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Terms & Conditions

Terms & Conditions

By attending classes at a Flex Studios location or a class operated by Flex Studios including our Outdoor Program and via ‘Flex Studios Online’, you agree to the terms and conditions outlined below and / or physically displayed on the premises.

June 2020 update: Please ensure you have read and understood our Covid Safe Plan
before attending classes at a Flex Studios location.

In exchange for being permitted to participate at Flex Studios or via ‘Flex Studios Online’, I agree to the following:

  • I am in good health, have no physical conditions that affect my ability to participate in any sessions at Flex Studios or put others at risk, and have not been advised otherwise by a medical practitioner. I understand it is my responsibility to consult with a physician prior to participating in all classes at Flex Studios and to immediately advise Flex Studios if my condition changes.
  • I understand that classes at Flex Studios require physical exertion, which may be strenuous. I understand and accept the risks involved by participating in these activities.
  • I will follow all instructions given to me by all instructors as to when, where and how to perform and not perform exercises, and I acknowledge that any failure by me to follow such instructions shall be at my own risk and may cause injury.
  • I assume all risks associated with my participation including without limitation the risk of any negligence or recklessness by other participants. I understand that there may be risks involved which are not known to Flex Studios or myself at this time of the activities in which I may participate, and agree to assume such unforeseeable risks.
  • I agree to indemnify, defend and hold harmless Flex Studios and their employees, agents and volunteers from any claims, causes of action, damage, judgments, liabilities, fees (including but not limited to legal fees), costs and expenses incurred by Flex Studios as a result of my unlawful actions or failure to act during any activity.
  • I agree that I will immediately advise Flex Studios if I observe any unsafe conditions with grounds, facilities or equipment.
  • Sessions at Flex Studios include (and are not limited to): Hatha Yoga, Bikram Hot Yoga, Yin Yoga, Pilates, Power Fusion, Vinyasa Yoga, Yoga Flow, Barre and HIIT. I am aware and understand that classes may be conducted in a hot and humid environment.
  • If participating in online classes I understand that I am responsible for undertaking these classes in a safe environment, free from potential hazards.
  • I understand that classes are not transferrable and not refundable, except where required by Australian Law.
  • Participants involved in any activity offered may be photographed or videotaped during class. I Hereby consent to the use of these photographs and/or videos without compensation, on the Flex Studios website or social media, in any editorial, promotional or advertising material produced and/or published by Flex Studios.
  • I agree that Flex Studios, its owners, teachers and any person employed by Flex Studios is in no way responsible for the safekeeping of my personal belongings.
  • I consent to receiving communications from Flex Studios and understand that I can unsubscribe at any time.
  • I am aware of the terms and conditions published on the Flex Studios website. 
  • Refer to our website or MindBodyOnline for the current live schedule. Flex Studios prides themselves on running to the schedule, but reserves the right to cancel classes if necessary. Class schedule is modified &/or restricted over the warmer holiday season (December / January) and around public holidays.
  • Doors close strictly on time for safety and security. Please aim to arrive 15 mins prior to class. Late entry is not permitted.
  • Flex Studios reserves the right to refuse entry at anytime.
  • Flex Studios does not take any responsibility for any personal belongings brought into or left at the studio.  Lockers are provided free of charge for personal belongings.
  • You consent to Flex Studios’s use of your image in any promotional materials, including on social media accounts.
  • Flex Studios will use its reasonable endeavours to provide the services at the times specified but will not be liable for any loss or damage suffered by you or any third party for any late or cancelled classes or sessions, including classes and sessions cancelled due to public holidays or otherwise.
  • Cancellation Policy – Refer to the sections of this page for our “Cancellation and No Show Policy” & “6 am Booking Policy”. 
  • Double classes: Unlimited Membership clients (i.e. Direct Debit, 3 & 12 month pass) are entitled to attend an unlimited number of classes, including more than one class on a single day (i.e. double class / back-to-back). Clients on Class Passes will be charged for each class if participating in more than one class on the same day.
  • Gift Vouchers: Expire 3 years  from the date of purchase.  Please treat these like cash as we take no responsibility for lost gift cards.
  • Special Events: Members will receive priority entry, special discounts, or free (as applicable) access to all special events & workshops.  Non-members may pay a nominated fee.  Events may include, but not limited to, guest teachers classes, workshops, teacher training or other special events.
  • No refunds will be given except where required by Australian Law. Please see our refund policy below.
  • Flex Studios reserves the right to review and increase prices from time to time without notice.  Flex Studios reserves the right to update or amend these terms and conditions at any time without notice.  You will be deemed to have read and accepted these Terms and Conditions, including any changes, each time you use the Site &/or participate in a class at Flex Studios.

