Terms of Service

Effective date: 4 May 2026  ·  Last updated: 4 May 2026

1. Who we are

2. Definitions

For clarity throughout these Terms:

• Service — the Masonic Passport platform, including the website, the Progressive Web App, all software, content, features, and functionality
• Lodge — any organisation registered on the platform, typically a Masonic lodge but also any membership-based club or fraternal organisation using the service
• Lodge Administrator (or “Administrator”, “Secretary”) — a user with administrative access to a lodge’s account, responsible for managing meetings, members, payments, and dues
• Member — a user who has been invited to and joined a lodge on the platform
• Contact — a person known to a lodge but not a current member; tracked for invitation purposes only
• Guest — a person invited to a specific meeting who is not a lodge member
• Content — any data, text, images, files, or information submitted to or generated within the service
• Card Transaction — a payment processed through Stripe, the integrated payment processor

3. Eligibility

4. Accounts and authentication

4.1 Account creation

Lodge Administrators create accounts by registering a lodge through the public signup page. Members and Contacts join only by accepting an invitation from a Lodge Administrator — there is no self-service member registration.

4.2 Magic-link authentication

Masonic Passport uses passwordless authentication. To access your account:

• You enter your email address on the sign-in page
• We send a magic link to your inbox
• Clicking the link signs you in for that session

There are no passwords. Your email is your identity. You are responsible for the security of any inbox where your authentication links are received.

4.3 Account responsibility

You are responsible for activity occurring under your account. If you suspect unauthorised access, notify us at support@masonicpassport.org immediately.

4.4 Multi-lodge accounts

A single account can belong to multiple lodges, with different roles in each (member in one, administrator in another, etc.). Your account is unified across all lodges you participate in.

5. Lodge Administrator responsibilities

Lodge Administrators have additional responsibilities because they handle data about other people and accept payments on behalf of their lodge.

5.1 Member data

You agree:

• To invite only people who have a genuine connection to your lodge
• To handle member data (names, email addresses, payment records, attendance, dues balances) in compliance with applicable privacy laws
• That you are the data controller for your lodge’s member data; we are the data processor acting on your instructions
• To honour member requests for data access, correction, or deletion, and to relay any such requests to us where our action is required

5.2 Payments and Stripe Connect

You agree:

• To register a Stripe Connect account through our onboarding flow if you wish to accept card payments
• To complete Stripe’s KYC (Know Your Customer) verification — Stripe controls this process; we do not
• To set fair and accurate amounts for supper costs, dues tiers, and other charges
• To honour payments made through the service — providing the supper, applying the credit, or otherwise delivering the value paid for
• That refunds, disputes, and chargebacks are between your lodge and the member; we do not act as an intermediary in such disputes
• That you are responsible for any tax obligations arising from payments your lodge receives

5.3 Communications with members

You agree to use the platform’s messaging features (invitations, reminders, announcements, dues notices, cancellation notifications) only for legitimate lodge business and not for unsolicited marketing or unrelated communications.

5.4 Accuracy of lodge information

You warrant that lodge information you enter (name, address, organisation type, default settings) is accurate and that you have authority to represent the lodge.

6. Member responsibilities

If you are a Member, you agree:

• To provide accurate information when accepting invitations and updating your profile
• To respect the confidentiality of meeting details, attendee lists, and lodge communications
• To honour your RSVP commitments where reasonably possible
• That you may receive emails and (with your consent) push notifications related to your lodge’s activities

7. Acceptable use

You may not use the service to:

• Violate any law, regulation, or third-party right
• Send unsolicited marketing, spam, or harassing messages
• Attempt to access another user’s account without permission
• Reverse-engineer, decompile, or attempt to circumvent the security of the service
• Use automated tools (bots, scrapers, agents) without our written permission
• Resell, sublicense, or redistribute the service to third parties
• Upload or transmit malware, viruses, or harmful code
• Interfere with the operation of the service or other users’ enjoyment of it
• Use the service to facilitate any fraudulent, deceptive, or harmful activity

We may suspend or terminate accounts that violate this section, with or without notice depending on the severity and nature of the breach.

8. Fees and payments

8.1 Service fee

Masonic Passport is free to use for lodges and members. When members pay by card, a card processing fee of 2.5% + AU$0.30 per transaction is added to the listed amount. This fee covers Stripe’s processing fees and our platform margin. The lodge receives the full listed amount on every card transaction.

