Virtual Events Terms and Conditions

Definitions

Event(s) – A virtual challenge organised by Dementia UK, where participants engage in a specific activity (such as walking, knitting, running, skipping or dog walking) over a set period of time, as outlined in the event description on the Dementia UK webpage. Participation in the event is voluntary and intended to raise funds for families facing dementia by encouraging participants to seek donations from their personal networks.

Facebook Group – The official online community created and managed by Dementia UK on Facebook, where participants of the event can connect, share their experiences, receive updates, and access support related to the Event.

Registration Form – The online form provided by Dementia UK that participants must complete to officially join the event and claim their fundraising pack. The Registration Form collects necessary information such as the participant’s name, contact details, marketing consent and agreement to the event’s terms and conditions.

1. The Event:
   1. These Terms and Conditions apply to fundraising challenges organised by Dementia UK, known as events, such as Walk 30 Miles in September, March Dog Walking Challenge and other challenges.
   2. You must register with Dementia UK to participate in an event (whether on your own behalf, on behalf of a minor) by completing a Registration Form. By completing and submitting a Registration Form, you agree to be bound by these Terms and Conditions.
   3. You must be aged 18 and over to register for an event unless you have consent from your parent/guardian to take part. Your parent/guardian will need to email virtualevents@dementiauk.org confirming their consent to your participation; to supervise your participation in the event; and to accept responsibility for complying with these Terms and Conditions.
   4. Dementia UK reserves the right to prevent you (and/or any member of your team) from participating in and/or completing the event for the benefit of Dementia UK if:
      1. Dementia UK determines that you fail to meet the event’s registration and/or health and safety requirements; and/or
      2. if allowing you to participate in the event is likely to harm Dementia UK’s reputation; and/or
      3. your participation in and or completion of the event means that Dementia UK is not operating in accordance with Dementia UK’s vulnerable donor policy.
   5. Events are designed so that you can complete them in your own time and in your own way.
   6. There may be a Dementia UK managed Facebook Group with the event. By joining the Facebook Group you agree to the Facebook Group rules. Please note, anyone who is part of a Dementia UK managed Facebook Group may be able to see your profile and any posts or information you share.
   7. You have responsibility for any information you post to the Facebook Group. Dementia UK moderate the Facebook Group and may remove any posts or comments that break the Facebook Group rules.
   8. You may not set up your own Facebook Group linked to the event.
   9. We provide information about each event on our website and/or forums and may provide fundraising materials for you to download. Copyright of all materials we provide is owned by (or licensed to) Dementia UK.
2. Liability
   1. By submitting a Registration Form (whether for yourself, on behalf of a minor or on behalf of a Team), you confirm that, to the best of your knowledge and belief, you (and those you are signing on behalf of) are healthy and fit to take part in the event; understand and have considered and evaluated the nature, scope and extent of the risks involved; and have voluntarily and freely chosen to participate in the event entirely at your own risk.
   2. You acknowledge that participation in the event involves physical activities and inherent risks and dangers of accidents, personal and bodily injury (including death) and property loss or damage. If you have any medical conditions that could be adversely affected by exercise, or if you are in any doubt about your health, you must consult with your doctor before participating.
   3. You agree that Dementia UK or any of its representatives will not be liable for any losses that might occur as a result of your participation in the event except losses arising from Dementia UK’s own negligence which cannot be excluded by law.
   4. Dementia UK does not provide any insurance, whether life or medical or liability, for any illness, accident, injury, death, loss and/ or damage that may arise in connection with the participation in the event by you, except as required by law. You are advised to obtain such insurance yourself if required or desired.
   5. If taking part in a Dog Walking Challenge, you acknowledge that participation of your pet(s) in the event is entirely your decision and responsibility.
3. Fundraising:
   1. You agree to raise funds for Dementia UK and to ensure this money is paid to Dementia UK as soon as possible and no later than three months of the event end date. Any money raised is held on trust for Dementia UK.
   2. You agree that in carrying out all fundraising for the benefit of Dementia UK, you will:
      1. Only use lawful means to fundraise and must not do anything which harms or is likely to harm Dementia UK’s reputation.
      2. Make it clear to potential sponsors that their donation in support of you taking part in the event is a donation to Dementia UK.
4. Free items, competitions and prizes
   1. We may give you the opportunity to order a free item to use or wear as part of an event. These items are subject to availability and are not guaranteed.
5. Your data
   1. Dementia UK will use the personal information in your application to:
      1. communicate with you about the event via email, text and post.
      2. send a fundraising pack to you in the post.
      3. understand your motivation for taking part in the event.
      4. ask if you would like to receive communications from Dementia UK during and after the event has taken place.
   2. We may share your personal information with the following organisations to help us deliver the event and fundraise effectively:
      1. Partridges – fulfilment house that sends our fundraising packs.
      2. Meta – social media (Facebook, Instagram).
      3. X (formerly Twitter) – social media.
      4. Get Your Stories Straight – event marketing and data analysis and insight.
      5. GivePanel – registration form.
      6. JustGiving – online fundraising.
      7. DotDigital – sends emails and SMS text messages.
      8. SocialSync – registration form and online fundraising platform.
      9. Social Mind – event delivery agency.
      10. Funraisin – online fundraising and registration form.
      11. Kudosity – sends SMS text messages.
   3. We do not transfer your data outside of the European Economic Area unless we have put in place appropriate provisions to ensure that your data is secure and that you have the same rights as you do under UK data protection law.
   4. We keep your personal information for up to seven years after the event.
   5. If you have any questions about these Terms and Conditions, please contact us at virtualevents@dementiauk.org
   6. Please check these Terms and Conditions from time to time, as we may occasionally amend them and any changes will be binding.