Event participants have the option to purchase event insurance via XCover during their online registration journey. At the cost of 10% of event entry, those that opt for protection will be instantly protected against unforeseen circumstances which include things such as accident, injury, illness, death, weather disruption, and transportation issues. All customer refund requests are managed and handled internally by XCover. 

Due to too many manipulations of the deferral and refund policy in past years, Transcend Trails won't be processing refunds or deferring entries. However we are more than happy for you to transfer your registration to another person / team, see below for further details.

•  An individual or team may transfer their entry to another individual or like team for no additional costs up until:  11:59pm AWST Sunday 9th August 2026. Please note if the transfer is done late there is a good chance the wrong name will be on the bib and the merchandise allocated will be what the original purchaser requested. If you want to factor the allocated merchandise into the sale of the entry it is completely up to the ticket seller. 
• Providing there are spaces available, a runner may transfer from a higher entry fee event/category to a lower entry fee event/category before 11:59pm AWST Sunday 9th  August 2026. In this case, the difference between the two entry fees will not be refunded. Eg Team of 4 change to an Ultra entry = no refund or credit on gap in entry fee.
• Providing there are spaces available, a runner may transfer from a lower entry fee event to a higher entry fee event up to 11:59pm AWST Sunday 9th August 2026 – no admin fee will be charged however they will be required to pay the entry fee gap.
• Changes to team composition (changing legs or changing a team member) can be made up until the briefing & gathering on the Friday 21st of August 2026. Please note merchandise allocated and bib names will be as originally ordered at the initial team registration. 

HOW TO TRANSFER INFORMATION DOCUMENT IS BELOW

 If the event is deemed unsafe or unable to be held on the proposed date, the following steps shall be followed:

• Transcend Trails will endeavor to reschedule the event to another date with all entries carrying over to the new date
• If you are unable to attend the newly proposed date a competitor may withdraw from the event and either transfer their entry or defer until the following year. 

If the event cannot be rescheduled for any reason, Transcend Trails will endeavor to refund a portion of your entry, based off expenses incurred.

Note:

• In all other circumstances it should be assumed that the event is still going ahead unless otherwise stated
• Transcend Trails reserves the right to alter or amend the originally proposed course(s) from that which was published on the event website for any reason
• Advice of any event postponement or change will be made on the front page of the event website, via email and on social media mediums.

Transcend Trails wants to see youth aspire to be come trail and ultra runners and therefore wants to help provide a pathway to achieve that. Providing sufficient preparation has been achieved Transcend Trails welcomes youth to take on the 65km Ultra or Team events.

The following guidelines and requirements are stipulated on competitors under the age of 18yrs in the Transcend Trail Avon Valley 65km Ultra and Relay:

For under 18 yrs runners wanting to do multiple legs whose total distance adds up to more than 20km, we require that the participant provides evidence that they have:

• Run at least 20km in less than 3.5hrs within 6 weeks of the race – preferably off road
• Completed training program lasting at least 8 weeks that meets our expectations. Training program and diary to be submitted to Transcend Trails for approval no later than seven days before the event.

For under 18 yrs runners wanting to compete as an ultra runner doing the entire 65km themselves, Transcend Trails requires that the participant provides evidence that they have:

• Completed a minimum of 2 training runs, off-road that are at least 3 hrs in length within 3 months of the race (Average pace faster than 13 min/km).
• Complete a training program lasting at least 12 weeks that meets our expectations. Training program and diary to be supplied for approval no later than seven days before the event.
• Submitted a hydration and nutrition plan for what they will consume during the race, along with safeguard measures to ensure that it is followed during the race.
• A support crew who can assist them during the entire event.
• Transcend Trails has spoken with the participant and their parents to discuss what is involved with running 65km.

We ask that any under-age runner wanting to participant in the Transcend Trails Avon Valley 65km Ultra call us to discuss their intentions and these requirements prior to entering on 0428 122 378.

Transcend Trails (ABN  22 075 192 175  )  (we, us or our), understands that protecting your personal information  is important. This Privacy Policy sets out our commitment to protecting  the privacy of personal information provided to us, or collected by us,  when interacting with you.

