Membership Terms and Conditions

Effective: 11 June 2014

1. Introduction

1.1. The HotelClub Membership Program is offered to registered users of HotelClub.com at the sole discretion of HotelClub Pty Ltd (“HotelClub”, “we” or “our”).  

1.2. By participating in the HotelClub Membership Program, Members can earn Member Rewards for booking and completing hotel bookings on the HotelClub Website or HotelClub mobile apps, and redeem available Member Rewards for hotel bookings on the HotelClub Website or HotelClub mobile apps, subject to these Terms and Conditions and the availability of hotel accommodation. The terms “you” and “your” throughout these Terms and Conditions refer to any Member and any person eligible to participate in the HotelClub Membership Program, as applicable.

1.3. HotelClub may terminate or amend the HotelClub Membership Program and these Terms and Conditions at any time with or without prior notice to you. 

1.4. HotelClub makes no guarantees, warranties, or representations of any kind concerning the HotelClub Membership Program. The HotelClub Membership Program is void where prohibited by applicable federal, state, or local laws or regulations.  

1.5. By participating in the HotelClub Membership Program, you release HotelClub and its affiliates and partners from all claims or liability regarding your participation in the HotelClub Membership Program, including but not limited to any claims related to the earning and redemption of Member Rewards. HotelClub Hotel suppliers are in no way affiliated with or responsible for the HotelClub Membership Program administration.

2. Definitions

Check-In Date” means the day on which a Member checks-in at the Hotel for a Confirmed Booking.

Check-Out Date” means the day on which a Member checks-out at the Hotel for a Confirmed Booking.

"Confirmed Booking" means a Hotel booking completed via the HotelClub Website or HotelClub mobile apps including a Last Minute Booking that is completed (not cancelled) by the Member.

Hotel” means any type of accommodation available to be booked on the HotelClub Website or HotelClub mobile apps.

HotelClub Membership Program” means the membership program operating on the HotelClub Website and HotelClub mobile apps in accordance with these Membership Terms and Conditions.

HotelClub Website” means www.Hotelclub.com and any respective sub-sites.

"Last Minute Booking" means any Hotel booking made and confirmed within 28 days of your Check-In Date which requires you to pay either (i) a deposit to HotelClub and the balance to the Hotel on the Check-In Date or (ii) in full at the time of the booking on the HotelClub Website or HotelClub mobile apps.

Member” (or “you” or “your”) means a person who has applied and been accepted to be a member of the HotelClub Membership Program.

Member Rewards” are the base units of measurement in the HotelClub Membership Program. Currently, the value of 1 (ONE) Member Reward = 1 (ONE) US Dollar.

Membership Account” means an account created by HotelClub for a Member by request that can be accessed using a membership log-in and password from the HotelClub Website or HotelClub mobile apps in accordance with these Membership Terms and Conditions.

Multiple Rooms” means a Member has booked more than one room or one room type in a single booking paid for in one transaction;

Total Cost of Booking” means in the case of Confirmed Bookings excluding Last Minute Bookings, the amount charged to a Members’ credit card inclusive of tax where applicable and in the case of Last Minute Bookings, the total cost of the Hotel which will either be (i) the deposit paid to HotelClub and charged to the Members’ credit card plus the balance of the total cost to be paid to the Hotel on arrival or (ii) the total cost of the Hotel charged to Members’ credit card with no balance payable to the Hotel on arrival.

3. Membership

3.1. Membership commences upon acceptance of the membership application by HotelClub. HotelClub reserves the right to reject any application for membership.

3.2. A Member must be eighteen (18) years of age and older and have a valid email address.

3.3. Each Member may only have one Membership Account. Membership to the HotelClub Membership Program is not transferable.

3.5. HotelClub reserves the right to terminate any Member from further participation in the HotelClub Membership Program and revoke all Member Rewards accrued by the Member at any time without notice.

