Confluence polices |
Dated: 18 December 2019 these policies replace any previously published or printed policies.
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All policies are subject to change and reviewed periodically. Current coworkers or ticket holders will be notified of any changes applicable to them and have the right to cancel and refund their remaining access period within 2 days after notification of changes are published where changes are made to the policies and conditions that both parties agree they can no longer abide by.
1. General policy
1.1 Agreement: By purchasing any event ticket, workshop space, coworking desk or using any free offer or promotion for the same, you agree to abide by the following policies in addition to the terms and conditions as stated in your receipt, and/or joining information.
1.2 Non-agreement: Failure to agree or abide by these policies and conditions may result in your ticket, workshop space, or coworking access being cancelled without refund, including your access to Confluence being removed and in the case of a coworking purchase, any desk used being considered abandoned.
1.3 Owners: Confluence Whanganui Limited is a registered NZ business operating as a social enterprise. Banking and financial management is provided by Double Farley Creative Partners Limited. Your billing and receipts will show further details of this arrangement.
1.4 Owners responsibilities: We work hard to ensure that we provide a safe environment for you to be in by ensuring that all equipment is safe to use, and that any identified hazards are eliminated, isolated, or minimised. Confluence takes your physical and emotional health seriously. If you are finding, or found, anything happening in Confluence stressful or upsetting, please let your hosts know immediately.
1.5 Marketing and site registrations: Visitors to the www.confluence.kiwi website may be able to register their name and email details using the menu links. Registration will provide a login and access to pages within the website. These pages may contain discount codes for use in the website online shop. By registering you agree to allow direct email marketing from Confluence and their owning company, Double Farley. Your email details will not be provided or sold to any other parties. You can unregister at anytime by emailing events@confluence.kiwi with your name and email address and the subject line 'Please unregister me'.
1.6 Discount codes: Codes can only be used once per product, per transaction. Buyers of more than one product or service which are applicable to discount codes must buy each product or service one at a time in order to receive the full discount for each. Discounts are applied during check-out and cannot be used after their expiry date.
1.7 Provision of services: Every reasonable effort will be made by the owners of Confluence to meet our commitment to you either in service delivery or maintaining our policies and terms. However circumstances, including those beyond our control, may impede our delivery of these services to you, and if this happens we will communicate with you as soon as possible and continue to do so until those circumstances have been resolved sufficiently to allow our normal service delivery, policies, and terms, to be restored.
1.8 Circumstances impeding services: These include community wide events such as war, strike, quarantine, natural disasters, accidents, or major incidents which disrupt or remove access to the building, Confluence staff, or the wider area of Whanganui, or failure or restriction of services into the building such as water, internet, or power, Also included are circumstances relating solely to the owners of Confluence, or those responsible for delivering services to you. These can include sickness, travel delay, emergencies, or other unforeseen events. The exact definition of an impeding circumstance is entirely at the discretion of the owners and will not be subject to third party input.
1.9 Process when impediment of services occurs: Confluence will communicate with you generally via our social media or newsletters. If you have a paid for service in place we will attempt to mitigate any impact on that service, or where not applicable or practical as we decide, we will invoke a cancellation process on your behalf. This will be subject to the terms outlined in section 4.
1.2 Non-agreement: Failure to agree or abide by these policies and conditions may result in your ticket, workshop space, or coworking access being cancelled without refund, including your access to Confluence being removed and in the case of a coworking purchase, any desk used being considered abandoned.
1.3 Owners: Confluence Whanganui Limited is a registered NZ business operating as a social enterprise. Banking and financial management is provided by Double Farley Creative Partners Limited. Your billing and receipts will show further details of this arrangement.
1.4 Owners responsibilities: We work hard to ensure that we provide a safe environment for you to be in by ensuring that all equipment is safe to use, and that any identified hazards are eliminated, isolated, or minimised. Confluence takes your physical and emotional health seriously. If you are finding, or found, anything happening in Confluence stressful or upsetting, please let your hosts know immediately.
