Terms & Conditions of Service

These Terms & Conditions (“T&Cs”) constitute a legally binding agreement between the client and Body Form Avalon Pty Ltd (40 686 080 071), Body Form Cromer Pty Ltd (35 691 417 133) and Body Form Pty Ltd (33 658 933 343) (together, “Body Form”, “we”, “us”, “our”).

By purchasing any service, session, pack, membership, course, or by attending any class or appointment at Body Form, you acknowledge that you have read, understood, and agree to be bound by these Terms & Conditions in full.

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1. Payments, Claims & Health Fund Rebates

Body Form does not provide onsite HICAPS or Medicare claiming facilities. All sessions must be paid in full upfront. Clients are solely responsible for submitting their own private health or Medicare claims (where applicable). Body Form provides receipts only and accepts no responsibility for rejected, delayed, or denied claims.

Rebates may only be claimed for sessions that:

• Are attended in full

• Are delivered by a registered Physiotherapist, Chiropractor, or Exercise Physiologist

Sessions that are missed, cancelled late, or delivered by non-health professionals are not eligible for private health or Medicare claims.

Under private health fund requirements, an initial consultation with the relevant registered practitioner (Physiotherapist, Chiropractor, or Exercise Physiologist) is mandatory before any rebate claims can be made.

 

2. Practitioner Review Requirement

To maintain eligibility for private health rebates, clients must attend a review appointment with a Physiotherapist, Chiropractor, or Exercise Physiologist at least once every twelve (12) weeks. This requirement exists for clinical safety, professional standards, and private health fund compliance. Failure to attend required reviews may result in loss of rebate eligibility.

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3. Bookings & Payments

All sessions must be booked in advance and paid prior to attendance. Walk-ins and unpaid sessions are not permitted. Body Form reserves the right to refuse attendance where payment has not been received.

 

4. Cancellation & No-Show Policy

For Physiotherapy, Chiropractic, Exercise Physiology, and Private Sessions, a minimum of twenty-four (24) hours’ notice is required to cancel or reschedule. Late cancellations or no-shows will forfeit the session credit and be charged at the full session fee.

For Group and Semi-Private Sessions, a minimum of twelve (12) hours’ notice is required. Late cancellations or no-shows will forfeit the session credit and incur an additional $15 late cancellation fee.

 

5. No Refund Policy

All purchases are final. Sessions, packs, memberships, and services are non-refundable, non-transferable, and not redeemable for cash. Refunds will not be provided for change of mind, non-attendance, injury, illness, holidays, travel, or scheduling conflicts.

 

6. Membership Billing & Weekly Debits

Memberships are billed weekly regardless of attendance. It is the client’s responsibility to ensure sufficient funds are available and payment details remain current.

Weekly session credits accumulate on the client’s account and may be used while the membership remains active. Upon cancellation of a membership, all remaining credits expire immediately and cannot be extended, transferred, or refunded. This policy is strictly enforced due to insurance and liability requirements. Management of session credits is solely the client’s responsibility.

 

7. Session Packs – Activation & Expiry

All session packs activate from the date of purchase and have a fixed expiry period. If a client requires a pack to commence at a later date, they must notify Body Form in writing via email prior to or immediately following purchase and receive written confirmation of a delayed start date.

Once a pack has expired:

• No extensions will be granted

• No credits will be reinstated

This policy exists for insurance, compliance, and risk management reasons.

 

8. Session Duration

Standard sessions are fifty (50) minutes unless otherwise stated.

 

9. Membership Cancellation

Memberships have a minimum twelve (12) week commitment. Following the minimum term, two (2) weeks’ written notice is required to cancel via email contact@bodyform.com.au. All remaining credits must be used within the notice period. Any unused credits after cancellation expire immediately and are not refundable or extendable.

 

10. Unpaid Sessions & Failed Payments

If a payment remains unpaid after twenty-four (24) hours, Body Form reserves the right to charge the payment method stored on file. Repeated failed payments may result in account suspension or booking restrictions.

