Hardloop.Events B.V.
General terms and conditions of Hardloop.Events B.V., registered in the trade register of the Chamber of Commerce under number 64791637
ARTICLE 1. DEFINITIONS
Except as and to the extent that terms are defined with a capital letter elsewhere in these general terms and conditions of sale (hereinafter: “Terms”), the terms defined with a capital letter have the following meaning:
Participant:
Every natural person or legal entity that enters into an Agreement with the Organizer, themselves or on behalf of one or more other persons, regarding, among other things, but not limited to, participation in an Event or the use of services. The Participant can act as a consumer or as a business participant.
Event:
Every activity organized by or on behalf of the Organizer, including – but not limited to – competitions, recreational runs, clinics, workshops, and related activities, including all associated services and facilities.
Participant Rules:
The Participant Rules published by the Organizer on its website.
Organizer:
Hardloop.Events B.V., with its registered office at Trasmolenlaan 12, 3447 GZ Woerden, the Netherlands, registered with the Chamber of Commerce under number 64791637.
Agreement:
Every agreement (whether or not concluded remotely) entered into between a Participant and the Organizer, including in particular agreements concerning participation in an Event or the use of services.
Party:
The Organizer or the Participant.
Parties:
The Organizer and the Participant.
Platform:
The website(s), mobile application(s), and other digital channels of the Organizer on which information and/or services are offered.
Privacy Statement:
The privacy statement published by the Organizer on its website.
ARTICLE 2. APPLICABILITY AND GENERAL PROVISIONS
2.1 These general terms and conditions apply to all quotes and offers or Agreements between the Organizer and the Participant. The provisions of these general terms and conditions apply in full to every registration and/or participation in an Event, as well as to the use of services, products, and digital platforms of the Organizer. By registering and/or using services, the Participant declares to have read and agreed to these terms.
2.2 The applicability of any other general or specific terms and conditions or clauses of the Participant that deviate from these Terms, under whatever name, is rejected and expressly excluded.
2.3 These Terms may only be deviated from by the Parties in writing and explicitly. However, the Organizer reserves the right to change these terms with retroactive effect in order to improve them or to comply with any government regulation. Amended terms take effect upon publication on the official website, unless otherwise indicated. If a change is significantly disadvantageous for already registered consumers, this will be communicated timely and clearly; in that case, the Participant, if he/she is a consumer, may terminate the Agreement within 14 days free of charge, unless the change results exclusively from mandatory law.
2.4 The provisions in these Terms do not affect the rights that the Organizer has under the law.
2.5 If a provision is wholly or partially null, voidable, or invalid, the remaining provisions remain in full force. Parties will then agree on a replacement provision that aligns as much as possible with the purpose and intent of the original provision.
ARTICLE 3. FORMATION OF THE AGREEMENT
3.1 All offers from the Organizer on its Platform are non-binding, unless explicitly stated otherwise in writing. A registration or request for participation from a Participant—for themselves or for someone else—is considered irrevocable.
3.2 An Agreement is only formed at the moment the Organizer confirms the Participant’s registration (e.g., by email) and under the suspensive condition of receipt of the (full) payment of the registration fee and acceptance of these general terms and conditions. The Organizer is never obliged to accept a request for participation or registration; the Organizer is therefore at all times authorized to refuse a request for participation or registration without stating reasons.
3.3 If a Participant registers (partly) on behalf of a third party, the Participant declares and guarantees to be authorized to do so. The Participant is jointly and severally liable to the Organizer for all obligations under the Agreement arising from orders placed by him (partly) for the benefit of third parties. The Organizer is not obliged to verify the Participant’s authority to act on behalf of these third parties.
ARTICLE 4. LIABILITY AND INDEMNIFICATION
4.1 Participation is entirely at one’s own risk. The Organizer is therefore not liable for any damage, however named, that the Participant may suffer as a result of Participation and/or risks associated with the sport, unless this is the result of intent or gross negligence on the part of the Organizer itself.
4.2 The Participant acknowledges the inherent risks of sporting activities (including, but not limited to: physical injury, exhaustion, weather influences, course conditions, and contact with other participants). The Participant declares to have trained sufficiently and to be physically and mentally capable of participating safely. In case of doubt, the Participant should seek medical advice beforehand. The Organizer has no duty of investigation in this regard.
4.3 Participation under the influence of alcohol, drugs, or other performance- or consciousness-altering substances is prohibited. If this provision is violated, the Organizer is authorized to exclude the Participant from participation during or prior to the Event. In such a case, the Participant is not entitled to a refund.