3.6. As a Member, you will receive regular account servicing updates by email and other email notifications.

3.7. Members may leave the HotelClub Membership Program at any time by submitting written notification. HotelClub will cancel the relevant Membership Account and all accumulated Member Rewards in that Membership Account will immediately expire. Membership will terminate automatically upon the death of the Member and Member Rewards earned but not redeemed at the time of death, will be automatically forfeited.

4. Member Responsibilities

4.1. A Member must keep their log-in and password secure.

4.2. HotelClub has the right to monitor all Membership Account activity. If your Membership Account shows signs of fraud, abuse, or suspicious activity, HotelClub may, in its sole discretion, close or freeze your Membership Account immediately and you may lose some or all of your earned Member Rewards, including any Member Rewards earned through fraudulent bookings.  Examples of fraud, abuse, or suspicious activity include but are not limited to breaching these Terms and Conditions; engaging in any illegal or fraudulent conduct or activities with respect to the earning or redeeming of Member Rewards; supplying or attempting to supply false or misleading information to HotelClub or a Hotel supplier; making a misrepresentation to HotelClub or a Hotel supplier; selling, assigning, transferring, or acquiring, or offering to sell, assign, transfer, or acquire, any Member Rewards. To contest freezing of an account or the cancellation of Member Rewards, please call Customer Service. 

4.3. If you have conducted any fraudulent activity, HotelClub reserves the right to take any necessary legal action.  In addition, you may be liable for monetary losses to HotelClub, including litigation costs and damages, and you will not be allowed to participate in the HotelClub Membership Program in the future.

5. Earning Member Rewards for Confirmed Bookings

5.1. Member Rewards will be calculated on the Total Cost of Booking.

Example of Confirmed Booking excluding Last Minute Booking:

Total Cost of Booking

$100

Paid by Members’ credit card

$100

Member Rewards Earned $100 x 4% = Member Rewards 4.0

Example of Last Minute Booking with only deposit payable:

Total Cost of Booking

$100

Paid by Members’ credit card

$10

Balance payable on Check-In Date

$90

Member Rewards Earned $100 x 4% = Member Rewards 4.0

5.2. Members will not earn any Member Rewards on any amount of a Confirmed Booking that was paid in full or in part by Member Rewards, for example:

Total Cost of Booking   

$100

Paid by Members’ credit card

$80

Paid by accrued Member Rewards

$20

Member Rewards Earned $80 x 4% = Member Rewards 3.2

Total Cost of Booking

$100

Paid by Members’ credit card 

$0

Paid by accrued Member Rewards

$100

Member Rewards Earned $0 x 4% = Member Rewards 0

5.3. Each time a Confirmed Booking is made, any amount of Member Rewards pending for that booking will appear in the “My Club” section of the Membership Account under the heading "Pending Balance". The “Pending Balance” sets out the total estimated amount of Member Rewards earned but not received.

5.4. The Member Reward amount earned for each Confirmed Booking will be credited into the Membership Account one (1) day after the Check-In Date for that Confirmed Booking (the “Earn Date”). On the Earn Date, the Member Rewards earned will be transferred into the Membership Account and appear in the “My Club” section under the heading “Current Account Balance”.

5.5. In the event that the Member does not check-in to the Hotel or cancels the Confirmed Booking, then no Member Rewards will be accrued for the ‘no show’ or cancelled Confirmed Booking and neither the “Pending Account Balance” nor “Current Account Balance” will show any new Member Rewards.

5.6. You will not earn Member Rewards on any charges collected directly by the Hotel, e.g., Resort fees, room service, room upgrades.

6. Membership Tiers

6.1. There are three membership tiers in the HotelClub Membership Program. The entry level is Silver. Members may progress to the higher tiers – Gold and Platinum – by making Confirmed Bookings in accordance with the following:

(a) Silver Club Member: Upon signing up as a Member, a Member will become a Silver Club Member. The Member will earn Member Rewards on their first and second Confirmed Bookings calculated at a rate of 3% for bookings made on the HotelClub Website, and 4% for bookings made on a HotelClub mobile app.

