• +254 703 034 000 ​
  • info@strathmore.edu
  • +254 703 034 000 ​
  • info@strathmore.edu

Legal Information

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.

All rights reserved.

1. DEFINITIONS

1.1. “You”, “Your” means

1.1.1. Students enrolled at Strathmore University;

1.1.2. Parents, Legal Guardians and Sponsors of Students;

1.1.3. Staff working at Strathmore University;

1.1.4. Visitors to Strathmore University;

1.1.5. Stakeholders working with Strathmore University in any capacity;

1.2. “University”, “We”, “Us” “Our” means Strathmore University and its affiliates.

2. PURPOSE

The purpose of this Data Privacy Policy is to establish clear guidelines for the collection, use, storage and disclosure of personal data by Strathmore University and its affiliates. This policy aims to safeguard the privacy and security of personal data and ensure compliance with the Data Protection Act, 2019 and the regulations thereto.

3. POLICY STANDARDS AND PROCEDURES

We collect your personal information with your knowledge and consent when you do any of the following (please note that this list is not exhaustive):

3.1.1. Apply for admission to the University;

3.1.2. Enroll into the University;

3.1.3. Enroll a student who is a minor into the University;

3.1.4. Apply for a job at the University;

3.1.5. Gain employment at the University;

3.1.6. Utilise various services at the University such as cafeteria, medical center, career development among others;

3.1.7. Apply for Financial Aid assistance;

3.1.8. Participate in research studies or respond to surveys conducted by the University;

3.1.9. Access the University IT systems, website or online platforms;

3.1.10. Join the Alumnae Association;

3.1.11. Attend University events both physically and virtually;

3.1.12. Give a donation to the University;

3.1.13. Pay school fees for a student enrolled in the University;

3.1.14. Physically visit the University premises.

                3.2.1     Identification Data 

                3.2.2     Contact Information

                3.2.3     Academic Data

                3.2.4     Financial Data

                3.2.5     Employment Data

                3.2.6     Health Data

                3.2.7     Biometric Data

                3.2.8     Communication Data

                3.2.9     Technical Data

3.2.10 Consent and Authorization Data

3.2.11 Social and Demographic Data

3.2.12 Campus Access Data

                3.3.1     Admission and Enrollment 

                3.3.2    Academic Support

                3.3.3     Teaching and Learning

                3.3.4     Recruitment and Employment

                3.3.5     Research and Scholarly Activities

                3.3.6     Campus Services and Operations

                3.3.7     Financial Management

                3.3.8     Institutional Planning and Reporting

                3.3.9     Alumni Relations and Development

3.3.10 Security within the University

3.3.11 Communication and Marketing

3.3.12 Fundraising

3.3.13 Strategic Partnerships

3.3.14 Compliance and Legal Obligations

3.4.1 Contractual Necessity: Processing personal data that is necessary for the performance of a contract with you. This includes data required for employment contracts, enrollment agreements or contractual obligations related to services provided by the University.

3.4.2 Legal obligation: Processing personal data to comply with legal obligations imposed on the University. This includes obligations related to employment laws, tax regulations, health and safety regulations and other applicable laws.

3.4.3 Legitimate Interests: Processing personal data based on the legitimate interests pursued by the University or a third party, provided that such interests are not overridden by the individual’s rights and interests. This may include internal administrative purposes, security management, academic research or fundraising efforts.

3.4.4     Consent: Obtaining explicit and informed consent from you to process your personal data for specific purposes.

3.4.5 Vital Interests: Processing personal data in situations where it is necessary to protect your vital interests. This applies in cases of emergencies, health crises or situations where someone’s life or physical well-being is at risk.

3.4.6 Public Task or Official Authority: Processing personal data necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the University.

4. RETENTION OF INFORMATION

4.1 We retain personal data only for as long as reasonably necessary to fulfill the purposes for which it was collected. This includes meeting legal, regulatory, tax, accounting or reporting requirements. 

4.2 In determining the appropriate retention period for personal data, we consider the following factors: 

                4.2.1     The amount, nature and sensitivity of the personal data collected. 

                4.2.2     The potential risks of unauthorized use or disclosure of the personal data.

4.2.3 The specific purposes for which we process the personal data and whether those purposes can be achieved through alternative means.

