Below are the Terms and Conditions in relation to membership of The Southern Co-operative Limited (“Southern Co-op” or “the Society”), society registered under the Co-operative and Community Benefit Societies Act 2014 registered number 1591R.  

Use of your membership card will be seen as your acceptance of these Terms and Conditions, as amended from time to time.

The registered Rules of Southern Co-op are also available from Member Support

1. These Terms and Conditions together with Southern Co-op’s Rules govern our respective rights and responsibilities relating to membership of Southern Co-op and the relationship between us.  As a member of Southern Co-op you agree to comply with the Rules of Southern Co-op and to these Terms and Conditions of Membership. Our Rules can be found on our website or can be obtained upon request from Member Support.  All Members must be at least 14 years of age.  Members must be at least 16 years of age, have held membership for at least 6 months and have made purchases with Southern Co-op in the year prior to a vote/Members’ Meeting to receive democratic rights.  The exact dates to achieve eligibility to vote will be announced ahead of each voting or meeting event.
2. As a member of Southern Co-op you will receive a membership card and may register to use a virtual membership card on the Southern Co-op Membership App (“App”). The card is issued by and remains the property of Southern Co-op, who may withdraw the card and any relative benefits at any time. Your card is evidence of your membership and you may be required to produce this in certain circumstances.  The membership card is not a credit card, cheque guarantee card, debit card, loyalty card or a savings account card.  If the card is lost, stolen or damaged, replacement cards are available from Member Support. An administrative charge may apply for replacement cards.  Subject to the rights set out in the Rules which are not affected by these Terms and Conditions, Southern Co-op reserves the right to amend, suspend or cancel any benefits connected with membership. 
3. Members wishing to register to use the App on their web or mobile device will be asked to agree to additional terms and conditions for the use of the App when registering.
4. The membership card and virtual membership card, available via the App, can only be used by, and for the benefit of the member named on the front of the card and when that person has signed the back of the card (in the case of the physical card). You may not transfer any of your rights and duties under this scheme. If you are no longer able to look after your own affairs you can appoint a power of attorney to operate your card.  The power of attorney will be able to request to receive any outstanding Share of the Profits to be paid to you but they will not have any other power such as voting or participating in any democratic activity.
5. The membership card is currently valid in outlets operated by Southern Co-op only.
   [Southern Co-operative participated in The Co-operative Membership Affinity Scheme up to 31 March 2021.  Members of other co-operative businesses participating in the Scheme (‘Affinity Partners’) received Share of the Profits points on transactions made with Southern Co-op, and Southern Co-op members earned Share of the Profits points when transacting with businesses operated by Affinity Partners up to this date.]
6. Share of the Profits points (also referred to as Membership points) are earned on transactions that you make with Southern Co-op but are not a guarantee of any payment being made. To earn points you must present your membership card at the beginning of a transaction at a participating outlet. If you make purchases online or over the telephone you must quote your card number to earn points or receive discounts, as appropriate.  Share of the Profits points may be awarded in other circumstances at the discretion of Southern Co-op, e.g. for democratic participation or in promotional offers.
7. Points issued on purchases are only applicable on actual spend, after any applicable discounts. One point is issued for every penny of eligible spend. There is no minimum spend before points can be earned. Some products are excluded from the scheme and are listed below:
   Southern Co-op Food stores
   • Purchase of online Lottery and Instants
   • Tobacco, Cigarettes, Cigars and Tobacco related products
   • Purchases of Savings Stamps
   • Purchases of Gift vouchers or cards
   • Purchases using promotional vouchers
   • Purchases from Post Offices
   • Purchases from PayPoint & Paystation
   • Baby milk
   • Stamps
   • Milk Tokens and vouchers
   • Fuel
   • Phone cards / top ups
   • In-store concessions
   • Any services provided by a third party company
   • Cash back transactions
   • Carrier Bag charges and Bag for Life purchases
8. Since 19^th October 2020, the share of the profits scheme ceased to be issued to The Co-operative Funeralcare services, or funeral plans purchased and arranged through Southern Co-op businesses. A member discount of 10% may be applied to all additional options, funeral plans, funeral services,  and later life planning arrangements.  Some products and services are excluded from the membership offer and are listed below;
   •3rd Party fees and disbursments
   •Ashes into sea (Solace reef)
   •Ashes into space (Aura flights)
   •Ashes into sky (Fireworks)
   •Ashes into land (Barrow burial)
   •One-to-one bereavement services*
   Discounts and offers applicable to Coop Probate Services & Later Life Planning are subject to change depending on the business requirements of  GLCS Probate Services LTD, Registered in England and Wales. Company No. 16260877 VAT registration No. 491806763.
   *One-to-one Bereavement services are available for members and non-members at a fee. If you have used one of our funeral homes or funeralcare services, you will receive up to 8 one-hour sessions free of charge. Members can benefit from packaged one-to-one sessions. Further details of pricing can be found at bereavementcare.uk/about-us
   To use your member offer on funeral services, you must be a valid cardholder/member for a minimum of 28 days.
9. If you purchase goods from us and return them for a refund, we may remove/amend any points you have earned from your card.  This will not apply where this is a result of a valid complaint.
10. If you are unable to produce your membership card at the time of purchas,e you can register your purchase and claim points by obtaining a receipt at the time of purchase and by registering this on the ‘Add Receipts’ function in the membership section of our website or by sending the receipt to Member Support. Claims will only be accepted on purchases made within the current financial year, and only for the period of 90 days from the date of purchase.
