MedalVault Terms and Conditions

Last updated: July 2026

These Terms and Conditions ("Terms") govern your use of MedalVault ("the Platform"), operated by MedalVault Ltd, a company registered in England and Wales ("we", "us", "our").

By creating an account or using MedalVault, you agree to these Terms. Please read them carefully. These Terms apply to all users, including runners ("Runners") and race organisers ("Organisers"). Additional terms specific to each user type are set out in the relevant sections below.

PART 1 — ALL USERS

About MedalVault

MedalVault is a digital platform that enables race organisers to distribute digital medals to runners, and allows runners to collect, view, share, and download those medals in a personal vault.

Your Account

• You must be 13 years or older to create an account.
• You are responsible for keeping your login credentials secure. Do not share your password.
• You are responsible for all activity that occurs under your account.
• You must provide accurate information when creating your account.
• We reserve the right to suspend or terminate accounts that breach these Terms.

Acceptable Use

You agree not to:

• Use MedalVault for any unlawful purpose
• Attempt to gain unauthorised access to other users' accounts or data
• Upload false, misleading, or fraudulent race results
• Attempt to circumvent watermarks, download restrictions, or payment systems
• Scrape, copy, or redistribute medal artwork or platform content without authorisation
• Use the platform in any way that may harm other users or the integrity of MedalVault

Intellectual Property

MedalVault and its content (excluding medal artwork uploaded by Organisers) is owned by us. You may not copy, reproduce, or distribute any part of the platform without our written permission. Medal artwork uploaded by race organisers remains the intellectual property of the respective organisers. By uploading artwork, Organisers grant MedalVault a licence to display and distribute that artwork to runners via the platform.

Downloaded Images

Downloaded medal images (purchased via the platform) are licensed for personal, non-commercial use only. You may print, share, or display your downloaded image for personal use (including on merchandise such as mugs or t-shirts for personal use), but you may not resell or commercially exploit downloaded images.

Payments and Refunds

• One-off medal downloads are charged at the price displayed at the time of purchase.
• Annual subscriptions (Champion Annual) are charged annually. You may cancel at any time; your access continues until the end of the billing period.
• Payments are processed securely via Stripe. We do not store card details.
• Due to the digital nature of our products, refunds are not available once a download has been delivered. If you experience a technical issue with your download, please contact us within 7 days and we will make it right.

Limitation of Liability

To the fullest extent permitted by law, MedalVault is not liable for:

• Loss of data, revenue, or profits
• Interruptions to the platform or service outages
• Errors in race results data uploaded by Organisers
• Any indirect or consequential loss arising from your use of the platform

Nothing in these Terms limits our liability for death, personal injury, or fraud caused by our negligence.

Governing Law

These Terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

Changes to These Terms

We may update these Terms from time to time. We will notify registered users of significant changes by email or via the platform. Continued use of MedalVault after changes take effect constitutes your acceptance of the updated Terms.

Contact

For any questions about these Terms, please contact us at hello@medalvault.co.uk.

PART 2 — ADDITIONAL TERMS FOR RUNNERS

Claiming Medals

• Medals are delivered to your vault when a race organiser uploads results that match your name and details.
• You may only claim medals for races you genuinely completed. Claiming medals you did not earn is a breach of these Terms and may result in account suspension.
• If a medal is incorrectly matched to your account, please contact us and we will investigate.

Your Vault

• Your vault is your personal collection of digital medals on MedalVault.
• You can choose to make your vault public (viewable by anyone with the link) or private (visible only to you).
• Public vaults are watermarked. Downloaded images (following purchase) are delivered without a watermark.
• Free accounts have access to their vault and race stats. Champion Annual subscribers (£24/year) receive unlimited high-resolution downloads and priority support.

Sharing and Gifts

• You can share your public vault link with friends, family, or on social media.
• Third parties (e.g. friends and family) may purchase medal downloads as gifts from your public vault. The purchased image is delivered to the buyer.
• You consent to your name and race results being visible on your public vault if you have set it to public.

PART 3 — ADDITIONAL TERMS FOR RACE ORGANISERS

Organiser Applications and Approval

• Access to organiser features requires an application, which is reviewed and approved by MedalVault.
• We reserve the right to decline applications or revoke organiser access at our discretion.
• Organiser accounts are intended for genuine race organisers. Use by individuals or entities misrepresenting themselves as race organisers is a breach of these Terms.

Race Results and Data

• You are responsible for ensuring that race results you upload are accurate and relate to a genuine race event.
• You confirm that you have the right to share the personal data (names, finish times, positions) of runners in your results CSV. Where required, you are responsible for obtaining any necessary consent from runners.
• You are acting as a data controller in respect of the race results data you provide to MedalVault. MedalVault processes this data on your behalf as a data processor.
• If you become aware of an error in uploaded results, please contact us immediately.

Medal Artwork

• You must have the right to use any medal artwork you upload. Do not upload artwork that infringes a third party's intellectual property rights.
• By uploading medal artwork, you grant MedalVault a non-exclusive, royalty-free licence to display, distribute, and reproduce that artwork within the platform for the purpose of delivering digital medals to runners.
• You retain ownership of your medal artwork.

Billing

• Organisers are charged £2 per finisher, calculated from the number of rows in the uploaded results CSV.
• Charges are triggered at the point of CSV upload, once results are confirmed.
• Payment may be made by card (via Stripe) or by invoice, as agreed with MedalVault.
• Events that have been comped (marked as free by MedalVault) will not be charged.
• Invoices are payable within 30 days. Late payment may result in suspension of organiser access.

Organiser Responsibilities

• You are responsible for communicating to your runners that their digital medal will be delivered via MedalVault.
• You are responsible for the accuracy of your event information published on the platform.
• MedalVault is not responsible for disputes between organisers and runners regarding race results.

These Terms and Conditions should be read alongside MedalVault's Privacy Policy, available at medalvault.co.uk/privacy.

MedalVault Ltd | Company number: 17276656 | medalvault.co.uk | hello@medalvault.co.uk