Terms and Conditions

1. The Southampton Cycle Challenge will run between Monday 9 May and Sunday 29 May 2011 ('the Challenge period'). It is open to people aged 16 or over who are employed or live within the Southampton City Council area.
2. Registration is free via the Southampton Cycle Challenge website or the paper Registration Form.
3. To register an organisation you must have approval from your organisation's management to do so.
4. An organisation is defined as a body that employs people i.e. not a club or group of friends.
5. Upon registration, an organisation or department will be classified as a team according to the number of staff employed by the registered organisation or department.
6. The size categories for the Challenge competition are: 500+ staff, 200-499 staff, 50-199 staff, 20-49 staff, 7-19 staff, 3-6 staff.
7. Organisations and departments with 1 or 2 employees can register into the Challenge. Team members will be eligible to win cinema tickets and spot prizes, but the organisation will not be eligible to win a team prize.
8. Once a team is registered, individuals from that organisation or department may register their individual participation into that team.
9. If a team's size increases to more than the team's size category, Challenge for Change will move the team into the appropriate size category.
10. Individual and team registration can continue throughout the duration of the Challenge period. The closing date for registration is 23.59 Tuesday 31 May 2011.
11. A valid cycle trip is defined as a participant cycling for a minimum of 10 minutes or 1 mile on a pedal bicycle. Cycle trips do not include use of motorcycles, scooters or stationary cycles.
12. Cycle trips must occur within the Challenge period to contribute to the team's results.
13. Cycle trips must be logged via www.southamptoncyclechallenge.org.uk or logged on the Registration Form. If trips are not logged in this way, they cannot contribute to the team's results.
14. All participants take part in the Challenge at their own risk. All participants must ensure that the bicycles they ride are in a roadworthy condition and must observe the rules of the Highway Code. NB: Neither the project partners, Challenge for Change, or any sponsors or promoters of the Challenge accept responsibility for any injury sustained or property damaged in the course of anyone's participation in the Challenge.
15. Challenge for Change shall not be held responsible for any late, incomplete, corrupted or incorrect registrations as a result of any software or hardware failure, postal delay or otherwise.
16. Any prizes relating to the Southampton Cycle Challenge exclude the employees and their immediate families of Challenge for Change, its partners, agents or anyone professionally connected with this promotion.
17. Challenge for Change reserves the right to substitute any prizes for a prize of an equal or greater value in the event of circumstances beyond its control.
18. Any photos uploaded on the Challenge website may be viewed by the general public. CTC Challenge for Change reserves the right to use any photos uploaded on the website for promotional purposes.
19. Challenge for Change Ltd and it's project partners are not liable in any way for any costs, expenses, damages, liability or injury arising out of or in any way connected with the Challenge or prizes other than those costs and expenses specifically provided for in the prize. We cannot accept any responsibility for any damage, loss or injury suffered as a result of accepting any prize or any actions relating to the prize.
20. By registering or by completing the flyer, registrants confirm that they have read and agree to be bound by these terms and conditions.

Cinema Tickets

1. There are 200 cinema tickets available. They will be allocated to the first people who meet the terms and conditions outlined below.
2. The vouchers will be allocated to two types of people; 1) people who haven't ridden a bike in over a year who ride for at least 10 minutes during the Challenge period and indicate on their log trip form the person who encouraged them to cycle, and 2) people who encourage people who haven't been on a bike in over a year to ride a bike for at least 10 minutes during the Challenge and indicate on their log trip form the person who encouraged them to cycle.
3. The vouchers are redeemable at The Harbour Lights Picturehouse Cinema Southampton. No cash or other prize alternatives are available.
4. Cinema ticket receivers will be notified by email and a list of people who have earned a ticket will be published on www.southamptoncyclechallenge.org.uk.
5. Cinema tickets will be delivered to the eligible winners by 30 June 2011.