                4.2.4     Compliance with our internal policies and procedures.

4.2.5     The applicable legal, regulatory, tax, accounting or other requirements that dictate data retention periods.

4.3 In certain circumstances, we may retain personal data for a longer period if there is a complaint or a reasonable prospect of litigation related to our relationship with the individual. This extended retention allows us to address any legal claims or defend our legal rights effectively.

4.4 When personal data is no longer needed and its retention period has expired, we ensure its secure disposal to prevent unauthorized access, loss or disclosure.

4.5 Anonymized information that can no longer be associated with you may be held indefinitely.

 

5. DISCLOSURE OF INFORMATION

5.1 University Personnel  

5.1.1 Internal departments and staff who require access to personal data to carry out their duties, such as administrators, teaching staff and support staff. 

5.2 Students and Parents

5.2.1 In the case of students, personal data may be shared with the students themselves or their parents/legal guardians, particularly when it relates to academic progress, financial matters or student support services.

5.3 Educational Partners and Institutions

5.3.1 In cases of collaborative programs, study abroad arrangements or research collaboration, personal data may be shared with other educational institutions or partners involved in these activities.

5.4 Service Providers

5.4.1 Third-party service providers may be engaged by the University to assist with various functions such as IT support, cloud storage, payment processing, mailing services or other administrative tasks. These providers may have access to personal data as necessary to perform their contracted services.

5.5 Government Authorities and Regulatory Bodies

5.5.1 Personal data may be disclosed to government authorities, regulatory bodies or law enforcement agencies as required or permitted by law, such as for compliance with tax obligations, responding to legal requests or fulfilling reporting obligations.

5.6 Research Collaborators

5.6.1 In the context of academic research projects, personal data may be shared with other researchers or institutions collaborating on the research study, subject to appropriate safeguards and ethics approval.

5.7 Alumni Associations and Donors

5.7.1 Personal data of alumni may be shared with alumni associations or fundraising entities to maintain connections, engage in alumni activities or seek philanthropic support.

5.8 External Examiners and Assessors

5.8.1 Personal data of students or faculty may be shared with external examiners or assessors involved in academic assessments, thesis evaluations or accreditation processes.

5.9 Professional Bodies and Accreditation Agencies

5.9.1     Personal data may be disclosed to professional bodies or accreditation agencies for purposes such as certification, accreditation or compliance with professional standards.

 

6. USE OF COOKIES

6.1 We may store some information (using “cookies“) on your computer when you visit our websites. This enables us to recognize you during subsequent visits. The type of information gathered is non-personal (such as: the Internet Protocol (IP) address of your computer, the date and time of your visit, which pages you browsed and whether the pages have been delivered successfully. 

 

7. SAFEGUARDING AND PROTECTION OF INFORMATION

7.1 We have put in place technical and operational measures to ensure integrity and confidentiality of your data through controls such as data encryption, access control, network security, secure data storage, secure application development, data anonymization, data minimization, data transfer security, regular security and patching as well as staff training and awareness. 

8. INTERNATIONAL DATA TRANSFERS

8.1 The University will ensure that any international data transfers comply with applicable data protection laws and take appropriate safeguards to protect the privacy and security of personal data. 

9. YOUR RIGHTS

9.1 Subject to legal and contractual exceptions, you have rights under the Data Protection Act, 2019 in relation to your personal data. These rights are as follows: 

                9.1.1     Right to be informed of the use to which your personal data is to be put; 

                9.1.2    Right to access your personal data in our custody;

                9.1.3    Right to object to the processing of all or part of your personal data;

                9.1.4     Right to correction of false or misleading data; and

                9.1.5     Right to deletion of false or misleading data about you.

9.2 If you wish to exercise any of the rights set out above, please contact us through dpo@strathmore.edu

10. CONTACT US

10.1 Please contact our Data Protection Officer through dpo@strathmore.edu on any topic regarding this Data Privacy Policy. 

11. RIGHT TO LODGE COMPLAINT

11.1 You have a right to lodge a complaint with the Office of the Data Protection Commissioner as established under the Data Protection Act, 2019. 

12. NON-COMPLIANCE WITH THIS PRIVACY POLICY

12.1 We have a right to terminate any agreement or services offered to you for failure to comply with the provisions of this Data Privacy Policy. 

13. AMENDMENT TO THIS PRIVACY POLICY

13.1 We reserve the right to amend or modify this Data Privacy Policy from time to time. Any modification or amendment to this Data Privacy Policy will take effect from the date of notification on the University website. 

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.

All rights reserved.