(b) Gold Club Member: A Silver Member will become a Gold Club Member when they have made at least 2 Confirmed Bookings within a rolling 24 month period. Upon attaining Gold Club Member tier, the Member will then earn Member Rewards on their third, fourth, fifth and sixth Confirmed Bookings calculated at a rate of 4% for bookings made on the HotelClub Website and 5% for bookings made on a HotelClub mobile app.

(c) Platinum Club Member: A Gold Member will become a Platinum Club Member when they have made at least 6 Confirmed Bookings within a rolling 24 month period. Upon attaining Platinum Club Member tier, the Member will then earn Member Rewards on their seventh and subsequent Confirmed Bookings calculated at a rate of 5% for bookings made on the HotelClub Website and 7% for bookings made on a HotelClub mobile app.

6.2. Maintaining Membership tier

(a) You must be signed in to your Member Account to earn Member Rewards for a Confirmed Booking, and for the Confirmed Booking to count towards tier status.

(b) Each membership tier will be calculated based on the number of Confirmed Bookings a Member has made in a rolling 24 month period. The Earn Date of the Confirmed Booking that qualifies you for the relevant membership tier will be the start date of the rolling 24 month period.

(c) Increase in membership tier: A membership tier will be increased 1 day after the Check-In Date of the Confirmed Booking that qualifies you for that increased tier provided that the Member has checked-in to the Hotel and has not cancelled the Confirmed Booking.

(d) Decrease in membership tier: If a Member has not made the required number of Confirmed Bookings to maintain their existing tier status, then their membership tier will decrease to a lower tier based on the number of Confirmed Bookings made within the last 24 month period.

(e) Any change in your membership tier will not have any impact on the expiry date of any accrued Member Rewards which will expire in accordance with clause 7 of these Membership Terms and Conditions.

7. Expiry of Member Rewards

7.1. Except as otherwise provided in these Membership Terms and Conditions or the terms and conditions governing any promotional Member Rewards, Member Rewards will expire at 23.59 AEST on the date that is 15 months from the Earn Date. Once Member Rewards have expired, they cannot be reinstated under any circumstances.

8. Other ways to earn Member Rewards

8.1. HotelClub may periodically conduct promotions that offer promotional Member Rewards to Members. The earning, redemption, and expiration dates of promotional Member Rewards earned from Member Rewards promotions are governed by the terms of each individual promotion. 

9. Redeeming Member Rewards

9.1. Member Rewards may be used from the Earn Date. The Member can start using their Member Rewards to pay for all or part of their future Hotel bookings with HotelClub as soon as they have accumulated a minimum of 1 (ONE) Member Reward in their ‘Current Account Balance’. Member Rewards with the earliest expiry date will be redeemed first.

9.2. When making a booking after (i) being recognized as a Member through the use of cookies and pixel tags on our Website or mobile app(s) pursuant to our Privacy Policy or (ii) logging in to the HotelClub Website or HotelClub mobile app(s) using your membership log-in and password, and provided your “Current Account Balance” exceeds 1 (ONE) Member Reward, you agree that HotelClub shall automatically display on the HotelClub Website or HotelClub mobile app the total amount for your booking less the total amount of the Member Rewards that have been credited to your Membership Account and converted into the currency of your booking, using the daily US dollar exchange rate (as designated by HotelClub). This is referred to as the “Your Member Price” on the HotelClub Website or HotelClub mobile app. You will then be asked if you want to use all of your Member Rewards to pay for part or all of the booking. If you choose to use your Member Rewards, you will be charged the Your Member Price for your booking. If you choose not to use your Member Rewards, they will be rolled over and you will be charged the total amount for your booking.

9.3. If you make a Multiple Room booking and you choose to use your Member Rewards, your Member Rewards will be deducted from the Total Cost of the Hotel. Member Rewards applied to Multiple Room bookings cannot be selectively applied to any one selected room but are applied to the overall Total Cost of the Hotel. In this event, if you subsequently cancel one or more rooms in the Multiple Room booking, and if you are entitled to a refund, then the amount refunded to you on your credit card will be the cost of the particular room cancelled less the amount of Member Rewards proportionately applied across all rooms which will be refunded to your Membership Account.