The processing fee is shown to members transparently before they are redirected to the Stripe payment page. Cash and bank transfer payments do not incur any processing fee.

8.2 No subscription fees

We do not currently charge a monthly or annual subscription fee. We reserve the right to introduce a subscription model in future, with at least 60 days’ written notice to existing lodges before any such fee takes effect.

8.3 Disbursement

Card Transactions are processed by Stripe using destination charges. Funds settle directly into the lodge’s connected Stripe account, and the lodge controls disbursement to its bank account. We never hold lodge funds.

8.4 Refunds

Refunds are issued at the lodge’s discretion and are processed through Stripe by the Lodge Administrator. Cash and bank refunds are handled offline by the lodge.

When a lodge refunds a card transaction through Masonic Passport, the full amount paid by the member — including the card processing fee — is returned to their card. The lodge’s connected Stripe account is debited the full original amount.

Disputes between members and lodges over refunds, supper provision, or dues balances must be resolved between those parties. We are not a party to those disputes and do not arbitrate.

8.5 Chargebacks

If a member initiates a chargeback through their card issuer, the lodge is responsible for responding to and resolving the chargeback. We will provide reasonable transactional records to assist.

9. Intellectual property

9.1 Our property

The Masonic Passport service — including all software, design, branding, “Masonic Passport” name and logo, and original content we provide — is owned by us or our licensors and is protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable, revocable licence to use the service in accordance with these Terms.

9.2 Your content

You retain ownership of content you submit (lodge details, member lists, meeting minutes, lodge logos, etc.). By submitting content, you grant us a non-exclusive, worldwide, royalty-free licence to host, store, process, and display that content as necessary to provide the service to you.

You warrant that you have the right to submit any content you provide, including any logos, images, or member information, and that doing so does not infringe third-party rights.

9.3 Feedback

If you provide suggestions, feedback, or feature requests about the service, we may use that feedback freely without obligation to you, including incorporating it into the service for the benefit of all users.

10. Privacy and data protection

Our handling of personal data is governed by our Privacy Policy, which forms part of these Terms. By using the service, you acknowledge you have read and understood the Privacy Policy.

In summary:

• We use only essential third-party processors (Stripe, SendGrid, Neon, Vercel) to deliver the service
• We do not sell or rent personal data
• We do not use personal data for advertising
• You can request access, correction, or deletion of your data by emailing support@masonicpassport.org

11. Service availability

11.1 Best-effort availability

We aim for high availability but do not guarantee uninterrupted access. Scheduled maintenance, third-party outages (Stripe, SendGrid, Vercel, Neon), and unexpected incidents may cause temporary downtime.

11.2 No SLA

We do not provide a Service Level Agreement at this time. Best-effort availability is the standard.

11.3 Notification of significant outages

For incidents lasting more than 4 hours during business hours that affect critical functionality (sign-in, meeting access, payments), we will notify Lodge Administrators by email when service is restored, with a brief explanation.

12. Termination

12.1 By you

You may stop using the service at any time. Lodge Administrators can request lodge account deletion via support@masonicpassport.org. Members can request their personal data be deleted from a lodge by contacting their Lodge Administrator or us directly.

We will delete account data subject to:

• Retention obligations described in our Privacy Policy
• Legal record-keeping requirements (e.g. financial records retained for 7 years per Australian Tax Office requirements)

12.2 By us

We may suspend or terminate accounts:

• For breach of these Terms
• For fraudulent, abusive, or illegal activity
• For non-payment of any fees due (if applicable in future)
• If we discontinue the service (with at least 60 days’ notice where reasonably possible)

If we terminate your account without cause, we will provide a reasonable opportunity to export your data before deletion.

12.3 Effect of termination

On termination, your right to access and use the service ends. Data deletion follows the schedule in our Privacy Policy. Sections of these Terms that by their nature should survive termination (intellectual property, indemnification, limitation of liability, dispute resolution) survive.

