Terms of service

Last updated: 20 August 2026

These terms are the agreement between you and Terrabase Ltd for the use of Unified Lodge Secretary. Please read them with our privacy policy. If you do not agree, do not create an account or use the service.

1. Who we are

Unified Lodge Secretary is operated by Terrabase Ltd (registered name TERRABASE LIMITED), a company registered in England and Wales (“Terrabase”, “we”, “us”, “our”).

• Company number: 04612938
• VAT number: GB 680 2244 52

Registered office:

Product and support: info@unifiedlodgesecretary.co.uk.

These terms apply to Unified Lodge Secretary. Terrabase’s company website at terrabase.co.uk has its own website terms of use.

2. The agreement

By creating an account, completing checkout, accepting an invitation, or otherwise using the service, you agree to these terms. If you are accepting for a lodge, you confirm that you have authority to bind that lodge.

We may update these terms when the product or the law changes. The “Last updated” date above will change when we do. For a material change we will take reasonable steps to tell account holders (for example by email or an in-service notice). Continued use after the change takes effect means you accept the revised terms. If you do not agree, you should stop using the service and cancel the lodge subscription.

Nothing in these terms affects rights you have that cannot be limited or excluded by law, including statutory rights if you are a consumer.

3. The service

Unified Lodge Secretary is a hosted application for running a lodge: membership records, meetings and attendance, documents, reports, lodge expenses, and related tools. Subscriptions are per lodge. A person who runs more than one lodge needs a separate subscription for each.

We may add, change or withdraw features. We will not use that right to remove the core purpose of the service without reasonable notice, except where we have to for legal, security or supplier reasons.

The service is provided over the internet. You are responsible for your own devices, browser and connectivity.

4. Accounts and access

• Sign-in is by email address and password. You must keep your password confidential and tell us promptly if you think an account has been misused.
• An overseer account must verify its email address and complete payment (unless we have agreed that the lodge is billed another way) before the lodge has full use of the service.
• Each lodge has one overseer. The overseer may invite managers and attendance clerks, up to the limits shown in the product. Invitations expire after seven days.
• Most people on a lodge roster do not have a login. A member record is not a user account.
• You must make sure information you give us (including lodge name and number) is accurate. Lodge numbers must be unique on the service.
• If an overseer is unreachable, there is no self-service takeover. Contact info@unifiedlodgesecretary.co.uk and we will handle the request out of band.

5. Your responsibilities

You (and anyone you invite) must:

• use the service only for lawful lodge administration;
• only enter personal information you are entitled to hold, and treat member, guest and visitor records in line with data-protection law;
• handle exports, printed lists and emails with the same care as the records in the system;
• not attempt to access another lodge’s data;
• not probe, overload or interfere with the service, or introduce malware;
• not reverse engineer the software except where the law allows;
• not resell or provide the service to third parties as if it were your own product.

We may suspend or restrict an account if we reasonably believe these terms have been broken, or to protect the service or other customers.

6. Lodge records and data protection

Each lodge is the controller of the lodge records it enters or imports. Terrabase Ltd is the processor of those records and uses them only to provide the service. Our privacy policy explains this in more detail. A data processing agreement is available on request from privacy@terrabase.co.uk.

You keep ownership of the content you put into the service (roster data, documents, notes and similar). You grant us a limited licence to host, back up and process that content solely to operate Unified Lodge Secretary for you.

You may export records while the lodge account is active. After a lodge is archived, export and restoration follow the archive rules in section 9.

7. Subscriptions and billing

The lodge subscription is billed through Stripe. At checkout you choose monthly or annual billing. The price, currency, VAT (where applicable) and billing interval are shown on Stripe’s checkout page and on invoices. We do not publish a separate price list on this page because the live price is the one Stripe shows you.

The overseer manages the lodge’s billing contact email and payment method. That email may differ from the overseer’s login.

Subscriptions renew automatically until cancelled. You can cancel through the billing settings (Stripe customer portal). Cancellation takes effect at the end of the current paid period unless Stripe or the law requires otherwise. We do not refund unused time in a paid period except where we must.