1.5 Marketing and site registrations: Visitors to the www.confluence.kiwi website may be able to register their name and email details using the menu links. Registration will provide a login and access to pages within the website. These pages may contain discount codes for use in the website online shop. By registering you agree to allow direct email marketing from Confluence and their owning company, Double Farley. Your email details will not be provided or sold to any other parties. You can unregister at anytime by emailing events@confluence.kiwi with your name and email address and the subject line 'Please unregister me'.
1.6 Discount codes: Codes can only be used once per product, per transaction. Buyers of more than one product or service which are applicable to discount codes must buy each product or service one at a time in order to receive the full discount for each. Discounts are applied during check-out and cannot be used after their expiry date.
1.7 Provision of services: Every reasonable effort will be made by the owners of Confluence to meet our commitment to you either in service delivery or maintaining our policies and terms. However circumstances, including those beyond our control, may impede our delivery of these services to you, and if this happens we will communicate with you as soon as possible and continue to do so until those circumstances have been resolved sufficiently to allow our normal service delivery, policies, and terms, to be restored.
1.8 Circumstances impeding services: These include community wide events such as war, strike, quarantine, natural disasters, accidents, or major incidents which disrupt or remove access to the building, Confluence staff, or the wider area of Whanganui, or failure or restriction of services into the building such as water, internet, or power, Also included are circumstances relating solely to the owners of Confluence, or those responsible for delivering services to you. These can include sickness, travel delay, emergencies, or other unforeseen events. The exact definition of an impeding circumstance is entirely at the discretion of the owners and will not be subject to third party input.
1.9 Process when impediment of services occurs: Confluence will communicate with you generally via our social media or newsletters. If you have a paid for service in place we will attempt to mitigate any impact on that service, or where not applicable or practical as we decide, we will invoke a cancellation process on your behalf. This will be subject to the terms outlined in section 4.
2. Fair use policy for coworkers
2.1 Agreement: All coworking benefits, paid or unpaid, are provided on a best endeavours basis, and therefore subject to availability or may change or be removed during your coworking access.
2.2 Notification: Where possible you will be notified of any change to your benefits at least 2 working days before they are made.
2.3 Non-notification: In circumstances where prior notification is not possible, for example emergencies, we will try to offer alternatives or work with you to ensure minimal disruption to you. However we cannot guarantee any of the coworking benefits will continue without change, or remain in place.
2.4 Your usage: All coworking benefits, including access to the building, are provided to you subject to fair usage.
2.5 Fair usage: No one coworker, or group of coworkers, shall use or access a benefit in a manner which, but is not limited to, causes other coworkers to loose access, or distress, or affects the running of Confluence business as a whole. Determination of fair usage is at the sole discretion of your hosts at Confluence Whanganui Limited and is not open to discussion or influence.
2.6 Non-usage: Non-usage occurs when you are physically not within the Confluence premises. As Confluence desks are provided on a pre-paid basis, any period of non-usage will continue to be paid for until the end of this period. If a period of non-usage extends beyond your pre-paid period, and has not been or due to be paid for again, or your non-usage is due to your own or other exceptional circumstances, or an alignment with extended national holiday periods such as Christmas, then we reserve the right to consider your desk abandoned.
2.7 Abandoned desks: In circumstances where we consider your desk to be abandoned, including failure to abide by Confluence policies, we may remove any personal items you may have at Confluence, including those around or beyond your desk. These items will be stored for a period of 30 days, during which we will make reasonable effort to contact you via details you most recently provided. If after that period contact has not been made then we will dispose of the items.
2.2 Notification: Where possible you will be notified of any change to your benefits at least 2 working days before they are made.
2.3 Non-notification: In circumstances where prior notification is not possible, for example emergencies, we will try to offer alternatives or work with you to ensure minimal disruption to you. However we cannot guarantee any of the coworking benefits will continue without change, or remain in place.
