Membership Refund Policy
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1. Purpose
This policy outlines the circumstances under which membership fees paid to the New Zealand Association of Professional Hypnotherapists (NZAPH) may be refunded. It is designed to ensure fairness, transparency, and consistent decision-making in line with good governance practice and expectations of New Zealand incorporated societies and consumer fairness principles (including guidance from the Commerce Commission where relevant).
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2. General Policy
Membership fees contribute to the ongoing operation, governance, professional standards, member services, advocacy, and activities of NZAPH.
Unless otherwise specified in this policy, membership fees are non-refundable once membership has been approved and activated.
Refunds are not automatic and will only be considered under the specific circumstances outlined in this policy.
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2A. Nature of Membership
Membership fees are annual subscriptions paid to support the ongoing operation and functions of NZAPH.
Membership fees are not payments for any specific service, event, training, supervision session, listing, publication, or individual benefit.
Accordingly, non-use of membership benefits does not in itself create an entitlement to a refund.
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3. Eligible Refund Circumstances
A refund (full or partial) may be considered where:
a. Duplicate Payment
A member has paid the same fee more than once in error.
b. Administrative Error
An incorrect amount has been charged due to an administrative mistake by NZAPH.
c. Membership Purchased in Error
A written request is received within 14 days of payment and the member has not substantially accessed membership benefits.
d. Significant Change by NZAPH
NZAPH materially reduces, discontinues, or substantially alters core membership benefits during the membership period.
e. Membership Application Declined
Where membership is declined after payment, a refund may be issued less reasonable administrative costs.
f. Exceptional Circumstances
Where strict application of this policy would result in an unfair outcome, at the discretion of the Committee.
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4. Non-Refundable Circumstances
Refunds will not normally be issued where:
a. The member changes their mind after the refund eligibility period.
b. The member has not utilised membership benefits, services, events, or resources.
c. The member voluntarily resigns from NZAPH.
d. Membership is suspended, restricted, or terminated due to breach of NZAPH Constitution, Code of Ethics, Standards of Practice, or disciplinary procedures.
e. The member retires, changes profession, relocates, or becomes inactive.
f. The member disagrees with a decision properly made under NZAPH governing documents.
g. The membership period has substantially elapsed.
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4A. Membership Cancellation, Suspension, and Disciplinary Action
Where membership is suspended, restricted, cancelled, or terminated under NZAPH governance processes, no refund is payable.
Membership fees remain payable regardless of complaints, investigations, disciplinary processes, or outcomes during the membership period.
The Committee may, in exceptional circumstances, approve a partial refund. Such decisions are discretionary and do not create precedent.
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5. Pro-Rata Refunds
NZAPH does not normally provide pro-rata refunds for annual membership fees.
The Committee may approve a pro-rata refund only in exceptional circumstances where:
a. The member has not received substantial benefit from the membership period; and
b. Fairness requires adjustment.
Any refund may be reduced by reasonable administrative costs.
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6. Membership Renewals
Members are responsible for ensuring renewal payments are accurate and authorised.
Refund requests relating to renewals or recurring payments must be made within 30 days of payment.
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7. Memberships Are Non-Transferable
Membership is personal to the member and may not be transferred, assigned, or sold.
No refund will be granted due to inability or unwillingness to continue membership.
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8. Refund Requests and Complaints
Refund requests are separate from complaints or disciplinary processes.
The existence of a complaint, investigation, or dispute does not automatically entitle a member to a refund.
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9. Force Majeure
NZAPH is not liable to provide refunds where services or benefits are delayed, modified, or cancelled due to circumstances beyond its reasonable control.
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10. Refund Request Process
All refund requests must:
a. Be submitted in writing to the NZAPH Secretary or designated contact;
b. Include member details, payment information, and reason for request;
c. Include supporting documentation where relevant.
Additional information may be requested.
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11. Assessment and Decision
Refund requests will normally be reviewed within 15 business days.
The Committee or delegated officer may:
• Approve a refund (full or partial)
• Decline the request
Written reasons will be provided.
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12. Discretion
The Committee retains full discretion to assess each request.
Decisions will consider:
• NZAPH Constitution
• Principles of natural justice
• Good governance practice
• Financial sustainability of NZAPH
• Fairness to members collectively
• Purpose and intent of this policy
Decisions are final, subject only to legal obligations.
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13. Constitutional Supremacy
If there is any inconsistency between this policy and the NZAPH Constitution, the Constitution prevails.
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14. Privacy
Personal information provided in refund requests will be used only for assessment and processing and managed in accordance with NZ privacy principles and NZAPH Privacy Policy.
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15. No Precedent
Approval of a refund in one case does not create entitlement or expectation of refund in any other case.
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16. Review of Policy
This policy may be reviewed and amended by resolution of the Committee. Changes apply prospectively only.
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17. Member Acknowledgement
All membership applications and renewals must include the following statement:
"By submitting a membership application or renewal payment, the applicant acknowledges that they have read, understood, and agree to be bound by the NZAPH Membership Refund Policy."
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Last reviewed: 2026
Next scheduled review: 2028
The New Zealand Association of Professional Hypnotherapists Inc (NZAPH) is committed to ensuring its policies remain current, relevant and consistent with professional standards and applicable New Zealand legislation.
This policy will be formally reviewed in 2028, or earlier if required to reflect changes in New Zealand legislation, regulatory requirements, professional standards, or the operational needs of the Association.
NZAPH reserves the right to amend its policies at any time, where necessary, to maintain good governance, professional integrity and the protection of its members and the public.