Cancellations and Refund Policy


Cancellations/Refund Policy:
Registrations may be canceled prior to 5:00 p.m. on the day of the program registration deadline by notifying the NHBA office in writing to or by calling (603) 224-5373.  Refunds are subject to a $50.00 per person service charge.  Any cancellation received after the registration deadline is not refundable, but is transferable to another individual from your institution who would like to attend the same conference.  All registrations received by fax, postal service delivery, email or online are subject to this cancellation policy.

Policy for Processing Credit Card Payments


The purpose of this policy is to establish business processes and procedures for accepting payment cards at the Association that will minimize risk and provide security of the data collected.


In response to increasing risks of identity theft, the major payment card companies created the Payment Card Industry Data Security Standard (PCI DSS) to help prevent theft of customer data. PCI DSS applies to all businesses that accept payment cards to procure goods or services. Compliance with the Standard is enforced by the payment card companies and generally, noncompliance is discovered when an organization experiences a security breach that includes cardholder data.

Security breaches can result in serious consequences for the Association, including release of confidential information, damage to reputation, the assessment of substantial fines, possible legal liability and the potential loss of the ability to accept payment card and e-commerce payments.


This policy applies to all Association employees who, in the course of doing business on behalf of the Association, accept, process, transmit, or otherwise handle cardholder information in a physical or electronic format.

Acceptable Payment Cards

The New Hampshire Bankers Association currently accepts VISA, MasterCard, and Discover cards. is currently our credit card merchant processor.

Prohibited Payment Card Activities

The New Hampshire Bankers Association prohibits certain credit card activities that include, but are not limited to:

  • Accepting payment cards for cash advances
  • Discounting a good or service based on the method of payment
  • Adding a surcharge or additional fee to payment card transactions


When a good or service is purchased using a payment card and a refund is necessary, the refund will be issued by check, unless purchaser calls with the credit card information to refund the card.

Charge backs

Occasionally a customer will dispute a payment card transaction, ultimately leading to a charge back. The merchant initiating the transaction is responsible for notifying the Association and for providing appropriate supporting documentation.

Maintaining Security

  • Department and administrative areas accepting payment cards on behalf of the Association are subject to the Payment Card Industry Data Security Standards (PCI DSS).
  • The Association requires that all external service providers that handle payment card information be PCI compliant.
  • The Association prohibits the transmission of cardholder data or sensitive authentication data via e-mail or leaving printed forms with credit card information unattended on an employee’s desk.
  • The Association restricts access to cardholder data to those with a business “need to know.”
  • The Association has no business need to retain or store credit card data for any length of time. As a result, no credit card information is saved in our database.
  • All credit card transactions for the New Hampshire Bankers Association are processed through the SVP/COO and/or his/her designee.

Online Purchases

Online purchases are accomplished by using a credit card in the Association’s online store. Transactions are processed through which encrypts the transmission.

Credit card numbers, etc. are not visible to Association employees nor are they stored in the Association’s database.

Receipt of Credit Card Information in E-mail or Unsecure Fax

Under no circumstances will credit card numbers received in e-mail be processed. The recipient of the credit card number will respond to the sender with a standard template advising that the transaction cannot be processed and offering an acceptable method for transmitting card information. Credit card numbers will be deleted from the response.

Occasionally faxes are received on our non-secure line. Staff is instructed to either telephone or e-mail the individual using a standard template offering an acceptable method for transmitting card information.


Questions related to the daily operational interpretation of this policy should be directed to:

Sandra Tracy
New Hampshire Bankers Association

As of 11/05/2015