Terms of Service

1. Agreement to Terms

By registering an account or using the Tokoroa Alpine Club Incorporated (“TAC”, “we”, “us”, “our”) booking and membership system (“the System”), you agree to be bound by these Terms of Service. If you do not agree, do not use the System.

These terms apply to all users of the System, including club members, non-member guests, and any other visitors.

2. Eligibility

• You must be 18 years or older to create an account.
• Children and youth members must be managed by a parent or guardian who holds an account.
• Membership is subject to approval by the TAC committee. Creating an account does not constitute membership.
• You must provide accurate and truthful information when registering. False information may result in account suspension.

3. Booking Rules

• Lodge bookings are for accommodation at Waldvogel Lodge, Iwikau Village, Mt Ruapehu. The lodge sleeps a maximum of 29 guests.
• Bookings must be made through the System. Verbal or informal bookings are not accepted.
• Members may book for themselves and invite non-member guests. The booking member must be present during the stay of any non-member guests.
• Non-member bookings more than 7 days in advance are held as “Pending” and may be bumped if capacity is required for member bookings. See Section 5 for details.
• All guests must participate in the lodge chore roster. Chore assignments are allocated by the hut leader for each night.
• Guests must treat the lodge, equipment, and other guests with respect. The committee reserves the right to refuse future bookings to guests who cause damage or behave inappropriately.
• The lodge is a shared facility. Quiet hours are from 10pm to 7am. Alcohol consumption must be responsible and is not permitted in common areas after quiet hours.

4. Payment Terms

• Lodge accommodation fees are charged per person per night based on age group and membership status. Current rates are published on the Join page.
• For confirmed bookings (members only, or bookings within 7 days of check-in), payment is collected immediately via Stripe at the time of booking.
• For pending bookings (non-member guests, more than 7 days in advance), a payment method is saved but not charged until the booking is confirmed approximately 7 days before check-in.
• Annual membership subscriptions are invoiced separately through Xero and must be current to access member booking rates.
• All prices are in New Zealand dollars (NZD) inclusive of GST where applicable.
• Payment processing is handled by Stripe. TAC does not store credit card details.

5. Non-Member Priority System

The Tokoroa Alpine Club is a members' club. Members have priority access to the lodge. The following rules apply to bookings that include non-member guests:

• Bookings including non-members made more than 7 days before check-in are held as “Pending”.
• If a member booking requires capacity that a pending non-member booking occupies, the most recently made pending bookings are cancelled (“bumped”) until sufficient capacity is available.
• Bumped bookings receive a full refund and immediate email notification.
• TAC accepts no liability for costs incurred by guests (e.g. travel, equipment hire) as a result of a booking being bumped.

6. Cancellation and Refunds

Refunds are calculated based on the cancellation policy set by the TAC committee. Current tiers are shown on the Club Rules page. General principles:

• Cancellations with 14 or more days' notice: full refund.
• Cancellations with 7 to 13 days' notice: partial refund (as per current policy).
• Cancellations with less than 7 days' notice: no refund.
• A change fee may apply to date modifications made within the late-notice period.
• Refunds are processed to the original payment method within 5–10 business days.
• TAC reserves the right to cancel a booking due to circumstances beyond our control (e.g. natural disaster, lodge damage) and will provide a full refund in such cases.

7. Member Conduct

• You are responsible for the conduct of all guests on your booking.
• You must not make bookings on behalf of others without their knowledge and consent.
• Any damage to lodge property caused by you or your guests may be invoiced to you.
• Abuse of the booking system (e.g. making and cancelling bookings repeatedly to block dates) may result in account suspension.
• New members must attend their first stay accompanied by their nominating members for lodge induction.

8. Account Security

• You are responsible for keeping your account credentials confidential. Do not share your password with others.
• If you suspect your account has been compromised, change your password immediately and contact us.
• TAC accepts no liability for losses resulting from unauthorised access to your account due to your failure to maintain credential security.

9. Limitation of Liability

The Tokoroa Alpine Club is a volunteer-run, not-for-profit organisation. To the maximum extent permitted by New Zealand law:

• The System is provided “as is” without warranties of any kind, express or implied.
• TAC is not liable for any indirect, incidental, or consequential losses arising from use of the System or the lodge.
• TAC is not responsible for personal injury, loss of property, or other incidents occurring during your lodge stay. All guests are advised to hold appropriate personal insurance.
• Nothing in these terms excludes any rights you may have under the Consumer Guarantees Act 1993 or the Fair Trading Act 1986.

10. Account Suspension and Termination

• TAC may suspend or terminate an account for breach of these terms, unpaid membership fees, or conduct that is harmful to the club or other members.
• You may request deletion of your account from your Profile page. Deletion will cancel any future bookings (with refunds per the cancellation policy) and anonymise your personal data. Financial records required by law are retained.
• Admin accounts cannot be deleted by the account holder — contact another administrator.

11. Changes to These Terms

TAC may update these Terms of Service from time to time. We will update the “Last updated” date at the top of this page. Continued use of the System after any changes constitutes acceptance of the updated terms.

12. Governing Law

These terms are governed by the laws of New Zealand. Any disputes will be subject to the exclusive jurisdiction of the New Zealand courts.

13. Contact Us

For questions about these terms, please contact us or email secretary@tokoroa.org.nz.