    Points are accumulated for each financial trading year and do not acquire a cash value until the members of Southern Co-op have agreed the total distributions for their Share of the Profits at their Annual General Meeting following the financial year end in accordance with their respective Rules.
11. The rate of payment of Share of the Profits will be dependent on our profits and at the sole discretion of the Board of Directors and subject to approval by the members. Payments, if any, in respect of Share of the Profits shall be paid following the Annual General Meeting of Southern Co-op each year at which the rate of payment for any Share of the Profits will be approved by the members. The payment will be in accordance with the value as declared and approved by our members.
    [Any Share of the Profits declared by members of Affinity Partners that you have earned through the Co-operative Membership Affinity Scheme up to 31 March 2021 will also be paid in line with their agreed timescales for payment.]
12. Share of the Profits is paid out in vouchers which may be redeemed in Southern Co-op stores (or the stores of Affinity Partners for distributions in 2021 and 2022). Full Terms and Conditions relating to voucher use will be included in the Share of the Profits payout voucher mailing.  You must present a valid active Membership Card when you spend your vouchers.  Change will be issued when partially spending Share of the Profits vouchers issued by Southern Co-op in stores operated by Southern Co-op.
13. Your Share of the Profits will be rounded down to the nearest pound and the odd pence will be given to a charity/charities selected by Southern Co-op. You can opt to have your entire Share of the Profits donated to such charities if you so wish. This can be set up in advance of the distribution by contacting Member Support.  Should you wish to donate your Share of the Profits after the distribution this can be arranged by sending your vouchers with the slip included in the Share of the Profits mailing to Member Support.  Any requests to donate your Share of the Profits must be received by 31st December in the year that the distribution is made.
14. If you have previously instructed us to pay 100% of your Share of the Profits to charity and wish to cancel this instruction you may do so by contacting Member Support. If you have already received your Share of the Profits statement at this time, the donation to the charity may be cancelled provided Southern Co-op is notified no later than 8 (eight) weeks after payment has been made. In such cases your Share of the Profits will be paid to you in replacement vouchers.
15. If you do not receive your Share of the Profits vouchers when initially distributed, Southern Co-op may, at their absolute discretion, replace them. However, no claims will be considered until 8 (eight) weeks after the date of posting. Claims should be made by contacting Member Support.   We will not be able to replace lost or stolen vouchers after their original receipt by you.
16. Share of the Profits vouchers totalling £10 or more may, at the absolute discretion of Southern Co-op, be converted into a cash payment upon request. Payments will only be made by BACS to a nominated bank account in the name of the member to whom the vouchers were issued. To arrange this, vouchers should be sent with a covering note requesting this to Member Support.
17. Southern Co-op may, at its discretion, operate additional member benefits alongside, the Share of the Profits scheme.  To receive such benefits members may be required to agree to separate terms and conditions and may be required to present their membership card.  Members do not have an automatic right to such benefits which may be introduced, amended, suspended or cancelled at any time.
    1. Additional Member Benefit – tastecard
       • Eligible Southern Co-op colleague members may claim a complimentary digital tastecard membership through the Southern Co-op Membership App (the “tastecard Benefit”). The tastecard Benefit is provided by Ello Group Limited (“Ello”), the owner and operator of tastecard, and is subject to Ello’s own terms and privacy policy
       • To access the tastecard Benefit, colleague members must sign into the Southern Co-op Membership App, follow the dedicated link and register directly with Ello. The tastecard Benefit is not automatically applied on download of the App
       • The complimentary tastecard membership will be valid for twelve (12) months from activation and will renew annually for as long as Southern Co-op maintains a contracted partnership with Ello. The tastecard Benefit is provided in digital form only; no physical tastecards will be issued.
       • Each colleague member is entitled to claim one (1) complimentary tastecard membership only. The tastecard Benefit is personal to the colleague member and is non-transferable.
       • No personal data will be transferred by Southern Co-op to Ello for the purposes of the tastecard Benefit. Any data submitted during registration is provided voluntarily by the colleague member to Ello and will be processed in accordance with Ello’s privacy policy.
       • Southern Co-op reserves the right to amend, suspend or withdraw the tastecard Benefit at any time, including where its contractual arrangements with Ello are amended or terminated. Southern Co-op accepts no liability for the operation of tastecard or any products or services supplied by Ello.
18. In accordance with the Rules of Southern Co-op the Board of Directors have the right to forfeit a member’s entire Share of the Profits payment where the member has been found to be fraudulently using a membership card to accumulate Share of the Profits points for purchases for which they have not themselves paid or where they fraudulently use a membership card to apply colleague discount to a purchase which has not been paid for by the colleague member or the additional cardholder named on the membership card in use. Where the Board of Directors determine that this is the case, they will notify the member.
19. As a member you are required to hold and retain at least one £1 share fully paid in Southern Co-op. When your membership is accepted your share ledger balance will be zero and the minimum shareholding of £1 will be deducted from your Share of the Profits payments that you are eligible to receive.  By accepting membership you agree for such payment(s) to be taken from your Share of the Profits and for them to be credited to your share account.  Members may nominate a person to inherit the proceeds of their share account on death by completing a nomination form, available from Member Support.  We pay interest at 0.5 percent on share accounts with a balance over £100. The determination of this rate is at the absolute discretion of the Board.