2.4 Your usage: All coworking benefits, including access to the building, are provided to you subject to fair usage.
2.5 Fair usage: No one coworker, or group of coworkers, shall use or access a benefit in a manner which, but is not limited to, causes other coworkers to loose access, or distress, or affects the running of Confluence business as a whole. Determination of fair usage is at the sole discretion of your hosts at Confluence Whanganui Limited and is not open to discussion or influence.
2.6 Non-usage: Non-usage occurs when you are physically not within the Confluence premises. As Confluence desks are provided on a pre-paid basis, any period of non-usage will continue to be paid for until the end of this period. If a period of non-usage extends beyond your pre-paid period, and has not been or due to be paid for again, or your non-usage is due to your own or other exceptional circumstances, or an alignment with extended national holiday periods such as Christmas, then we reserve the right to consider your desk abandoned.
2.7 Abandoned desks: In circumstances where we consider your desk to be abandoned, including failure to abide by Confluence policies, we may remove any personal items you may have at Confluence, including those around or beyond your desk. These items will be stored for a period of 30 days, during which we will make reasonable effort to contact you via details you most recently provided. If after that period contact has not been made then we will dispose of the items.
3. Behaviour policy for all
3.1 You are responsible for: Your own behaviour including looking after your own health & safety.
This means:
3.3 Alcohol: We ask that alcohol is not consumed on the premises.
3.4 Non-prescription drugs: Confluence is a drug free environment. Please do not bring any non-prescription drugs onto the premises.
3.5 Access to the Internet: Your access to Confluence coworking Internet benefits is unrestricted by local network software or hardware, and you are required to abide by New Zealand law at all times. This includes copyright law, age-restricted material, and any other applicable restriction enforced by the government or other authorities acting for the government. Additional or further restrictions may apply from Confluence's Internet service provider (Spark NZ), and also any service providers you may use via the internet. Confluence and its owning company, Double Farley, are subject to New Zealand laws and will cooperate with any request received where endorsed by applicable authority or order.
3.6 Illegal or objectionable material: We ask that you refrain from downloading, accessing directly or indirectly, or viewing any material or content via the Internet or other digital services whilst at Confluence that is illegal under New Zealand law, or deemed to be objectionable by the same law. Full details can be found here: https://www.dia.govt.nz/Censorship-and-the-Internet
3.7 Personal items: Defined as items which are not owned by Confluence or its owners or staff, yet are brought into or used within any Confluence space. Whilst care is taken by the owners to maintain security in Confluence spaces, it remains your sole responsibility for the safety, security, and usage of any personal items you may bring into the space. This includes safety to others and items owned by Confluence, plus fixtures, fittings, or fabric of the building itself.
3.8 Insurance: The owners of Confluence maintain a public liability insurance for their business operations and a business contents insurance. The contents insurance does not include items not owned by Confluence.
3.9 Welcome pack: A printed welcome pack is provided to all Confluence desk users which contains additional information on these policies. It must be read in conjunction with these online policies and where a conflict or difference is noted it will be accepted that the online policy or difference is the most up-to-date version. You will be asked to read and sign your acceptance of the policies provided in your welcome pack when you arrive or shortly afterwards. This signed agreement will stand alongside your default agreement as outlined in 1.1 above.
This means:
- Respecting everyone else within Confluence - harassment or bullying of any kind is not acceptable in this space.
- Reporting anything in the environment you feel constitutes a hazard
- Alerting the relevant New Zealand authorities for hazards such as fire, theft, or other criminal activities.
- Recording any incidents or accidents that occur.
- Ensuring that you have set up your work area to minimise your exposure to physical strain.
- Taking care of your mental and emotional health.
3.3 Alcohol: We ask that alcohol is not consumed on the premises.
3.4 Non-prescription drugs: Confluence is a drug free environment. Please do not bring any non-prescription drugs onto the premises.