Activation

All purchases must be activated within 3 months of the purchase date or will be considered forfeited / expired.
Terms and conditions regarding expiry and activation may differ on sale items and will be stated on the pass at time of purchase.

Class Passes (eg: 10 class pack)

Passes will not be extended if unused. Exceptions may be made at management discretion where a medical certificate can be provided. Sharing or transferring is not permitted for class pass packs.

Upfront Membership Pass (eg: 3 month pass)

Membership passes will not be extended if unused. Exceptions may be made at management discretion where a medical certificate can be provided. Sharing or transferring is not permitted for membership passes.

Suspensions may be requested in advance as follows: 

  • 3 month passes are eligible for 1 x suspension of up to 2 weeks.
  • 6 month passes are eligible for 1 x suspension of up to 3 weeks.
  • 12 month passes are eligible for 2 x suspensions totalling up to 4 weeks.
  • Sale passes are not eligible for suspensions.

All suspension requests must be received in writing via email with 10 business days notice. 

Exceptions

If sick, unwell or injured we may be able to suspend any pass beyond the above outlined terms.  Please email the studio at the time of your illness with a letter from your Doctor or a current Doctors certificate.  Retrospective requests are not permitted.  We reserve the right the refuse requests.

Direct Debit Memberships (“The Flexible” and “The Ultimate”)
The following Terms & Conditions also apply to our previously offered Direct Debit Membership ($114 per month) which is no longer available for purchase but still active for some members.

  • Cooling off period: The client has a 48 hour cooling off period in which termination must be giving in writing via email. A fee will be charged for any classes taken during this time at the casual class rate as well as an administration fee of $10. 
  • Minimum Term:  A minimum of three full monthly payments or six full fortnightly payments must be met, or a $250 early exit fee will be charged.
  • Ongoing contract:  Membership is paid via Direct Debit.  The contract is ongoing on a monthly / fortnightly basis (even after the minimum term is met) until terminated in writing (see below: termination).  Contract terms must be met or cancellation fee of $250 will be charged.  
  • Suspensions:  All suspension / hold requests must be submitted in writing via email with 10 business days notice. Suspensions are permitted as follows:
    • No holds during initial 3 months / 6 fortnights
    • 2 x holds permitted during each 12 month period. Each hold can be a minimum 2 weeks, maximum 2 months.
    • If sick, unwell or injured we may be able to hold your pass beyond the above outlined holds.  Please email the studio at the time of your illness with a letter from your Doctor or Doctors certificate.  
    • Retrospective requests are not permitted.  We reserve the right the refuse requests.  
  • Termination: Membership is ongoing on a monthly / fortnightly basis (even after minimum terms of 3 months / 6 fortnights is met) until terminated in writing. To terminate, email us with no less than 10 business days notice. Any termination request received with less than 10 business days notice of the next payment due will not be finalised until the following payment cycle. The membership remains active and available for use during this time. Members should not consider their membership terminated until they have received written return confirmation from the studio Directors.
  • Administration: All membership changes (e.g. suspension or termination) must be received in writing with return confirmation from Flex Studios via email with 10 business days notice.  Verbal or any other method of notice will not be considered.  A request is not considered complete until Flex Studios has confirmed receipt of request.
  • Failed Payment Fees: An administration charge of $10 is payable for failed payments. 
  • 6 am booking policy and late cancel / no show policies and fees apply to Direct Debit members.
  • Third Party Collection: Direct Debit payments are collected by a third party provider, Ezidebit. It is your responsibility to ensure you are familiar with Ezidebit’s T&C’s
  • All payments are non-refundable, non-transferable. 

