Your access to and use of the 25 Year Club website at www.25year.club (Site) and your membership of and participation in the 25 Year Club, is subject to these terms and conditions (T&Cs).

Accordingly please ensure that you have read and understood these T&Cs before registering your 25 Year Club online account and using the Site or otherwise participating in the 25 Year Club. 

What is the 25 Year Club?

The 25 Year Club was established by Woolworths Group Limited (Woolworths Group or we) in 1969 to recognise our long-serving team members and provide them with the opportunity to meet on an annual basis at a Woolworths Group sponsored function.

You will be deemed to be participating in the 25 Year Club for purposes of these T&Cs, and therefore to be a member of the 25 Year Club (Member) if you are eligible to become a 25 Year Club Member and register a 25 Year Club online account, use the Site or otherwise participate in the 25 Year Club, including by attending a 25 Year Club event.

If you do not wish to be a 25 Year Club Member, please contact [email protected] to terminate your Membership and we will close your online account and remove you as a Member.

Who is eligible to become a 25 Year Club Member?

Eligibility for the 25 Year Club is as set out in the Woolworths Group Recognition Policy which is available on the Woolworths Group People Portal or can be requested by emailing [email protected]

How do I register for a 25 Year Club online account? 

You will be invited to register your online account by email, unless we don’t have a valid email address for you, in which case we will try to reach you by post.

You are responsible for ensuring that your details (provided or confirmed by you on registering your online account and accessible via the Site) are accurate and kept up to date.

Membership of the 25 Year Club is personal to you. You must not allow others to use the log-in details for your online account or otherwise participate in the 25 Year Club on your behalf.  

Participation is voluntary and is not a condition of your employment (if you are still employed by Woolworths Group).

Can my Membership of the 25 Year Club be terminated?

As a 25 Year Club Member you will retain your Membership to the 25 Year Club for life, unless: 

Woolworths Group is entitled to terminate your Membership at any time for any reason, but typically we would do so on one of the following grounds:

What are the benefits of being a 25 Year Club Member?

As a 25 Year Club Member you will be:

The annual 25 Year Club event

What is the annual 25 Year Club event?

All 25 Year Club Members will be eligible to attend one of the annual 25 Year Club events held across Australia (the Event). The Event recognises your commitment and loyalty to Woolworths Group and the contribution you have made over a long period of time.

How can I attend a 25 Year Club Event?

The dates and locations of the Events will be announced on the Site.  

At times it may be necessary to cancel or reschedule an Event. Should this occur, we will notify you on the Site as far in advance as practicable.

To attend an Event, you will need to RSVP for the Event in advance via the Site, in the way explained on the Site. If you have not registered for the Site, you can RSVP by contacting the telephone number notified in your event invitation.

If you have RSVP’d for an Event but subsequently become unable to attend, please cancel your ticket by contacting [email protected] or calling the telephone number notified in your event invitation.

Each 25 Year Club Member may attend one Event only per calendar year. You are not permitted to bring any guests to the Event, and you may not allow a guest to attend in your stead.

Always check national and state government issued health advice for current information and travel restrictions before travelling to attend an Event.

Video recordings and Photography

Please note that Events may be recorded by video and that photographers arranged by Woolworths Group may also be in attendance to take photographs of the Event and attendees.

By attending the Event, you agree to be recorded in the course of such video recordings and to be photographed by photographers at the Event.

Video recordings and photographs taken at an Event may be displayed on the Site and used for marketing purposes (including use in printed materials, online or in any of our external or internal communication channels) (Publication). If you do not wish to appear in such recordings or photographs on the Site or in other Publications, please take a sticker at the entrance to the Event venue and attach it prominently to your clothing. We will then use our best endeavours to not post any photographs or recording of you to the Site or use them in any other Publications.

Conduct rules

You should conduct yourself at Events in a professional, respectful and appropriate manner and in accordance with the Woolworths Group Code of Conduct. 

If you consume alcohol at the Event, you must do so responsibly. 

You will also be required to comply with any conduct rules or safety guidelines made known to you that are applicable to the Event venue you attend, and with any applicable government health and safety requirements and recommendations.

Failure to comply with the above conduct rules may result in refusal of entry to, or your expulsion from the Event, and to Woolworths Group terminating your Membership.

Can I claim any reimbursement for my travel expenses to attend the 25 Year Club function?

If you need to travel more than 100km one way from your usual place of residence to attend the Event closest to your usual place of residence (i.e. a 200km round trip), you may be eligible to be reimbursed by Woolworths Group for some of your travel expenses.

While you are free to register to  attend an Event that isn’t the Event closest to your usual place of residence, please note that reimbursement is subject to you attending the Event closest to your usual place of residence, even if that Event is not in the state or territory where you worked while at Woolworths Group. 

New Inductees

If you are a new 25 Year Club Member who is going to be attending the first 25 Year Club event taking place after you become eligible to join the 25 Year Club (New Inductee), you will, if you need to travel more than 100km one way from your usual place of residence to attend the Event closest to your usual place of residence (i.e. a 200km round trip), be eligible for reimbursement of your transportation expenses by Woolworths Group. 

Of course if Woolworths has organised transport to the Event for you, no transportation reimbursement will apply. 

Woolworths Group will only cover the cost of airfares and/or overnight accommodation for New Inductees if the flight or accommodation booking has been pre-approved by Woolworths Group and Woolworths Group has made the bookings and paid for the bookings directly. 

Please note that you will not be a New Inductee for the first Event you attend if that Event is not the first Event that you were eligible to attend (i.e. if you missed the first Event that you were eligible to attend after becoming a 25 Year Club Member, you won’t be a New Inductee for any future Event).