3.5 Access to the Internet: Your access to Confluence coworking Internet benefits is unrestricted by local network software or hardware, and you are required to abide by New Zealand law at all times. This includes copyright law, age-restricted material, and any other applicable restriction enforced by the government or other authorities acting for the government. Additional or further restrictions may apply from Confluence's Internet service provider (Spark NZ), and also any service providers you may use via the internet. Confluence and its owning company, Double Farley, are subject to New Zealand laws and will cooperate with any request received where endorsed by applicable authority or order.
3.6 Illegal or objectionable material: We ask that you refrain from downloading, accessing directly or indirectly, or viewing any material or content via the Internet or other digital services whilst at Confluence that is illegal under New Zealand law, or deemed to be objectionable by the same law. Full details can be found here: https://www.dia.govt.nz/Censorship-and-the-Internet
3.7 Personal items: Defined as items which are not owned by Confluence or its owners or staff, yet are brought into or used within any Confluence space. Whilst care is taken by the owners to maintain security in Confluence spaces, it remains your sole responsibility for the safety, security, and usage of any personal items you may bring into the space. This includes safety to others and items owned by Confluence, plus fixtures, fittings, or fabric of the building itself.
3.8 Insurance: The owners of Confluence maintain a public liability insurance for their business operations and a business contents insurance. The contents insurance does not include items not owned by Confluence.
3.9 Welcome pack: A printed welcome pack is provided to all Confluence desk users which contains additional information on these policies. It must be read in conjunction with these online policies and where a conflict or difference is noted it will be accepted that the online policy or difference is the most up-to-date version. You will be asked to read and sign your acceptance of the policies provided in your welcome pack when you arrive or shortly afterwards. This signed agreement will stand alongside your default agreement as outlined in 1.1 above.
4. Refund policy
4.1 Refund options: For paid online coworking:
- All new coworking desk users at Confluence are offered a free period of hours or days (depending upon the deal selected) to ascertain if coworking at Confluence is suitable for them. Refunds and termination of paid deals will be offered within this period by request or by mutual agreement, or where Confluence Policies are not abided to by any coworker.
- If at any point during your free period of a new Confluence coworking desk either you, or we, decide that it is not suitable for you and your business, we will refund anything paid, minus any payment fees we paid to receive your payment, or void any invoices raised.
- New coworkers to Confluence are broadly defined as those who have not used a coworking desk before, or within 12 months of their last visit.
- If at any point up until 1 day before your intended and notified arrival to use any coworking desk, you need to cancel we will refund your payments, minus any payment fees we paid to receive your payment, or void your invoice.
- Refunds only apply to funds we have actually received, minus any fees to receive those payments, and do not apply to free, gifted, or promotional offers.
- If after your arrival at Confluence you wish to cancel your remaining days or hours, and it is after any free period provided for that coworking desk, we cannot provide a refund or credit, sorry. But will offer to shout you a coffee and have a conversation to see if it is anything we've not met your requirements on, and how we might change that.
- In any event of a refund being provided all personal items must be removed from a desk and surrounding office space to enable reuse of the space for another coworker.
- Upon refund, cancellation, or abandonment of your coworking desk at Confluence it is a requirement that any keys, fobs, passcode, or any other access items, are returned to us within 10 working days. Failure to do so may result in a charge to you for us to recover replacements and associated administration.
4.2 Refund options: All paid online events:
- If you are unable to attend an event for any reason you must cancel your order as soon as possible.
- Cancellations can be received via replying to your ticket or reservation email, by phone, or in person using our Contact Confluence details in the footer of this website.
- Cancellations received anytime before 3 days of the event start day will be refunded, minus any fees incurred by us to receive your payment, and processed within 5 working days.
- Cancellations received after 3 days before, during or after, the event start date cannot normally be refunded. In some limited and exceptional circumstances we may be able to offer a credit for a similar event if you contact us as soon as you are able to.