Exceptions

If sick, unwell or injured we may be able to suspend any pass beyond the above outlined terms.  Please email the studio at the time of your illness with a letter from your Doctor or a current Doctors certificate.  Retrospective requests are not permitted.  We reserve the right the refuse requests.s

  • No refunds will be given on passes or memberships except where required by Australian Law.
  • Flex Studios will not issue a refund for change of mind, change of address, injury or illness. We may provide an extension for injury or illness at management discretion if a current medical certificate can be provided.
  • Flex Studios reserves the right to make schedule changes or teacher changes without notice. A refund will not be provided for this circumstance.
  • Credit will be provided where a class is cancelled by Flex Studios.
  • Retail items will be refunded or exchanged where the item is faulty.
  • Retail items will not be refunded or exchanged for change of mind.

We understand that sometimes things come up, but with limited capacity we are enforcing a new cancellation policy. 

  • The fees outlined below will be applied without exception out of fairness to other students and for viability of our small business during Covid-19 restricted operations.
  • If you need to cancel your class, you can do so via MindBody (app or online). We are unable to accept cancelations via phone, email or social media.

From Monday 16th November 2020 our policy will be:

For casual class, 10 class and 25 class pass holders, the following cancellation policy applies:

  • {Early cancel} Cancellation more than 6 hours before class will have no charge
  • {Late cancel} Cancellations less than 6 hours before class will forfeit your session*
  • “No shows” to any class will incur a $10 fee

For all other students (including unlimited pass holders, Direct Debit members, intro and welcome back passes) the following cancellation policy applies:

  • {Early cancel} Cancellation more than 6 hours before class will have no charge
  • {Late cancel} Cancellations less than 6 hours before class will forfeit your session and incur a $15 fee*
  • “No shows” to any class will forfeit your session and incur a $20 fee

* The 6am booking policy still applies for all students, where the late cancelation window begins at 9:30 pm the night prior.

From June 22nd – November 15th 2020 our policy will be:

For unlimited members the following cancellation policy applies:

  • Cancellation more than 4 hours before class will have no charge
  • Cancellations less than 4 hours before class will incur a $10 fee*
  • “No shows” to any class will incur a $15 fee

For all other students (including class packs, the Flexible, the Ultimate and the Committed) the following cancellation policy applies:

  • Cancellation more than 4 hours before class will have no charge
  • Cancellations less than 4 hours before class will forfeit your session*
  • “No shows” to any class will forfeit your session and incur a $10 fee

* The 6am booking policy still applies for all students, where the late cancelation window begins at 9:30 pm the night prior.

From November 16th 2020:

  • We recommend adding yourself to the waitlist if a class is fully booked as cancelations do happen.
  • Although waitlisted students are not guaranteed a spot in the class, please treat your booking as if you are coming to class, as late cancel and no show fees will apply for waitlisted students as above. 
  • If you are no longer able to attend a class you are waitlisted for, please cancel your waitlist booking.
  • If a confirmed student cancels more than 1 hour before the class, the next person on the waitlist will be added to the class and our cancelation policy and no show policy will apply. It is the students responsibility to check their booking to see if they have been added to the class from the waitlist.
  • If a confirmed student cancels within the 1 hour before class, the next person on the waitlist will be manually added to the class. In this instance the late cancel and no show policy will not apply to the student added with less than 1 hours notice, however we ask that you respectfully cancel if you can not attend to make room for the next person on the list.