If a payment fails, the lodge keeps full access for seven days. After that the lodge becomes read-only until payment is restored: records can be viewed, but changes are paused. Billing settings remain available so the overseer can put it right.

If you are a consumer, you may have a 14-day cooling-off right for distance contracts. By completing checkout you ask us to start the service immediately. If you cancel during that period after the service has started, we may charge for the period already provided.

8. Payments the lodge collects from members

If a lodge connects its own Stripe account, it can collect dining fees and similar sums from members. That money is paid to the lodge, not to Terrabase. Stripe’s terms apply to those payments. We are not a bank or payment institution, and we do not store full card numbers.

The lodge is responsible for describing charges accurately, issuing any receipts its members need, handling refunds or disputes on those charges, and using Stripe only for lawful lodge purposes. Payment links are token-based: treat them as confidential.

Member-payment collection may be offered in a test environment before live charges are switched on. No real money is taken from members while the lodge is in test mode.

9. Archive, reactivation and ending the service

If a subscription ends or a lodge is otherwise closed, we keep the lodge as an archived record for 12 months so it can be reopened (a new subscription and overseer checkout). After that window, online reactivation is no longer available and we may delete or further restrict the operational records, subject to any longer legal retention of billing or security data.

Either of us may end this agreement if the other materially breaks these terms and does not put it right within a reasonable time of being asked. We may also end or withdraw the service with reasonable notice if we stop offering Unified Lodge Secretary.

Sections that should survive (including data protection, intellectual property, confidentiality, liability and governing law) continue after the agreement ends.

10. Availability and support

We aim to keep Unified Lodge Secretary available and to fix faults promptly, but we do not offer a formal service-level agreement or guaranteed uptime in these terms. Support is personal, by email to info@unifiedlodgesecretary.co.uk, with no committed response time.

Planned maintenance, faults at our suppliers, or events outside our reasonable control may interrupt the service. We will try to keep disruption short.

11. Intellectual property

We (or our licensors) own Unified Lodge Secretary: the software, design, branding, documentation and related intellectual property. You may use them only as part of the hosted service under these terms.

You must not copy, modify or distribute the software, or use our name or branding except to identify that your lodge uses Unified Lodge Secretary. Lodge names, emblems and documents you upload remain yours (or the lodge’s).

12. Confidentiality

Each of us will keep the other’s non-public information confidential and use it only to perform this agreement, except where disclosure is required by law or the information is already public through no fault of the receiver.

13. Liability

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited under English law.

The service is provided with reasonable care and skill. We do not warrant that it will be uninterrupted, error-free, or fit for a purpose we have not agreed in writing. Reports, exports and registers are tools for lodge officers; you remain responsible for checking them before you rely on them for minutes, returns or payments.

To the fullest extent permitted by law we are not liable for loss of profit, loss of membership income, loss of data (except where caused by our failure to take reasonable care of data we host), or other indirect or consequential loss.

Our total liability arising out of or in connection with the service in any 12-month period is limited to the subscription fees paid for the affected lodge in that period. If you are a consumer, this cap does not apply where it would be unfair or unlawful.

14. Third-party services

Payments run through Stripe. Email delivery and hosting may involve other suppliers. Their terms and privacy notices apply to the services they provide. We are not responsible for third-party sites we link to.

15. General

These terms are the entire agreement for Unified Lodge Secretary and replace any earlier discussions about it, except for fraud. A data processing agreement, if we sign one, sits alongside these terms for lodge records.

If a court finds part of these terms unenforceable, the rest still apply. A failure to enforce a right is not a waiver. You may not transfer this agreement without our consent; we may transfer it to a successor of our business.

These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except that if you are a consumer you may also bring proceedings in the courts of the part of the UK where you live.

16. Contact

Questions about these terms: info@unifiedlodgesecretary.co.uk, or write to the registered office in section 1.

Related: Privacy policy.