Legal Info – Strathmore Run

Legal Information

Terms and conditions: (for entry and or participation)

Welcome to Strathmore Annual Run, the official website of the Strathmore University Annual Run (SAR). These Terms and Conditions (T&Cs) govern our website, and any of SAR’s other registered domains, mobile apps, or social networking pages, profiles, or feeds that post a link to these Terms (collectively, the “Services”).

Please read these T&Cs carefully before registering for the Strathmore University Annual Run. By registering, you accept these Terms and consent to our Privacy Policy that can be found here. If you do not agree, please do not register for this event. SAR reserves the right to change the information, features, policies, promotions, disclosures, and disclaimers of the services at any time in our sole discretion without prior notice. Changes to these T&Cs will be posted on the services as they occur. All such changes are effective immediately when we post them, or on such later date as may be specified in the notice of updated Terms and any applicable additional Terms.

By registering for this event, all participants agree to abide by these rules and regulations and comply with all reasonable directions and decisions made by the event officials and representatives of Athletics Kenya and World Athletics. Your agreement or consent will be legally binding and enforceable, and the legal equivalent of your handwritten signature
Any breach of these Terms and Conditions immediately terminates your rights with respect to our services.

Rules and regulations

1. Terms and Conditions – Entry

The official entry form must be completed fully by each intending participant. Completion of the entry form and payment of the entry fee represents acceptance of these terms and conditions.
Entry application will only be processed after receipt of full payment of the entry fee prescribed.
Participants must be capable of completing the race distance chosen at sign-up. It is their responsibility to undertake the necessary preparation and training required for their race distance. By entering our event, runners agree that on their chosen race day they will be fit and healthy enough to participate in the race unaided. If in doubt, please seek medical advice.
Participants take cognizance of the fact that running is a strenuous activity and will result in physical exhaustion. They enter the race at their own risk and shall discharge the organisers and sponsors for any injury, illness, loss, or equipment damage incurred as a result of their participation. On the event day, the participants will be responsible for their personal safety including but not limited to: the running route they choose to run on and its associated risks, their running times, hydration along the running routes.
Participants of 21km, and 10km must be over 18 years of age.
Participants under the age of 18 must always be accompanied by a responsible adult who has agreed to be bound by the terms and conditions of the event. It is the responsibility of the parent or guardian of the entrant to ensure that participants can complete the distance. The parents or guardians will take full responsibility and liability for the minors participating in the event.
There will be no fee refunded if the event is cancelled for whatever reason or if the participant does not take part in any of the races.

2. Terms and Conditions – Participation

The official entry form must be completed fully by each intending participant. Completion of the entry form and payment of the entry fee represents acceptance of these terms and conditions.
Entry application will only be processed after receipt of full payment of the entry fee prescribed.
Participants must be capable of completing the race distance chosen at sign-up. It is their responsibility to undertake the necessary preparation and training required for their race distance. By entering our event, runners agree that on their chosen race day they will be fit and healthy enough to participate in the race unaided. If in doubt, please seek medical advice.
Participants take cognizance of the fact that running is a strenuous activity and will result in physical exhaustion. They enter the race at their own risk and shall discharge the organisers and sponsors for any injury, illness, loss, or equipment damage incurred as a result of their participation. On the event day, the participants will be responsible for their personal safety including but not limited to: the running route they choose to run on and its associated risks, their running times, hydration along the running routes.
Participants of 21km, and 10km must be over 18 years of age.
Participants under the age of 18 must always be accompanied by a responsible adult who has agreed to be bound by the terms and conditions of the event. It is the responsibility of the parent or guardian of the entrant to ensure that participants can complete the distance. The parents or guardians will take full responsibility and liability for the minors participating in the event.
There will be no fee refunded if the event is cancelled for whatever reason or if the participant does not take part in any of the races.

Conformity

It is the responsibility of the competitor to familiarise themselves with the event’s rules, the race formats, and any directions as published in the ‘Runners guide’, marathon website or communicated to them in any other form.

1. INTRODUCTION

Strathmore University (“Strathmore”, “we”, “our” or “us”) is committed to protecting your privacy and processing your personal data in accordance with the Data Protection Act, 2019 and applicable regulations. This Privacy Notice explains how we collect, use, store and share your personal data when you register for, participate in, donate to or otherwise engage with the Strathmore Annual Run.

2. WHO WE ARE

Strathmore University is the data controller responsible for the personal data collected through the Strathmore Annual Run registration platform.

Contact Details: Strathmore University, Ole Sangale Road, Madaraka Estate, P.O. Box 59857-00200, Nairobi, Kenya. Tel: +254 703 034 000.

3. PERSONAL DATA WE COLLECT

We may collect your name, email address, telephone number, postal and physical address, city and country of residence, emergency contact details, registration and participation information, donation and payment information, photographs, videos and event recordings and device or technical information collected through our website. Where participation involves minors, personal data will be collected and processed with the consent of a parent or legal guardian.