From June 22nd – November 15th 2020:

  • We recommend adding yourself to the waitlist if a class is fully booked as cancelations do happen
  • If a student cancels before the 4 hour late cancelation window, the next person on the waitlist will be automatically added to the class and our cancelation policy and no show policy will apply
  • If a student cancels within the 4 hours late cancelation window before class, the next person on the waitlist will be manually added to the class. In this instance the late cancel and no show policy will not apply to the student added with less than 4 hours notice, however we ask that you respectfully cancel if you can not attend to make room for the next person on the list.

The following policy applies to all 6 am and 6:15 am classes. Please follow the steps below for these classes:

1. Book online: Book in for your chosen class by 9:30 pm the night before.

2Check at 9:30 pm: The evening before, check online that 4 or more students are signed in. Class will be cancelled if there are 3 or less students pre-registered by 9:30 pm. It is up to the student to check online, you will not be personally notified. Students will not be charged if the class is cancelled due to low numbers.

3. Late Cancel or No Show fees apply: Students will be charged a fee without notice in line with the cancelation policy above if canceling after 9:30 pm the night before. Fees will be waived if a doctors certificate is provided.

4. Be fair to fellow students: Booking after 9:30 pm is not in line with this policy and is considered unfair to students who have followed procedure, as a courtesy to your fellow students and teachers, we ask that you please respect this policy.  

  • Full payment must be received 24 hours prior to class commencement.
  • For private or group private lessons, fees paid will be forfeited if the session is cancelled or changed with less than 24 hours notice.
  • A fee of $30 is applicable for changing a class time with less than 24 hours notice.
  • An administration fee of $15 may be charged for all other cancellations or changes.
 

The introductory offer is available only to first time students and only on the first visit to the studio, unless a free class pass or free event pass was used on the first visit. Students found to have used the introductory offer more than once will be charged the casual class rate for classes taken.

The welcome back offer is available only to students who have been to the studio previously, but not within the last 12 months, and is only available to purchase once. If purchasing online, you must email Flex Studios to activate. Students found to have used the welcome back offer more than once, or to have purchased without meeting the eligibility criteria, will be charged the casual class rate for classes taken.

October 2020: In line with Victorian Government Coronavirus restrictions, Flex Studios will be allowed to offer outdoor classes for up to 10 people before we are allowed to recommence classes in studio. All standard Flex Studios Terms & Conditions as outlined above apply to outdoor classes. In addition, the following T&C’s apply:

  • Mats will not be provided, students are required to provide their own mat for class.
  • Masks must be worn at all times, only to be removed during times of heavy exertion causing you to be out of breath or puffing. This is government mandated.
  • Bookings and pre-payment are essential, there will be no facility to accept payment on the spot for outdoor classes.
  • In studio passes are valid for outdoor classes, you must contact Flex Studios to reactivate your pass.
  • All students will be limited to attending a maximum of 1 class per day / 3 classes per week until further notice due to limited class availability. This applies even to unlimited pass holders. 
  • The 6 am booking policy will apply to all outdoor classes (minimum 4 students to run).
  • The late cancelation and no show policy applies to all classes and will be charged without exception.
  • Students are responsible for their own weather protection, please wear sunscreen to ALL classes, and we suggest wearing layers so you can add or remove as required.
  • Students will not be charged for classes cancelled BY Flex Studios due to low booking numbers or severe weather conditions.
  • Students are responsible for understanding government restrictions on travel (eg: 5 km rule) as it applies to them.
  • Flex Studios reserves the right to change or cancel classes or the entire outdoor program without notice.
  • We kindly ask students to acknowledge that outdoor classes will not replicate in studio conditions and that there may be factors out of Flex Studios control including but not limited to weather, temperature, noise, visibility to members of the general public, ground conditions etc. By signing up to outdoor classes you agree to accept these conditions and understand we can not provide the exact same experience outdoors as we do inside.
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