9.3.1. For example, if a Member booked two rooms at a total cost of US$300, where room A costs US$100 and room B costs USD$200 and had a Current Account Balance of 30 Member Rewards which the Member chose to redeem, the Member Rewards would be automatically applied as follows:

  • Total amount paid by Member on credit card US$270 and by Member Rewards 30.
  • In the event of any cancellation and entitlement to refund, the Member would receive for Room A, $90 refund on credit card and 10 Member Rewards refunded and for Room B, $180 refund on credit card and 20 Member Rewards refunded.

9.4. If a Member chooses to pay for all or part of the booking with Member Rewards, then the Member Rewards are deducted from the Membership Account balance immediately after the reservation becomes a Confirmed Booking and the Member’s ‘Current Account Balance’ will be updated.

9.5. If you cancel a Confirmed Booking paid in part by Member Rewards, the Member Rewards used for the Confirmed Booking will be reaccredited to your Member Account with their original expiration date. Member Rewards cannot be used to pay or offset any cancellation fee.

9.6. All bookings and cancellations are governed by the HotelClub Booking Conditions and any separate Hotel cancellation policies that may apply.

9.7. Member Rewards cannot be assigned, sold, transferred, exchanged, redeemed for cash and/or pledged to any third party or to another account. You have no property rights or other legal interests in Member Rewards. You are responsible for any personal tax liability that may be related to participation in the HotelClub Membership Program and redemption of any Member Rewards.

10. Changes to Membership Terms and Conditions

10.1. HotelClub may change the Membership Terms and Conditions or HotelClub Membership Program benefits from time to time with or without prior notice. These changes may affect the value of Member Rewards already earned.

10.2. HotelClub also reserves the right to terminate the HotelClub Membership Program, or any part thereof, in any jurisdiction, at any time with or without notice, even though such termination may affect the right to earn Member Rewards or redeem Member Rewards. HotelClub is not liable to Members in any way for any value or benefits Members may lose as a result of any changes made to the program.

10.3.. Continued membership in the HotelClub Membership Program will be deemed as acceptance of the current Membership Terms and Conditions. Any previous versions of the Membership Terms and Conditions are null and void. 

11. Personal Information

11.1. It is a condition of membership that a Member consents to the HotelClub Privacy Policy and your participation in the HotelClub Membership Program is subject to the Privacy Policy. You agree that you have read our Privacy Policy and that the terms of such policy are reasonable and acceptable to you. Your acceptance of the Terms is also your consent to the information practices in our Privacy Policy.

12. Liability

12.1. HotelClub acknowledges that certain laws imply terms, conditions or warranties into contracts for the supply of goods or services that cannot be excluded. Except as provided in any law which cannot lawfully be excluded or modified by agreement, HotelClub and any of their officers, employees or agents are not liable for any loss or claim of any kind (including, without limitation, consequential or economic loss or loss of profits) with respect to the breach of any of these Membership Terms and Conditions by any person; or for any death or injury or consequential loss or damage arising from the supply or redemption of HotelClub Member Rewards or any other Member benefits save to the extent that such loss or claim arises from negligence or willful misconduct of HotelClub or any of their officers, employees or agents.

13. General

13.1. These Membership Terms and Conditions shall be governed by and construed in accordance with the laws of New South Wales, Australia and you submit to the non-exclusive jurisdiction of the courts of New South Wales, Australia.

13.2. If part or all of any clause of these Membership Terms and Conditions is illegal, invalid or unenforceable then it will be read down to the extent necessary to ensure that it is not illegal, invalid or unenforceable, but if that is not possible, it will be severed from these Terms and Conditions and the remaining provisions of these Membership Terms and Conditions will continue to have full force and effect.