Existing 25 Year Club Members

If you are a 25 Year Club Member who is not a New Inductee and you need to travel more than 100km one way from your usual place of residence to attend the Event closest to your usual place of residence (i.e. a 200km round trip), you will be reimbursed up to $100 of the transportation costs associated with attending the Event.

You can book accommodation through Woolworths Group to access corporate rates but you will be liable to pay for the accommodation yourself.

How do I claim my eligible transportation expenses & how will I be reimbursed?

Eligible transportation expenses can be claimed by submitting a receipt (eg for bus or train travel) or a written notice of your kilometres driven (if you used your own car to travel) by submitting an expense claim via SuccessFactors (if you are a current Woolworths Group employee) or otherwise by completing a reimbursement form at the Event or emailing [email protected]. Kilometres travelled by car will be reimbursed at the cents per kilometre rate specified by the Australian Tax Office (ATO) from time to time on the ATO website for calculating tax deductions for business kilometres.

Reimbursement will be in the form of a WISH or other Woolworths Group branded e-gift card sent to you by email to the email address registered on your online account or otherwise notified to Woolworths Group. 

The e-gift cards are subject to the standard terms and conditions applicable to such gift cards.

Posting content to the Site

During your time as a Member, you may create and/or submit to the Site various materials including photos, videos, comments on posts and, during 25 Year Club Events, chat messages to one or more other 25 Year Club Members selected by you (together, the Materials).

Any photos, videos and comments on posts uploaded or otherwise submitted by you to the Site will undergo a moderation process before going “live” on the Site. We reserve the right not to post on the Site any Materials you have provided, for any reason, and to remove such Materials once posted, for any reason.

You must not submit any Material that may infringe a third party’s rights (including intellectual property and moral rights). You warrant that:

You grant to us a sole, irrevocable, royalty free, transferable, sub-licensable, worldwide, perpetual licence to use and exploit the Materials (other than your chat messages).

You acknowledge and agree that any Materials (other than your chat message) may be used by us (in our absolute discretion) and that we may modify, edit or remove the Materials as we see fit. For example, we may use the Materials(other than your chat message) in printed materials, online or in any of our external or internal communication channels. To the extent permitted by law, you unconditionally and irrevocably consent to any act or omission that would otherwise infringe any moral rights in the Materials.

We however do not have an obligation to use the Materials.

To the extent that you create and/or submit Materials that includes your name, image, likeness and/or voice and/or another person’s name, image, likeness or voice, you warrant that you irrevocably consent or, where applicable, have obtained the other person’s irrevocable consent to, the use by Woolworths Group of your and/or their name, image, likeness and/or voice, for the following purposes:

Rules for using and posting content to the Site

You must not engage in any conduct on the Site that is in violation of the Woolworths Group Code of Conduct, including the Social Media Policy. 

Without limiting this overarching obligation, you must not:

We recommend you avoid the public sharing of personally identifying information on the Site. 

Linked websites

The Site may contain links to other websites, including those operated by third parties. We are not responsible for the content or privacy practices associated with any linked websites, and the provision of linked websites should not be construed as an endorsement, approval or recommendation by us of the owners or operators of, or of any goods or services promoted on or other content of, those linked websites. 

How will Woolworths Group handle my personal information?

You can view the Woolworths Group Policy (available at www.woolworthsgroup.com.au/privacy) and our 25 Year Club Collection Notice (available at www.25year.club) which explain how we collect, hold, secure, use and share your personal information. 

What communications will I receive from the 25 Year Club and how can I opt-out of certain messages?

Unless you have opted out, you agree to us communicating with you via email and SMS to send you 25 Year Club Event invitations, reminders & information, as well as 25 Year Club news and other messages relevant to the 25 Year Club, including surveys for your valuable feedback.

However, we understand you may want to opt out of receiving certain types of marketing and promotional electronic messages that we send you. You can do this by:

Opting out of messages sent by us at 25 Year Club does not opt you out of receiving messages from other Woolworths Group brands or programs where you have signed up to them independently of your 25 Year Club membership.

If you would like to opt out of receiving messages from other Woolworths Group brands or programs, please follow the opt out facilities in their communications or other opt out options set out in their terms and conditions.

If you have any questions about how to opt out or how to manage your preferences, please contact us by emailing [email protected] 

There are, however, some messages that we must be able to send you. These include, for example, messages relating to your Membership such as changes to your account, important information relating to 25 Year Club Events (such as unexpected cancellations), forgotten passwords and updates to our T&Cs and Privacy Policy.

If you wish to update where we send the above communications to you, you can update your contact details by emailing us at [email protected] to update these details on your behalf. 

Please note that if you update your contact details, it may take up to 5 business days before communications we send to you change from your previous contact details to your updated contact details.

If you do not want us to send you any of the above communications, you may terminate your 25 Year Club Membership by contacting us via email at [email protected]  and asking us to close your account.  If you terminate your 25 Year Club Membership this section will continue to apply for 5 business days after your notice of termination has been received.

Can Woolworths change these T&Cs?

From time to time we may change how the 25 Year Club works as well as these T&Cs; where we make any material changes to these T&Cs, we will give you advance notice of such changes by posting a notice on the Site. The amended T&Cs will be effective from the expiry of the notice period. Your continued participation in the 25 Year Club after expiry of the notice period will mean that you accept and agree to the updates.

General

These T&Cs are governed by the laws of New South Wales, Australia, and each party submits to the non-exclusive jurisdiction of the courts of that place.

Last updated: 25 June 2021