4.4 Liability of the Organizer is limited to damage that is the direct result of an attributable failure or tort by the Organizer, insofar as that liability is not legally excluded.
4.5 The Organizer is never liable for:
4.6 Any liability of the Organizer is furthermore in all cases limited to the compensation of direct damage up to the amount paid out by its liability insurance in the relevant case, increased by the deductible. If no payout occurs, liability is limited to a maximum of the registration fee paid by the Participant.
4.7 The Participant is responsible for ensuring adequate insurance (such as accident, cancellation, liability insurance, etc.). The lack thereof is entirely at the expense and risk of the Participant.
4.8 If the Participant has submitted a registration on behalf of or partly on behalf of third parties and/or has purchased multiple tickets, then the relevant Participant is responsible for the third parties on whose behalf he/she (also) submitted a registration or purchased a ticket. The Participant indemnifies the Organizer against all possible claims from these third parties against the Organizer for compensation of any damage arising from or related to the participation (of these third parties) in an Event.
4.9 The Participant is liable for damage caused by him/her, as well as for damage caused by the third parties on whose behalf he/she (also) submitted a registration or purchased a ticket, to property of the Organizer, other participants, or third parties, and indemnifies the Organizer against claims from third parties arising therefrom, except in case of intent or gross negligence by the Organizer.
ARTICLE 5. RIGHT OF WITHDRAWAL AND CANCELLATION BY THE PARTICIPANT
5.1 The right of withdrawal, on the basis of which a consumer may terminate the Agreement within a period of 14 days in the case of a distance purchase, is expressly excluded with regard to the registration by the Participant (for themselves or (also) for others) for an Event because every Event qualifies as a leisure activity and is organized for a predetermined, fixed date or period of execution. For other, non-excluded services or products, withdrawal – if applicable – can be exercised in writing or by email within the legal period, unless the registration occurs within 14 days prior to the delivery of the non-excluded services or products. Personalized products or services are also excluded from withdrawal.
5.2 Cancellations must be made in writing (preferably by email). The date of receipt by the Organizer counts as the cancellation date. The Participant will receive a confirmation of receipt.
5.3 A cancellation in principle does not entitle the participant to a full or partial refund. If special circumstances make participation objectively impossible, the Participant may submit a reasoned request for leniency with a valid medical certificate. The Organizer will assess this request carefully and may decide on a (partial) refund. It is at the sole discretion of the Organizer to grant the request for leniency. This leniency does not constitute a precedent.
5.4 If the cancellation conditions stated in this article are deviated from for a specific Event by the Organizer, this will be clearly stated on the registration form.
ARTICLE 6. CANCELLATION OR AMENDMENT BY THE ORGANIZER
6.1 The Organizer may cancel, postpone, or adjust an Event in case of force majeure. Force majeure is understood to mean: the inability to fulfill the Agreement as a result of a non-attributable failure. This concerns circumstances over which the Parties have no influence nor can reasonably have, and which make a responsible course of the Event, or the organization thereof, wholly or partly, temporarily or indefinitely impossible, in particular due to, but not limited to, war, threat of war, terrorism, riot, storm and/or heavy rain, flooding, transport difficulties, fire, pandemic, epidemic, and/or government measures. Force majeure also includes: no longer being able/allowed to use the course or grounds on which the Event takes place as a result of a circumstance beyond the control of the Organizer.
6.2 In the event of a cancellation due to force majeure, the Organizer is not obliged to reschedule the Event or to refund the registration fees paid. The Participants are also not entitled to compensation for costs incurred by them (such as travel and accommodation costs).
6.3 In the event that the Organizer chooses to reschedule the Event, the changes in date, location, (start) time, and/or setup do not entitle the participant to a refund, unless participation becomes objectively impossible for the Participant due to the rescheduling.
ARTICLE 7. CONDITIONS OF PARTICIPATION AND CODE OF CONDUCT
7.1 During participation, the Participant must adhere to the Participant Rules and follow all instructions and directions from the Organizer, its employees and/or volunteers, and the competent authorities.
7.2 A medical emergency protocol applies during an Event. The Participant is obliged to strictly follow the instructions of the medical staff. The Organizer may, on the advice of the medical staff, terminate participation for medical reasons during or prior to an Event; in such cases, there is no right to a refund.
7.3 Unsafe, disruptive, or unsportsmanlike behavior and/or behavior in violation of the Participant Rules, by the Participant or by a third party for whom the Participant has (also) ordered tickets, may lead to immediate exclusion from participation in an Event, without the right to a refund.
