Vicalates Purchase Policy + Terms and Conditions

By accepting this waiver and participating in any class/session at Vicalates (Ventures of Victoria Pty Ltd ABN 81639669819) you consent to, and agree to release the instructor and Vicalates management from any liability according to the following terms. Unless notified, this waiver and release will apply to ALL sessions undertaken at Vicalates.

The client understands that Vicalates sessions are designed for physical activity and that the client voluntarily participates in these sessions with full knowledge that there is a risk of personal injury, property loss or death. The client agrees that neither them, nor their heir, assigns or legal representatives will sue or make any other claims of any kind against Vicalates or its staff and members for any result of personal injury, property damage/loss, or wrongful death whether caused by negligence or otherwise.

The client agrees that Vicalates is in no way responsible for the safekeeping of clients’ belongings while on premises and Vicalates does not assume any responsibility for lost, damaged or stolen personal property. If the client becomes a victim of theft of any object that is on Vicalates premises, they are to report it a member of the Vicalates staff immediately.

Etiquette

Vicalates reserves the right to prohibit entry for any significantly late clients as this not only negatively effects other clients, but the health and wellbeing of the client in question. Late arrivals are asked to kindly notify Vicalates staff as soon as possible. Failure to abide by Vicalates etiquette rules and other policies does grant Vicalates the right to cancel classes/subscriptions/packages for any client at any time. All clients of Vicalates are respected to uphold a level of respectful conduct.

Ability Policy

If a client is under 18 years of age, they are required to have a parent/guardian sign on their behalf to witness this waiver. The client understands that it is their responsibility to consult a physician prior to a regarding their participation in any physical activity (namely, training at Vicalates). Post injury, surgery or pregnancy the client is liable to disclose this information in questionnaires provided and to Vicalates staff and have clearance from their physician/s. Vicalates holds no responsibility for injury or damages if this professional medical advice is not obtained or falsely disclosed to Vicalates. Vicalates instructors and management reserve the right to deny a client if they are not deemed to have adequate ability for the class environment. The client understands that the instruction given to them by the teacher is not always specifically tailored to their ability level and therefore is receptive to adjustments issued by the teacher and to manage their own physical ability by stopping, regressing and proceeding when appropriate.

Cancellation Policy

All cancellations and amendments to scheduled classes must be made no later than six hours before the scheduled class start time. Any cancellations or no-shows made in this six hour period can be subject to a fee ($10 for membership ate cancellations) and forfeit of credit. A $20 no show charge fee applies to all in studio classes regardless of booking credit method. These cancellations must be performed and confirmed by the client through the Vicalates booking software. Request via text or email for a booking to be rescheduled or cancelled does not constitute a cancellation and may result in no show fees being applied. Late cancellations that occur for Virtual classes will not incur fees and credits will be returned up to 2 hours before the scheduled time. Missed classes will not incur a no show fee, but as per our virtual class policy below - access to the class will not be given in lieu.

For private sessions, cancellations or rescheduling must be made no later than 12 hours prior to the scheduled time. Late cancellations or no shows to private sessions will result in the full appointment charge being processed.

Waitlist Policy

Consistent with the cancellation policy, those on the waitlist will be automatically placed into the class when a spot becomes available outside of the six hour cancellation window. The client will be notified by text and email correspondence. Please note that automated placements and notifications will only be notified between 4am and 9pm. Once accepted into the class from the waitlist, if the client no longer wishes to attend, they must cancel their reservation, abiding by the regular cancellation policy. Inside of the six-hour cancellation window (ie. Six hours or less prior to the class start time) the entirety of the waitlist will be notified of the availability and acceptance will be granted on a first come first served basis. These notifications again will only be sent between the hours of 4am and 9pm. In the hours between 9pm and 4am, any availability in a waitlisted class will be shown as available through the booking portal directly, with acceptance granted on a first come first served basis.

Membership Policy

Vicalates offers two recurring memberships, The Vicalates Unlimited and The Vicalates Mini. Both are billed weekly, non transferable and non refundable. If a membership payment fails, an auto-retry will occur at 1, 3 and 5 day intervals from the due payment date. Request of cancellation must be made in writing by email to hello@vicalates.com. A total of four billing cycles must be completed before the membership can be cancelled. Cancellation can occur after this interval at anytime but does require thirty days notice. Request to pause memberships can only occur after the initial four billing cycles and again must be made in writing. All payments must be fulfilled and up to date before a membership can be cancelled. A maximum of 30 days per 12 months of the membership can be paused. Please note that pausing can not be achieved retroactively.

Purchase Policy

Vicalates classes and class packages are non transferable and on refundable. Package expiries are strict and extensions will not be granted. Please note these same regulations apply to any class packages purchased at promotional pricing. All packages are valid from date of purchase.

All non paid bookings will be automatically settled 1 day prior to the booking being fulfilled.

Gift cards are valid for 365 days from purchase.

If a client participates in the referral program, they will receive $20 for every $100 their relevant referee spends through the booking portal.

Virtual Class Access

Access to Vicalates classes virtually is live via zoom. Virtual class participants are responsible for their own equipment and access to the online hosted link. If a client is late or misses the scheduled class this time will not be taught in lieu nor will the purchase of the class be refunded. Participants are also responsible for their own safety and wellbeing and Vicalates holds no responsibility for injury or damages that occur during virtual class. Vicalates instructors and management reserve the right to deny a client if they are not deemed to have adequate ability for the class environment. The client understands that the instruction given to them by the teacher is not always specifically tailored to their ability level and therefore is receptive to adjustments issued by the teacher and to manage their own physical ability by stopping, regressing and proceeding when appropriate. No shows will not be charged for virtual classes.

Photography and Content

Vicalates staff reserve the right to film and/or photograph during class and in/around the studio. This content is sometimes distributed through social media and other marketing channels. If a client does not wish to be filmed/photographed, they are asked to please disclose this to the relevant Vicalates staff. Note also that for virtual classes hosted on zoom those participants may sometimes view clients participating in studio. If a client does not wish to be featured on the zoom class interface and/or recorded they are asked to inform the relevant Vicalates staff. This request may result in the client being repositioned in the room to avoid being on film.

Clients who choose to take images/videos within the class setting and studio are asked to please be respectful of the privacy of other clients.

Pet Policy

Whilst a pet friendly studio, Vicalates staff do request that all dogs are kept on leash whilst in the studio space. During class time your pet must be leashed to your reformer and remain out of the vicinity of either class for the safety and comfort of both the pet and client. Please ensure that your dog behaves in a safe and sociable manner and are comfortable to be polite with other dogs. Vicalates staff reserve the right to refuse entry of clients and/or their pets if behaviour is deemed negligent or unsafe.

Pregnancy Policy

Pregnant women are invited to train at Vicalates; however, must notify staff and instructors of their pregnancy before booking AND are required to complete a private session before being cleared to enter the class environment. Vicalates also requires the client undertake a private session post partum to ensure safety and compatibility to enter back to the class environment. They must also receive clearance from their OBGYN/GP before participating in Vicalates classes or private sessions while pregnant/postpartum. While exercises are likely to be adapted by the instructor the client is primarily responsible for their own training and wellbeing and thus required to reduce or stop any movement that causes pain or is not advised by their health professional. We ask that the client respect the discretion of Vicalates management and instructors if they are not permitted to participate in class due to certain health requirements of their pregnancy. Vicalates does not take any responsibility for health complications caused during pregnancy by practicing Pilates with the studio. Please note that bookings for pre-natal clients are not eligible through ClassPass due to the nature of the third party booking system.