 

11. Card Responsibility

Clients are responsible for ensuring their saved payment details are current and valid. Body Form is not responsible for failed payments due to expired or declined cards.

 

12. Membership Pauses

One pause is permitted every eight (8) weeks. A minimum of seven (7) days’ written notice via email to contact@bodyform.com.au is required. We require START and END date of pause or we can not grant it technologically on our system. All pauses incur a $15 per week holding fee and cannot be backdated.

 

13. Class Changes & Studio Operations

Body Form reserves the right to modify schedules, change instructors, cancel or reschedule sessions as required. Reasonable alternatives will be offered where possible. Instructor substitutions do not constitute grounds for refunds or credits.

 

14. Attire & Studio Requirements

Grip socks and appropriate activewear are mandatory for all sessions. Body Form reserves the right to refuse participation if attire requirements are not met.

 

15. Cost of Recovery

Overdue accounts may be referred to a debt collection agency or legal firm. All recovery costs, including agency fees, interest, and legal fees, will be added to the outstanding balance and are payable by the client.

 

16. Assumption of Risk & Waiver of Liability

Participation in physiotherapy, chiropractic, exercise physiology, Pilates, group fitness, rehabilitation, and studio equipment exercises involves inherent risks, including but not limited to muscle soreness, injury, aggravation of pre-existing conditions, or other physical complications. Clients voluntarily assume all such risks.

To the fullest extent permitted by law, clients release, waive, and discharge Body Form Avalon Pty Ltd, Body Form Cromer Pty Ltd, and their directors, employees, contractors, and instructors from any liability, claims, demands, or causes of action arising from participation in services, except where liability cannot be excluded under Australian Consumer Law.

 

17. Medical Disclosure & Responsibility

Clients are responsible for disclosing all relevant medical history, injuries, conditions, surgeries, pregnancies, or changes to health status prior to participation. Failure to disclose may increase risk of injury, for which Body Form accepts no responsibility. Body Form reserves the right to request medical clearance at any time.

 

18. Studio Equipment Use

Clients agree to follow instructor directions at all times when using studio equipment. Use of equipment outside instructed parameters is strictly prohibited. Body Form is not responsible for injury resulting from misuse, failure to follow instructions, or unauthorised equipment use.

 

19. Right to Modify or Refuse Service

Body Form reserves the right to modify, restrict, or refuse participation in any service where a client is deemed unsuitable, unsafe, or outside scope of practice. Decisions are final and made in the interest of client safety and legal compliance.

 

20. Pregnancy, Postnatal & Special Populations

Pregnant and postnatal clients acknowledge additional risks associated with exercise and confirm they have obtained appropriate medical clearance. Clients agree to follow instructor guidance. Body Form accepts no responsibility for complications arising from non-disclosure or failure to follow advice.

 

21. Minors

For clients under eighteen (18) years of age, a parent or legal guardian must provide consent and remains financially and legally responsible for the minor’s participation.

 

22. Force Majeure

Body Form is not liable for failure to provide services due to events beyond its reasonable control, including illness, injury, natural disasters, power outages, equipment failure, government restrictions, or staff unavailability. 

 

23. Pricing Changes

Body Form reserves the right to amend pricing with reasonable notice. Existing memberships will be honoured until the end of their current billing cycle.

 

24. Studio Conduct

Clients must behave respectfully toward staff and other clients. Body Form reserves the right to suspend or terminate services or memberships without refund for inappropriate, abusive, or unsafe behaviour.

 

25. Privacy & Media

Client information is handled in accordance with the Privacy Act 1988 (Cth). Clients consent to incidental inclusion in studio photography or video unless written notice is provided prior to recording.

 

26. Governing Law

These Terms & Conditions are governed by the laws of New South Wales, Australia. Any disputes shall be resolved exclusively in the courts of New South Wales.

 

27. Severability

If any provision of these Terms & Conditions is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

 

28. Agreement

By purchasing any service or attending any session at Body Form, you confirm that you have read, understood, and agree to be bound by these Terms & Conditions in full.

 

29. Contact

All enquiries must be directed to: contact@bodyform.com.au