AGREEMENT AND CODE OF PRACTICE

By agreeing to this Agreement and Code of Practice, I acknowledge and accept the clauses herein. I understand that membership is a privilege and that non-compliance may result in suspension or termination of membership without refund of fees or credits.

I agree to make my establishment available to bona fide members of the scheme who possess credits. I understand that while I am not obligated to accept every request, I am expected to participate actively and in good faith.

To become a member, I must:

• Have an existing website or equivalent for members to view my establishment.
• Provide a high-quality service to fellow members.
• Respond to email inquiries within 48 hours.
• Understand that Accommodation Swap operates on a cash-free basis for accommodation.
• Facebook websites dedicated to the establishment (not personal Facebook) are acceptable.
• Websites that require searching within a dedicated server are not acceptable.

All accommodation provided through the swap system must be on a strictly cash-free basis. No money may be charged for accommodation. Only breakfasts, other meals, or additional activities may be negotiated separately for payment — either with additional credits or cash — and must be agreed upon in advance.

Credits are the currency of the Accommodation Swap system. The credit charge is determined by the star rating of the establishment:

• Up to 3 stars: 0.5 credits per person per night.
• 4 and 5 stars: 1 credit per person per night.
• Entire Cottage/House (Lump Sum): Divide the total commercial nightly rate by 800 (e.g., R2,400 ÷ 800 = 3 credits).

Credits must be deducted accurately and honestly via the online swap form.

I agree to provide the same standard of accommodation and service to swap guests as I would to paying guests. This includes clean and well-maintained premises, fresh linen, functional amenities, and a courteous welcome.

All bookings must be made through the official Accommodation Swap online system. I agree to:

• Respond to booking requests within 48 hours.
• Confirm or decline bookings promptly and courteously.
• Not accept bookings made outside the official system.
• Ensure the swap form is submitted promptly after the stay.

In the event of a cancellation:

• Members should give as much notice as possible.
• Repeated last-minute cancellations may result in disciplinary action.
• If a guest cancels within 48 hours of arrival, the host may report this to admin and credits may be partially retained at admin's discretion.

If a guest fails to arrive without prior notice (a "no-show"), the host must report this to administration immediately. Administration will investigate and take disciplinary action against the offending member. The host's account will be credited as if the stay had taken place.

All members — whether acting as hosts or guests — are expected to conduct themselves with respect, courtesy, and integrity. Any form of abuse, harassment, damage, or dishonesty will result in immediate suspension and possible permanent removal from the scheme.

Guests are responsible for any damage caused during their stay. Accommodation Swap is not liable for any damages, losses, or disputes between members. Members are encouraged to raise any issues directly with administration, who will mediate where possible.

Each member is issued a unique reference number and password. The registered member is solely responsible for the security of their login credentials. Sharing of login details is not permitted. Any fraudulent use must be reported to administration immediately.

Credits may be accumulated over time and used at any participating establishment. Credits do not expire while the member remains in good standing. However, if a member resigns or their membership lapses, all unused credits are forfeited and will not be refunded or reinstated.

Credits belong to the registered member and may not be transferred, sold, or gifted to non-members. Members may, however, make bookings on behalf of family or friends, provided the booking is made through the registered member's account and the member takes full responsibility for the stay.

A low annual subscription fee is payable each May to maintain active membership. Failure to renew the subscription will result in the account being suspended. Suspended accounts cannot make or receive bookings, and credits will be held in abeyance until the account is reinstated.

If a member sells their establishment, they may qualify for Loyalty Membership, subject to administration approval. Credits are not transferable to a new owner and will not be refunded. Members are encouraged to contact administration before finalising any sale to discuss their options.

Members are encouraged to refer other accommodation establishments to the scheme. Bonus credits are awarded for successful referrals that result in paid membership. Referral credits are added to the referring member's account once the new member's registration is confirmed and payment received.

Member information is held in strict confidence and will not be shared with third parties without consent, except where required by law. By joining the scheme, members consent to receiving occasional communication from Accommodation Swap administration regarding system updates, newsletters, and relevant notices.

Accommodation Swap reserves the right to amend this Agreement and Code of Practice at any time. Members will be notified of any material changes via email. Continued use of the system following notification constitutes acceptance of the revised terms.

Administration reserves the right to investigate complaints and take appropriate action, which may include:

• A formal warning issued to the member.
• Temporary suspension of the account.
• Permanent removal from the scheme without refund.

Members may appeal decisions by contacting administration in writing within 14 days.

In the event of a dispute between members, both parties are encouraged to contact administration for assistance. While administration will endeavour to mediate fairly, Accommodation Swap is not legally liable for the outcome of any dispute and its decision, while made in good faith, is final.

Members must accurately represent the star rating and quality of their establishment. Misrepresentation of facilities or grading is a breach of this Agreement and may result in disciplinary action. Guests who experience a significant discrepancy between what was advertised and what was provided may report this to administration.

The spirit of Accommodation Swap is one of mutual generosity and goodwill. Members are encouraged to host as well as travel, and to approach each interaction — whether as host or guest — with the same warmth and professionalism they would expect in return.

Accommodation Swap will not be held responsible for any failure to perform obligations resulting from circumstances beyond its reasonable control, including but not limited to natural disasters, government restrictions, pandemics, or technical failures. In such cases, administration will communicate with affected members as soon as practically possible.

By clicking "Confirmed as Read" and proceeding with registration, I confirm that:

• I have read and fully understood this Agreement and Code of Practice.
• I agree to abide by all clauses contained herein.
• I understand that non-compliance may result in suspension or removal from the scheme.
• I accept that Accommodation Swap administration has the final say in all matters relating to membership and conduct.