4. WHY WE PROCESS YOUR PERSONAL DATA

We process personal data to register and manage participation in the Annual Run, process payments and donations, communicate event updates, manage participant safety and emergency response, produce event statistics and reports, promote future editions of the event, comply with legal obligations and respond to inquiries, complaints and requests.

5. LAWFUL BASIS FOR PROCESSING

We process personal data on the basis of contractual necessity, legal obligation, legitimate interests, consent where applicable and protection of vital interests in emergency situations.

6. PHOTOGRAPHY AND MEDIA

The Strathmore Annual Run is a public event during which photographs, video recordings and live streams may be taken for legitimate purposes including event administration, security, documentation, reporting, promotional, educational and fundraising activities. Such media may be published or otherwise made available through Strathmore University’s official communication channels, including its website, newsletters and official social media platforms such as LinkedIn, X, YouTube, Instagram, Meta and other digital media channels.

Participants who do not wish to be photographed, filmed or recorded should, upon arrival at the event venue, collect a Red Tag from the designated Help Desk and display it prominently throughout the event. Event photographers and videographers will make reasonable efforts to identify and respect the preferences of participants displaying a Red Tag.

7. SHARING OF PERSONAL DATA

We may share personal data with authorized Strathmore University personnel, payment service providers, financial institutions, technology and registration platform providers, medical and emergency service providers, regulatory authorities where required by law and professional service providers acting on our behalf under confidentiality obligations. We do not sell personal data.

8. INTERNATIONAL TRANSFERS

Where personal data is transferred outside Kenya, Strathmore University will implement appropriate safeguards in accordance with the Data Protection Act, 2019.

9. RETENTION OF PERSONAL DATA

We retain personal data only for as long as necessary to administer the event, comply with legal and regulatory requirements, resolve disputes, manage claims and maintain anonymized historical and statistical records where appropriate.

10. YOUR RIGHTS

You have the right to access, rectify, erase, restrict processing of object to processing of and port your personal data, as well as withdraw consent where processing is based on consent. Requests may be submitted to dpo@strathmore.edu

11. CHANGES TO THIS NOTICE

We may update this Privacy Notice from time to time. Any updates will be published on the registration platform and will take effect from the date of publication.

Declaration

Last Revised: 5th September 2025

I have read the Rules and Regulations and the terms and conditions of Entry and Participation, and agree to participate on the understanding that I will adhere to all the provisions stated therein for the event entered.
I understand the risk of participating including risks associated with the risk of dehydration and the risk of being on a course with vehicle traffic, even if the course may be regulated/ policed.
I understand that I must be of, and must train to, an appropriate level of fitness to participate in the event.
I am physically fit and capable of participating in the event and I have not been advised otherwise by a qualified medical practitioner.
I, for myself and my legal representatives, waive all claims of whatsoever nature against any and all sponsors of the event, Nairobi City County, all political entities, authorities and officials, all contractors and construction firms working on the event, all Strathmore Annual Run Local Organising Committee persons, officials and volunteers and all other persons and entities associated with the event and the directors, employees, agents and representatives of all or any of the aforementioned including, without limitation, any claims that light result from my participation in the event and whether on account of illness, injury, death or otherwise.
If I am injured or taken ill or otherwise suffer any detriment whatsoever, I hereby irrevocably authorize the event organizers and officials to transport me to a medical facility and/ or to administer emergency medical treatment and I waive all claims that might result from such transport and/or treatment or delay or deficiency therein. I shall repay or reimburse any of my medical and emergency expenses and I hereby authorize you to incur the same. I shall provide to race officials such medical data relating to me as they may request. I agree that nothing herein shall oblige the event officials or organizers or any other person to incur any expenses or to provide any transport or treatment.
I understand that by agreeing to these terms and conditions, I consent to the use of my personal data including contact information, images, videos, motion pictures, recordings or any other records of this event (“information”) for any legitimate purposes, including commercial advertising by means of film, television, radio, print media, internet, publicity material or any other media now or in the future, marketing of products offered by the Organizer and those offered by sponsors to the Strathmore Annual Run, publishing and storing of the race results, ranking individual participants and keep a historic log of this data all for the purpose of staging the event(s) and for archival and historic purposes. I understand that there may be a need to disclose the information to the Organizers affiliate companies, agents, advisors and third-party services (“Other Parties”). Information shall be released to the parties on condition that the other parties handle my information only subject to the organizer’s instructions.
The terms and conditions of Entry and Participation and the clauses of the indemnity apply to all members of a group on whose behalf I am signing.
If I have under my care or control children below 18 years of age participating in the event, then I shall ensure that they are accompanied at all times by a responsible adult and understand that the terms and conditions of Entry and Participation and the clauses of the indemnity apply to such children. The parents or guardians will take full responsibility and liability for the minors participating in the event.
I hereby declare that the date and information provided on the entry form is true and correct.
By electronically submitting this form, I agree and confirm that I accept all terms and conditions, and waiver policy.