • disclosing payment instructions
  • reviewing payment proof fairly
  • resolving payment disputes
  • honouring stated refund rules
  • communicating cancellation or postponement options
  • complying with tax, accounting, and financial obligations

HelloRun may provide platform tools for payment tracking, but organisers remain responsible for event-specific payment decisions unless HelloRun directly controls the payment flow for a specific event.

6. Event Review and Result Approval

Organisers are responsible for reviewing participant submissions according to event rules.

Organisers should apply review standards consistently.

Organisers may approve, reject, or request clarification for submissions that are:

  • incomplete
  • unclear
  • outside the event period
  • inconsistent with event rules
  • suspected to be manipulated
  • suspected to belong to another person
  • duplicated
  • unsupported by valid proof

HelloRun may assist with OCR-assisted reading, flagging, and dashboard tools, but organisers remain responsible for fair event-level review decisions.

7. Safety and Legal Compliance

For onsite and hybrid events, organisers are responsible for event safety and compliance.

This may include:

  • permits
  • venue coordination
  • route planning
  • safety marshalls
  • medical support
  • hydration stations
  • emergency response
  • traffic coordination
  • participant waivers
  • insurance, where applicable
  • local government requirements
  • child or minor participation requirements

HelloRun does not automatically verify that an organiser has obtained every permit or safety clearance.

HelloRun may request proof of compliance where necessary.

8. Prohibited Organiser Conduct

Organisers must not:

  • create fake or misleading events
  • collect payments for events they do not intend to conduct
  • misuse participant data
  • falsely claim affiliation with sponsors or institutions
  • misrepresent prizes, medals, shirts, or entitlements
  • manipulate results
  • approve fraudulent submissions knowingly
  • harass participants
  • ignore valid payment or refund concerns
  • use HelloRun to conduct illegal activities

HelloRun may suspend or remove organisers who violate these rules.

9. Event Suspension or Removal

HelloRun may suspend, unpublish, restrict, or remove an event when:

  • organiser verification is incomplete
  • event information is misleading
  • participant complaints indicate risk
  • payment or refund issues remain unresolved
  • participant data is misused
  • the event appears fraudulent
  • legal or safety concerns arise
  • the organiser violates HelloRun policies

10. Organiser Communications

Organisers must communicate clearly and professionally with participants.

Organisers should respond to participant concerns about:

  • registration
  • payment verification
  • event rules
  • event changes
  • refund requests
  • run proof review
  • result disputes
  • certificates
  • race kits or entitlements

Repeated failure to respond to valid participant concerns may result in organiser restrictions.

11. Contact

Organiser concerns may be sent to:

Email: hellorunonline@gmail.com

Alternative Email: 4hprojects@proton.me