Weekly Prizes

1. Three weekly prize draws will take place; one each on Monday 16 May, Monday 23 May and Tuesday 31 May 2011.
2. Participants who make and log a trip in the week prior to each draw will be entered into the draw. 
3. For eligibility into the draw, trips must be made and logged within the dates specified below:
• Draw 1 (Monday 16 May) - 00:00 Monday 9 May and 23:59 Sunday 15 May
• Draw 2 (Monday 23 May) - 00:00 Monday 16 May and 23:59 Sunday 22 May
• Draw 3 (Tuesday 31 May) - 00:00 Monday 23 May and 23:59 Sunday 29 May
4. Each prize will be drawn at random.
5. Only participants who log their trips on the website will be entered into the weekly draws.
6. Participants who use the 'hard copy' registration forms will only be eligible for entry into a weekly draw, if the registration form arrives at the 'freepost' address in the last post before the Monday preceding each draw.
7. The weekly prizes are indicated on the ‘Prizes’ page of the website at www.southamptoncyclechallenge.org.uk/learn-more/prizes. No cash or alternative prizes are available.
8. The winners will be announced via email and published at www.southamptoncyclechallenge.org.uk on the Tuesday of each draw. Winners details will be made available for a period of six weeks from the end of the Challenge period.
9. The prize winners may be required to participate in publicity and promotional activities.
10. Challenge for Change's decision is final and binding and no correspondence shall be entered into.

Bike Spot Prize

1. To enter into the spot prize draw for the Specialized Crosstrail Sport hybrid bike, you must either complete and return the Southampton Cycle Challenge flyer by Tuesday 31 May 2011 or log a cycle trip within the Challenge period. Upon logging a trip within the Challenge period or return of the flyer, you will automatically be entered into the spot prize draw for the bike.
2. There is a maximum of two entries per person, one via the Southampton Cycle Challenge Flyer and one via registration into the Southampton Cycle Challenge by the website or paper Registration Form.
3. Entry into this prize draw does not prevent or preclude entry into the Southampton Cycle Challenge.
4. The winner will be announced via email and published at www.southamptoncyclechallenge.org.uk on . The winner’s details will be made available for a period of six weeks from the end of the Challenge.
5. To claim the prize, proof of age and identity may be required.
6. The prize winner may be required to participate in publicity and promotional activities.
7. Challenge for Change's decision is final and binding and no correspondence shall be entered into.

Team Prizes

1. At the end of the Challenge period, organisations and departments which are in first, second, or third position may be requested to provide a letter from their organisation's HR department or a senior manager, to confirm the exact number of staff that are employed in the winning organisation or department.
2. The teams in first, second and third place will be awarded a Challenge certificate.
3. The winning teams will be announced via email and published at www.southamptoncyclechallenge.org.uk on Friday 3 June 2011. Winners’ details will be made available for a period of six weeks from the end of the Challenge period.
4. Challenge for Change's decision is final and binding and no correspondence shall be entered into.

Staff Numbers

1. The deadline for confirming a team's staff number is 7 days before the end of the Challenge.
2. It will be the responsibility of the team's Challenge Champion to ensure that this number is correct.
3. Where a Challenge Champion has failed to confirm a team's staff number before the deadline, it will be at Challenges for Change's discretion as to whether any further changes will be allowed.
4. Should a change in staff number in the last week of the Challenge result in a change in position on the leaderboard, the decision will go in favour of any team that have been overtaken, as opposed to a team that has climbed the leader board by a late change in staff number.
5. Challenge for Change's decision is final and binding and no correspondence shall be entered into.

Data Protection Statement

1. Participants' information will be held by CTC Challenge for Change and partners in accordance with the Data Protection Act 1998. Data collected will be used by CTC Challenge for Change to evaluate the programme and to demonstrate the impact the programme has on participants.
2. Challenge for Change will use the personal information submitted on registration to provide information or services relating to the Southampton Cycle Challenge programme. The personal data used will include name, email address and other supplied information.
3. Participant’s first name and the first letter of their surname will be publicly displayed on the Challenge website, together with their trip and goal information. No contact information will be publicly displayed. Contact information will be kept strictly confidential in accordance with these terms and conditions and the Data Protection Act 1998.
4. Participants can opt out of receiving communications from Challenge for Change at any time.
5. Challenge for Change will not pass on personal information to third parties.

Email Opt Out

1. To opt out of receiving communications from Challenge for Change or the project partners at any time, you can go to www.southamptoncyclechallenge.org.uk/my/profile/edit and untick ‘I allow Challenge For Change to e-mail me with information related to the Challenge’ or email hello@challengeforchange.com.
2. Alternatively, you can click on the ‘unsubscribe’ link on any email communication received.

The Promoter is: Challenge for Change Ltd, University Gate East, Park Row, Bristol, BS1 5UB.