- If not replying to your original order email, your cancellation information must include your name, your order number, and a New Zealand bank account where we will pay any approved refund into. Failure to supply one or more of these will delay the process.
- Credit amounts may exclude any payment receiving fees paid by us when we received your original order, and will be processed using our online accounting software.
- You will be responsible for informing us of any credit amounts you believe are owing when making another booking. We will verify the amount and discount the new booking accordingly.
- Credit bookings must be selected as 'invoice' for payment types to avoid incurring another payment. Where 'invoice' is not available for a particular event we cannot process credits against that event.
- A credit payment can only be used once against another booking. Any amount not required for that booking will be forfeited.
- Credit payments can form part payment for applicable higher cost events.
- All credits are at the discretion of the owners of Confluence and subject to availability.
4.3 Refund options: All paid online cinema:
- If you are unable to attend an event for any reason you must cancel your order as soon as possible.
- Cancellations can be received via replying to your ticket or reservation email, by phone, or in person using our Contact Confluence details in the footer of this website.
- Cancellations received anytime before 3 days of the event start day will be refunded, minus any fees incurred by us to receive your payment, and processed within 5 working days.
- Cancellations received after 3 days before, during or after, the event start date cannot normally be refunded. In some limited and exceptional circumstances we may be able to offer a credit for a similar event if you contact us as soon as you are able to.
- If not replying to your original order email, your cancellation information must include your name, your order number, and a New Zealand bank account where we will pay any approved refund into. Failure to supply one or more of these will delay the process.
4.4 Online reservations for cinema:
- Reservations for cinema seats can be made online for all scheduled films, or by calling (06) 2813474 for most films.
- Reservations will include a preferred row with the exact seat within that row being determined by your hosts prior to your arrival. Where a party of 3 or more wish to sit together you are requested to make a note on your order or contact use beforehand. Some seating rows may be full or not have enough seats for your party to sit together.
- Due to demand we may release unpaid reservations within 5 mins of the advertised start time. If you are planning or unexpectedly need to arrive close to, or after this time, then please let us know so we don't release your items to wait listed people, or walk in's.
- Reservations can be cancelled anytime up until 5 mins before the advertised start time on your ticket.
- Reserved seating may be forfeited if you arrive within 5 mins or later of the start time unless you inform us of your intended late arrival before this, and as soon as you can.
- Forfeited reservations who arrive later than 5 minutes before the start time without informing us beforehand will be processed as walk-in cinema sales and may not have the same seating row they selected.
4.5 Non-reserved or paid online walk-in cinema:
- Only unreserved or unpaid for seats will be available for walk in sales. Unless reserved seats are unclaimed and we are not informed of a late arrival, then within 5 mins of the advertised start time, these seats may be released to walk-in sales.
- All walk in sales are CASH ONLY with limited change being available.
- Doors open 30 mins before the advertised start time. Early arrival does not increase your chance of a seat if all seats are already sold-out by paid online or reserved online customers. But in other circumstances it does improve your chances of obtaining a preferred seat from those available.
- Walk-in sales of groups of 2 or more may be offered seats that are in different rows or not next to each other. We recommend using our free reservation service if you intend on bringing a party of 3 or more people to any screening.
4.6 Refund process: Any approved refund amounts will only be paid into a New Zealand bank account in New Zealand dollars, regardless of your original payment method. They will exclude all fees paid by us to receive your original payment. We aim to process all accepted refunds within 5 working days from the date we accept them, this will be delayed if you fail to supply us with a suitable bank account to receive the refund. Unfortunately we are unable to offer cash or other types of refund.
5. Receipts for online orders ore reservations
5.1 It is your responsibility to provide us with accurate information when placing an order online, including all required information fields. In particular your email address, as this will be used for sending your tickets and other important information. It is one of the required information items you have to enter to complete your order online, but is not validated or tested. If you have placed an order online, including reservations and wait lists, but not received any confirmation email, then please check your junk mail box first. But if you think you, or we, might have made a mistake, or wish to change the email address provided, then please telephone us or email us as soon as possible.