Personal  Information is information or an opinion, whether true or not and  whether recorded in a material form or not, about an individual who is  identified or reasonably identifiable.

The types of personal information we may collect about you include:

• Identity Data including your name, age, profession, and gender.
• Contact Data your telephone number, address and email.
• Financial Data including  bank account and payment card details (through our third party payment  processor, who stores such information and we do not have access to that  information).
• Transaction Data including  details about payments to you from us and from you to us and other  details of products and services you have purchased from us or we have  purchased from you.
• Technical and Usage Data when  you access any of our websites or platforms, details about your  internet protocol (IP) address, login data, browser session and  geo-location data, statistics on page views and sessions, device and  network information, acquisition sources, search queries and/or browsing  behaviour, access and use of our website (including through the use of  Internet cookies or analytics), and communications with our website.
• Interaction Data including  information you provide to us when you participate in any interactive  features, including surveys, contests, promotions, activities or events.
• Marketing and Communications Data including your preferences in receiving marketing from us and our third parties and your communication preferences.
• Professional Data including  where you are a worker of ours or applying for a role with us, your  professional history such as your previous positions and professional  experience.
• Sensitive information is  a sub-set of personal information that is given a higher level of  protection. Sensitive information means information relating to your  racial or ethnic origin, political opinions, religion, trade union or  other professional associations or memberships, philosophical beliefs,  sexual orientation or practices, criminal records, health information or  biometric information. In the course of providing our services to you,  we may collect, or come across such sensitive information in different  situations, including when we enquire as to whether you have any health  risks when you register for one of our events or if there is a first aid  incident at our event which requires following up on your recovery  status afterwards.

Personal information: We may disclose your personal information to:

• when you interact directly with us, including face-to-face, over the phone, over email, or online;
• when you complete a form, such as registering for any events or newsletters, or responding to surveys;
• from  third parties, such as details of your use of any website we operate  (from our cookie providers and marketing providers. See the “Cookies”  section below for more detail on the use of cookies); or
• from publicly available sources.

Personal information: We collect, hold, use and disclose your personal information for the following purposes:

• to enable you to access and use our dashboard, including to provide you with a login;
• to provide our services to you, including to register your attendance at our events;
• to  contact and communicate with you about our organisation, including in  response to any support requests you lodge with us or other enquiries  you make with us;
• to contact and communicate with you about any enquiries you make with us via any website we operate;
• for internal record keeping, administrative, invoicing and billing purposes;
• for  analytics, market research and business development, including to  operate and improve our business, associated applications and associated  social media platforms;
• for  advertising and marketing, including to send you promotional information  about our events and experiences and information that we consider may  be of interest to you;
• for our designated first aid providers at our events, if medical treatment is required;
• to run promotions, competitions and/or offer additional benefits to you;
• if you have applied for employment with us, to consider your employment application; and
• to comply with our legal obligations or if otherwise required or authorised by law.

Sensitive information: We only collect, hold, use and disclose sensitive information for the following purposes:

• any purposes you consent to;
• the primary purpose for which it is collected, to ensure your health is not at risk by participating in one of our events;
• secondary  purposes that are directly related to the primary purpose for which it  was collected, including disclosure to the below listed third parties as  reasonably necessary to do business with you; 
• to  contact emergency services, or to speak with your family, partner or  support person where we reasonably believe there is a serious risk to the life, health or safety of you or another person and it is  impracticable for us to obtain your consent; and
• if otherwise required or authorised by law. 