20. As a member it is your responsibility to inform us if your details change such as your name, address or other contact details. Please contact Member Support or use the online form on our website to update your details.  This will ensure we are able to send you your Share of the Profits payments and other membership communications.
21. In the event of a dispute, Southern Co-op’s decision on the matter shall be final and binding. The Board of Directors of the Society has the power to refuse any application for membership without reason.  In particular, an application may be refused where the member does not reside or transact with Southern Co-op within its trading area of the South of England.
22. We value your membership, however, as a consumer co-operative, we reserve the right, subject to conditions in the Rules, to forfeit this membership if within the immediately preceding period of two years you have not made purchases from or traded with Southern Co-op. If your membership is cancelled and you wish it to be reinstated you may contact Member Support providing details of why you consider that your membership should be active and we will reconsider our decision to cancel.
23. You may cancel your membership at any time.  Should you wish to cancel your membership please write to Member Support, contact details below.
24. In accordance with the Rules of Southern Co-op the Board of Directors has the right to expel a member for conduct detrimental to Southern Co-op. Formal notice, an opportunity to answer such allegations and a right of appeal will be given to the member.
25. In the event of us being advised of the death of a member any shares held by the member shall be paid to their estate. Any Share of the Profits vouchers issued to the member which remain unspent may be returned to Southern Co-op and will be converted to cash and paid to the deceased member’s estate. A trustee in the bankruptcy of a member may apply to us for repayment of the member’s share account.  Where we become aware of the death of a member and do not have details of their next of kin or the executor of their estate, any shares held shall be paid to charity.  If thereafter, we receive notification from their next of kin, or the executor of their estate, a claim may be made for the value of the shares to be paid to their estate.
26. In the event of your membership being cancelled for any reason the points balance will be surrendered and no vouchers issued.
27. By joining Southern Co-op you agree that you are committed to the Society remaining a co-operative and support co-operative values and principles and hereby agree to assign to SCL (Members) Trustee Limited, which will act as trustee for such registered charity or charities, established for the benefit of the community in the trading area of the Society, as the Directors of the Society shall determine, but to no other person, the rights to any conversion benefits (as defined below) to which you may otherwise become entitled as a member or former member of the Society at any time before, or within three years after, your membership of the Society ceases. This agreement is irrevocable and authorises the Society to make over to the trustee any such benefits without further notice to you. ‘Conversion benefits’ for the purpose of this Clause means any distribution of cash or transferable shares (including any bonus issue or conversion of existing share) or other benefit having a monetary value (save for a members’ entitlement to repayment of any sums paid by them to the Society as the nominal value of their shares and the repayment of any sums loaned to or deposited by them with the Society together with any accrued interest thereon) arising under or in connection with or as a consequence of (whether immediately or at some future date or dates) any conversion of the Society into, or amalgamation of the Society with or transfer of engagements to, a company incorporated under the Companies Acts or any other Co-operative society or societies one or more of which societies is not a member of the Co-operatives UK Ltd, under the Co-operative and Community Benefit Societies Act 2014 therefore provided always that nothing in this definition shall be construed as extending to the purported exclusion or limitation of their inalienable statutory rights as a member of this or such other societies.
28. How we will contact you – As a member, and part owner, of Southern Co-op, we have a responsibility to send you information relating to membership governance, including:
    • Information on your legal right, as a member, to choose which members represent you on the Board through our election process,
    • Details of our Annual and/or Special General Meetings which you have a legal right to attend,
    • Details of our member events or member listening groups being held in your area as there is a legitimate interest in you being aware of these,
    • Business updates advising you about Southern Co-op’s performance, the manner in which it is operating and our share of the profits with members and the communities in which we operate, as you have a right to receive this information as a part owner of the  business.
    We use our best endeavours to minimise the number of communications, whilst still ensuring that, as a member, you receive the information you are legally entitled to, or there is a legitimate interest in you receiving.  As we are relying on a legal or legitimate interest purpose under GDPR to send you these communications, we do not need your consent, nor can you unsubscribe.
29. It is your choice what marketing information you receive from us. Should you wish to check or change your contact preferences please do so through the ‘Update Your Details’ button on our Membership page at www.thesouthernco-operative.co.uk.
30. In accordance with our Rules, these Terms and Conditions may be amended by the Board in their sole discretion. Any changes shall be approved by the Board and then publicised on Southern Co-op’s website and have immediate effect to replace previous Terms and Conditions. Your continued use of your membership card will be deemed acceptance of any changes.
31. These Terms and Conditions are governed by the laws of England and Wales and are subject to the jurisdiction of the courts of England and Wales.
32. In the case of conflict between these Terms and Conditions and our Rules, the Rules shall prevail.