13. Disclaimers

The service is provided “as is” and “as available”. To the maximum extent permitted by law, we disclaim all warranties, whether express or implied, including:

• Implied warranties of merchantability, fitness for a particular purpose, and non-infringement
• Warranties that the service will be uninterrupted, secure, error-free, or virus-free
• Warranties regarding accuracy, reliability, or quality of content or results obtained from the service

Where consumer protection law (such as the Australian Consumer Law) implies guarantees that cannot be excluded by contract, those guarantees apply, and these disclaimers are read down to that extent.

14. Limitation of liability

To the maximum extent permitted by law:

14.1 Excluded damages

We are not liable for any indirect, incidental, consequential, special, exemplary, or punitive damages arising from your use of the service, including:

• Loss of profits, revenue, or business opportunities
• Loss of data
• Loss of goodwill or reputation
• Cost of substitute services
• Any damages relating to actions or omissions of other users

14.2 Cap on direct damages

Our total aggregate liability arising from or relating to these Terms or the service is limited to the greater of:

• AUD $100, or
• The platform fees you have paid to us in the 12 months preceding the claim

This limitation applies regardless of the legal theory of the claim — contract, tort (including negligence), statute, or otherwise.

14.3 Statutory rights preserved

Nothing in these Terms excludes, restricts, or modifies any rights you may have under the Australian Consumer Law or other consumer protection laws that cannot be excluded by contract.

15. Indemnification

You agree to indemnify, defend, and hold us harmless from and against any claims, losses, liabilities, damages, costs, or expenses (including reasonable legal fees) arising from:

• Your breach of these Terms
• Your misuse of the service
• Content you submit to the service
• Your violation of any law or third-party right
• For Lodge Administrators: claims by your members, contacts, or guests arising from your management of their data, communications, or payments through the service

16. Governing law and dispute resolution

16.1 Governing law

These Terms are governed by the laws of New South Wales, Australia, without regard to its conflict of law provisions.

16.2 Pre-litigation dialogue

Before commencing any legal proceedings against us, you agree to:

1. Contact us at support@masonicpassport.org with a written description of the dispute
2. Allow at least 30 days for us to respond and attempt to resolve the matter in good faith

16.3 Jurisdiction

If a dispute remains unresolved after the 30-day period, you submit to the exclusive jurisdiction of the courts of New South Wales, Australia.

This does not limit any rights you may have to bring proceedings in your local jurisdiction where required by consumer protection law.

17. Changes to these Terms

We may update these Terms from time to time to reflect changes in the service, applicable law, or business circumstances. When we do, we will:

• Update the “Last updated” date at the top of this document
• Notify Lodge Administrators by email of material changes — including changes to fees, scope of service, or your obligations — at least 30 days before the change takes effect
• Post the updated version at https://masonicpassport.org/terms

For non-material changes (clarifications, typo corrections, minor restructuring), we will update the document without separate notice.

Your continued use of the service after changes are posted constitutes acceptance of the updated Terms. If you don’t agree to a material change, your remedy is to stop using the service and request account deletion before the change takes effect.

18. Miscellaneous

18.1 Entire agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and us regarding the service and supersede any prior agreements or understandings.

18.2 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions continue in full effect. The unenforceable provision will be replaced (where possible) with one that gives effect to the original intent.

18.3 No waiver

Our failure to enforce any provision of these Terms is not a waiver of our right to enforce it later. Waiver of any provision must be in writing to be effective.

18.4 Assignment

You may not transfer or assign your rights under these Terms without our prior written consent. We may assign these Terms to a successor entity (for example, in connection with a merger, acquisition, or sale of assets) without notice, provided the successor agrees to honour these Terms.

18.5 Force majeure

We are not liable for any failure or delay in performance caused by circumstances beyond our reasonable control, including natural disasters, war, terrorism, civil unrest, government action, internet outages, or third-party service failures.

18.6 Third-party services

The service integrates with third-party providers (Stripe for payments, SendGrid for email, Vercel for hosting, Neon for database). Your use of those services is subject to their own terms, which we do not control. We are not responsible for the practices of these third parties beyond our contractual relationship with them.

18.7 Headings

Section headings in these Terms are for convenience only and have no legal effect.

18.8 Independent contractor

Nothing in these Terms creates an agency, partnership, joint venture, or employment relationship between you and us.

19. Contact

For questions about these Terms, please contact:

For privacy-specific inquiries, see the contact details in our Privacy Policy.

By using Masonic Passport, you acknowledge that you have read, understood, and agreed to these Terms of Service.