5.2 For events and cinema paid online you will be emailed a receipt which is your entrance ticket and GST receipt, but only where you have paid fully online. When you arrive please confirm the name used for the order at the reception, and pay the requested amount for reservations. There is no need to print out your email, but you can note the order number as this is also referenced and can be cross checked when you or your party members arrive. If you have purchased multiple tickets in one order then please try to ensure everyone arrives together for entry as a numbered group, or that each person is provided with your order number.
5.3 For events and cinema reserved you will be emailed a confirmation that shows zero payment receipt, and therefore requires you to pay upon arrival for the event or cinema. The amount due will be as advertised at the time you made the reservation online. There is no fee for reservations, however payments at the venue are CASH only with limited change available. There is no need to print out your email, but you can note the order number as this is also referenced and can be cross checked when you or your party members arrive. If you have reserved multiple tickets in one order then please try to ensure everyone arrives together for entry as a numbered group, or that each person is provided with your order number.
5.4 For events and films sold out and offering wait lists you will be emailed a confirmation of your request to put you on a priority waitlist for any unclaimed reservations or non-arrival paid tickets. Please arrive as close as possible to the advertised door opening time as all wait listed people will be prioritised together, and offered seats before non-wait listed walk in's. However we offer no guarantee that you'll be provided with the item(s), but this is your best chance of securing one and helps us plan the events - so thank you for your patience.
5.2 For events and cinema paid online you will be emailed a receipt which is your entrance ticket and GST receipt, but only where you have paid fully online. When you arrive please confirm the name used for the order at the reception, and pay the requested amount for reservations. There is no need to print out your email, but you can note the order number as this is also referenced and can be cross checked when you or your party members arrive. If you have purchased multiple tickets in one order then please try to ensure everyone arrives together for entry as a numbered group, or that each person is provided with your order number.
5.3 For events and cinema reserved you will be emailed a confirmation that shows zero payment receipt, and therefore requires you to pay upon arrival for the event or cinema. The amount due will be as advertised at the time you made the reservation online. There is no fee for reservations, however payments at the venue are CASH only with limited change available. There is no need to print out your email, but you can note the order number as this is also referenced and can be cross checked when you or your party members arrive. If you have reserved multiple tickets in one order then please try to ensure everyone arrives together for entry as a numbered group, or that each person is provided with your order number.
5.4 For events and films sold out and offering wait lists you will be emailed a confirmation of your request to put you on a priority waitlist for any unclaimed reservations or non-arrival paid tickets. Please arrive as close as possible to the advertised door opening time as all wait listed people will be prioritised together, and offered seats before non-wait listed walk in's. However we offer no guarantee that you'll be provided with the item(s), but this is your best chance of securing one and helps us plan the events - so thank you for your patience.
6. Customer accounts
6.1 It is your responsibility to provide us with accurate information when creating a customer account online, including all required information fields. In particular your email address, as this will be used for your login. It is one of the required information items you have to enter to create your account online, but is not validated or tested other than sending you a confirmation email. Please check your junk account if this email is not received within a few minutes.
6.2 Data for customer accounts is held on secure servers maintained by Weebly for Confluence under our service agreement. Whilst every available and applicable action is taken by Confluence to ensure the safety of this system and your data, we cannot be held responsible for any loss, error, or omission, but will work with you as best we can to help identify any such occurrence once you notify us.
6.3 You must be careful with your account password and never share it or give access to your account for others. You remain responsible for ensuring your password is secure and meets the minimum security requirements at the time of account creation, or any subsequent time thereafter, i.e. forgotten password or policy update.
6.4 If you believe your account has been accessed without your authority or have any cause for concern then please contact Confluence as soon as you can using this telephone us or email address.