Southern Co-op follows a Code of Practice and has to provide a statement to its members of the nature of their shareholding investment and any changes affecting it. As a member you are a shareholder of Southern Co-op. If Southern Co-op is unable to meet its debts and other liabilities, you will lose the whole amount held in shares, hence it is known as risk capital. This may make it inappropriate as a place to invest savings.  The Financial Services Compensation Scheme, which applies to banks and building society accounts and to some investments, does not apply to your share account. Southern Co-op, unlike banks and building societies and investment firms, is not authorised and supervised by The Financial Conduct Authority (although it may be registered by it). Therefore, you cannot claim compensation under this Scheme in the event of Southern Co-op not being able to pay out your share capital.   You may withdraw money from your share account at any time unless the Board of Directors have removed this facility under our Rules. Withdrawable share capital does not characterise an investment in the conventional sense. The withdrawable share capital held in your share account may receive interest but the shares do not increase in value. It is primarily for the purpose of supporting the Society rather than making an investment.  The Financial Ombudsman Service does not apply to your share account or your relationship with Southern Co-op but under our Rules any dispute may be the subject of arbitration as set out in the Rules.

Data Protection – For details of the way in which we process your data in connection with membership and your rights please see our Privacy Notice or contact our Data Protection Officer by email at [email protected] or by telephone on 02392 222500.

These Terms and Conditions were approved by the Board on 25 February 2021.  

Member Support Team:

Tel:       0800 6520 124
Email:   [email protected]
Post:   Southern Co-op, 1000 Lakeside, Western Road, Portsmouth, Hants, PO6 3FE
For team contact hours see www.thesouthernco-operative.co.uk/contact/