7.4 The Participant is not permitted to transfer rights or obligations arising from an Agreement with the Organizer, in whole or in part, without the prior written consent of the Organizer. If the Participant (also) orders tickets for a third party, the Participant must clearly indicate this during the order process. This third party can only participate in an Event after they have explicitly agreed to the applicability of these general terms and conditions.
7.5 Once a start number has been issued, this number is personal and non-transferable without the prior written consent of the Organizer. If a medical passport is provided on the start number, the Participant shall complete it fully and truthfully. The Organizer reserves the right to exclude Participants with falsely completed information from participation in an Event at any time.
ARTICLE 8. PAYMENTS AND TRANSACTION COSTS
8.1 Payments are processed exclusively through recognized payment providers. Cash payments are not accepted. Any transaction costs, if applicable, will be clearly stated in advance and are at the expense of the Participant.
8.2 The Organizer is not liable for errors, malfunctions, or delays in payment processing caused by the payment provider.
8.3 All prices mentioned by the Organization include VAT. The applicable VAT rate is made visible during registration.
ARTICLE 9. INTELLECTUAL PROPERTY AND USE OF VISUAL MATERIAL
9.1 During Events, atmospheric impressions (photo and video recordings) are made. The Organizer informs visitors in advance and on-site about possible recordings. General atmospheric images that are not focused on individuals may be taken for reporting and promotional purposes. In principle, close-ups are only taken with prior consent.
9.2 If the Participant gives explicit permission for a close-up, the Participant grants the Organizer a non-exclusive and royalty-free license to use that specific visual material exclusively for promotional, communication, and editorial purposes (website, social media, newsletters, printed matter), for a period of 10 years, in compliance with applicable privacy legislation.
9.3 The Participant may object to the use of visual material or withdraw previously given consent before, during, or after the Event. The Organizer will take reasonable measures to comply with such a request from the Participant, remove existing material, and prevent future use.
9.4 Requests for the removal of already published visual material will be carefully assessed and—insofar as reasonable and practically possible—honored. Full removal cannot be guaranteed if the material has already been distributed by third parties.
9.5 Intellectual property rights to promotional material, visual material, and other works rest with the Organizer or its licensors. Commercial use without prior written consent is not permitted.
ARTICLE 10. PROCESSING OF PERSONAL DATA AND COOKIES
10.1 The Organizer processes personal data lawfully, fairly, and transparently in accordance with the GDPR and the Dutch GDPR Implementation Act. Information regarding this can be found in our Privacy Statement.
10.2 Specific events (such as the Spa Francorchamps Run) may have additional processing for time registration, publication of results, and medical safety in accordance with supplementary (privacy) regulations. In the event of a conflict, the specific event regulations for that event shall prevail, subject to mandatory law.
10.3 The Organizer also uses cookies. Information regarding this can be found in our Privacy Statement.
ARTICLE 11. APPLICABLE LAW AND COMPETENT COURT
11.1 All Agreements between Parties, and all Agreements arising therefrom or related thereto, as well as these general terms and conditions, are exclusively governed by Dutch law.
11.2 All disputes, including disputes considered as such by only one of the Parties, which may arise as a result of and/or in connection with the Agreement, Agreements arising therefrom, and/or these general terms and conditions, shall be submitted exclusively to the competent judge of the Midden-Nederland District Court, Utrecht location.
ARTICLE 12. FINAL PROVISIONS
12.1 Should any provision of the Terms and Conditions be deemed inapplicable or invalid by a court, only the provision in question shall be considered as not written; the remaining provisions of the Terms and Conditions shall remain in full force and effect. Parties will then enter into consultations to replace the inapplicable or invalid provision with a new provision, whereby the purpose and intent of the previous provision will be observed as much as possible.
12.2 In the event of a conflict between the provisions of the Terms and Conditions and the provisions of the Agreement, the provisions of the Agreement shall prevail over the provisions of the Terms and Conditions.
12.3 These terms and conditions have been drawn up in Dutch. In the event of translations, the Dutch text shall prevail.
12.4 The Privacy Statement, the cookie policy, and the disclaimer form an integral part of these terms and conditions. Participation and/or use of services implies agreement with these documents.
12.5 The Organizer is permitted to transfer rights or obligations under an Agreement, or the organization of an Event, to a third party, or have them taken over by a third party, without the prior consent of the Participant. The Participant hereby grants the Organizer cooperation in advance for any transfer of contract of the legal relationship under the Agreement by the Organizer to a third party.
Organizer Contact Details:
Hardloop.Events B.V.
Trasmolenlaan 12, 3447 GZ Woerden, the Netherlands
KvK: 64791637
Email: info@hardloop.events
Version: October 2026.