Personal information: We may disclose your personal information to:

• our employees, contractors and/or related entities;
• IT service providers, data storage, web-hosting and server providers;
• marketing or advertising providers;
• professional advisors, bankers, auditors, our insurers and insurance brokers;
• payment systems operators or processors;
• first aid providers at our events;
• our existing or potential agents or business partners;
• sponsors or promoters of any promotions or competition we run;
• anyone to whom our business or assets (or any part of them) are, or may (in good faith) be, transferred;
• courts, tribunals and regulatory authorities, in the event you fail to pay for goods or services we have provided to you;
• courts,  tribunals, regulatory authorities and law enforcement officers, as  required or authorised by law, in connection with any actual or  prospective legal proceedings, or in order to establish, exercise or  defend our legal rights;
• third parties to collect and process data, such as analytics providers and cookies; and
• any other third parties as required or permitted by law, such as where we receive a subpoena.

While  we store personal information in Australia, where we disclose your  personal information to the third parties listed above, these third  parties may store, transfer or access personal information outside of  Australia. We will only disclose your personal information overseas in  accordance with the Australian Privacy Principles.

Your choice: Please  read this Privacy Policy carefully. If you provide personal information  to us, you understand we will collect, hold, use and disclose your  personal information in accordance with this Privacy Policy. You do not  have to provide personal information to us, however, if you do not, it  may affect our ability to do business with you.

Information from third parties: If  we receive personal information about you from a third party, we will  protect it as set out in this Privacy Policy. If you are a third party  providing personal information about somebody else, you represent and  warrant that you have such person's consent to provide the personal  information to us.

Restrict and unsubscribe: To  object to processing for direct marketing/unsubscribe from our email  database or opt-out of communications (including marketing  communications), please contact us using the details below or opt-out  using the opt-out facilities provided in the communication.

Access: You  may request access to the personal information that we hold about you.  An administrative fee may be payable for the provision of such  information. Please note, in some situations, we may be legally  permitted to withhold access to your personal information. If we cannot  provide access to your information, we will advise you as soon as  reasonably possible and provide you with the reasons for our refusal and  any mechanism available to complain about the refusal. If we can  provide access to your information in another form that still meets your  needs, then we will take reasonable steps to give you such access.

Correction: If  you believe that any information we hold about you is inaccurate, out  of date, incomplete, irrelevant or misleading, please contact us using  the details below. We will take reasonable steps to promptly correct any  information found to be inaccurate, out of date, incomplete, irrelevant  or misleading. Please note, in some situations, we may be legally  permitted to not correct your personal information. If we cannot correct  your information, we will advise you as soon as reasonably possible and  provide you with the reasons for our refusal and any mechanism  available to complain about the refusal.

Complaints: If  you wish to make a complaint, please contact us using the details below  and provide us with full details of the complaint. We will promptly  investigate your complaint and respond to you, in writing, setting out  the outcome of our investigation and the steps we will take in response  to your complaint. If you are not satisfied with our response, you may  contact the Office of the Australian Information Commissioner.

We are committed to ensuring that the personal information we collect is  secure. In order to prevent unauthorised access or disclosure, we have  put in place suitable physical, electronic and managerial procedures, to  safeguard and secure personal information and protect it from misuse,  interference, loss and unauthorised access, modification and disclosure.

While  we are committed to security, we cannot guarantee the security of any  information that is transmitted to or by us over the Internet. The  transmission and exchange of information is carried out at your own  risk.

We  may use cookies on our website from time to time. Cookies are text  files placed in your computer's browser to store your preferences.  Cookies, by themselves, do not tell us your email address or other  personally identifiable information. However, they do recognise you when  you return to our online website and allow third parties , to cause our  advertisements to appear on your social media and online media feeds as  part of our retargeting campaigns. If and when you choose to provide  our online website with personal information, this information may be  linked to the data stored in the cookie.

You  can block cookies by activating the setting on your browser that allows  you to refuse the setting of all or some cookies. However, if you use  your browser settings to block all cookies (including essential cookies)  you may not be able to access all or parts of our website.

Our  website may contain links to other party's websites. We do not have any  control over those websites and we are not responsible for the  protection and privacy of any personal information which you provide  whilst visiting those websites. Those websites are not governed by this  Privacy Policy.

We  may, at any time and at our discretion, vary this Privacy Policy by  publishing the amended Privacy Policy on our website. We recommend you  check our website regularly to ensure you are aware of our current  Privacy Policy.