This document sets out the terms and conditions of your membership of The Tolkien Society.

  1. Introduction
    1. The Tolkien Society (“Society”) is a charity registered with the Charity Commission for England and Wales under charity number 273809. Its registered address is 3 Tithe Barn, Merton, Bicester OX25 2NF, United Kingdom.
    2. All queries concerning memberships should be directed to the Society’s Membership Secretary. Email: membership [at] tolkiensociety [dot] org. Post: St George’s Cottage, 152 Main Road, Long Hanborough OX29 8JY, United Kingdom.
  2. Membership
    1. In addition to this document, membership is subject to the terms of the Society’s Constitution. If there is a conflict between this document and the Constitution, the Constitution takes precedence.
    2. Membership of the Society is subject to receipt by the Society of the correct membership fee. Membership may be paid for in units of 12, 24, 36 or 48 months. The first 12 months membership will run from the date of receipt of payment until the end of that month in the following year. At the Membership Secretary’s absolute discretion, they may continue the first membership period to the last day of the next month if payment is received in the last few days of a month. Each subsequent 12 months of membership will run from the date following the last day of membership for a period of 12 months.
    3. If membership is renewed within 6 months from the last day of membership then it will be back dated to the day following the last day of membership unless the person concerned explicitly requests that membership be restarted from the date payment is received.
    4. If membership is renewed more than 6 months from the last day of membership a new period of membership will be restarted based on the date of receipt of the payment unless the person concerned explicitly requests that their membership be back dated.
    5. If a payment is received which is less or more than that due for 12, 24, 36 or 48 months then the Membership Secretary may, at their absolute discretion, adjust the period of membership to reflect the amount paid. However, all memberships will end on the last day of the month in which renewal is due.
    6. Where payment is made by in any currency other than British pounds or which is drawn on a bank which is not a member of the United Kingdom’s clearing system, then the amount received by the Society for purposes of this contract is the amount after conversion to British pounds.
    7. In the event that a payment fails or is rejected then the membership will be suspended until valid payment of the membership fee is received by the Society. If valid payment is not received then membership will be terminated. Any such termination may be back dated to the date when the rejected payment fell due.
    8. Your membership will automatically terminate at the end of the period you have paid for if you do not renew.
    9. If you opted to pay by direct debit and your mandate remains active, the Society will collect payment for your membership fee shortly after your membership expires unless you inform the Membership Secretary before the last day of membership that you do not want it renewed. At the Membership Secretary’s absolute discretion, the payment collected to renew your membership may be refunded in full if you inform the Membership Secretary that you do not wish to continue your membership within 14 days of the payment collection date. If you made a Gift Aid declaration when your direct debit mandate was setup, it is your responsibility to inform the Society of any changes to your personal details or Gift Aid eligibility.
  3. Cancellation
    1. Right to cancel
      1. You have the right to cancel this contract within 14 days without giving any reason.
      2. The cancellation period will expire after 14 days from the day of the conclusion of the contract.
      3. To exercise the right to cancel, you must inform the Society (see section 1.2 for contact details) of your decision to cancel this contract by a clear statement (for example, a letter sent by post or email). You may use the attached model cancellation form, but it is not obligatory.
      4. To meet the cancellation deadline, it is sufficient for you to send your communication concerning your exercise of the right to cancel before the cancellation period has expired.
    2. Effects of cancellation
      1. If you cancel this contract, the Society will reimburse to you all payments received from you.
      2. The Society will make the reimbursement without undue delay, and not later than 14 days after the day on which the Society is informed about your decision to cancel this contract.
      3. The Society will make the reimbursement using the same means of payment as you used for the initial transaction, unless you have expressly agreed otherwise; in any event, you will not incur any fees as a result of the reimbursement.
    3. Waiver of right to cancel
      1. Your right to cancel as set out in section 3.1 is waivered if you download any members’ only publication from the Society’s website at any time within the first 14 days of your membership.
  4. Governing law and jurisdiction
    1. These terms and conditions shall be governed by and construed in accordance with the laws of England and Wales.
    2. Any dispute arising under these terms and conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.
    3. If you have a complaint concerning the delivery of this contract, please contact the Society in the first instance (see section 1.2 for contact details). Please note that disputes may be submitted for online resolution to the European Commission Online Dispute Resolution platform: http://ec.europa.eu/consumers/odr