1. Introduction

These Terms govern your use of Bodyfix Physiotherapy & Exercise Physiology’s services, including any subscription programs, education, treatment, classes, telehealth, and in‑clinic appointments. By booking or subscribing, you accept these Terms, acknowledging they are subject to change.

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Group Classes

Before commencing exercise:

If you are a new client of Bodyfix Physiotherapy, or if you have not attended our clinic within the past 12 weeks, we strongly recommend scheduling a pre-commencement orientation session with one of our Exercise Physiologists or Physiotherapists. This session is designed to assess your suitability for participation in our studio and reformer classes, ensuring that the exercises align with your current health status and physical capabilities.

Should you choose to participate without this recommended session, you acknowledge that you do so at your own risk. While Bodyfix Physiotherapy will take all reasonable measures to ensure a safe environment, we cannot be held liable for any injury, adverse reaction, or health-related complications arising from participation without prior assessment.

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2. Subscription Services (Membership Programs)

2.1 Enrolment & Billing

• Clients may purchase subscription packages (e.g. memberships).

• Billing is automatically processed every four weeks unless otherwise agreed.

2.2 Use and Expiry

• Sessions must be used within the subscription period (e.g. four‑week billing cycle). Unused or missed sessions do not roll over to future cycles.

2.3 Pausing or Cancelling Subscriptions

• To pause or cancel a subscription, email [designated clinic email] at least 7 days before the next billing date.

• Pauses must be for a minimum of ...............

• Cancellations take effect at the end of the current billing cycle; no refunds are provided for unused sessions post‑cycle.

3. Class Packs

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 7 Day Cooling Off Period/Cancellation Period  

 All memberships incur a 7 day cooling off period where you are able to cancel your membership any time before 5pm on the 7th day. Cancellation must occur in person, over the phone or via email to our Reception team at reception@bodyfixphysio.com. To cancel your membership after the cooling off period, notice must be given 2 weeks before your next billing period.

 

All memberships require a valid credit card or direct debit card linked to your account which will be billed upon membership renewal unless advised of cancellation of membership.

 

Subscription Payments

 By commencing your membership, you are providing consent for the direct debit of your fees from your nominated card. You agree that it is your responsibility to have sufficient funds on the nominated card so that payment is made to Bodyfix on time and in full.  

Bodyfix accepts no liability to you for drawing funds to meet  the terms and conditions under this Membership Agreement, including without limit, the Direct Debit Decline Fee, Administration Fee and any additional charges imposed by your financial institution due to insufficient funds or credit in your nominated account/s.

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Failure to uphold the terms of your membership where multiple direct debit declines incur, Bodyfix has the right to try to recover the costs and terminate your membership after 3 attempts. If all attempts fail, your membership will be cancelled and you will be notified by phone or email.

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Increases in Membership Fees

Memberships may increase in fees as of the 1st of July each year with sufficient notice given to clients of the new schedule of fees which impact their agreements. If you do not wish to accept the proposed fee changes than notice under the cancellation policy in Clause 3 will need to be provided.

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If the minimum cancellation timeline is not given you may be charged for the next billing period.

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Changing Membership Tier

You may change your membership tier at your next billing cycle and not during. No pro rata refunds will be given for unused subscription services for the billing cycle.

 

1. Pausing my Membership

You can pause your membership at any time given 7 days notice to the Reception team via email or in person. Dates for pausing must be provided for pausing and reactivating your membership. If you fail to provide the correct dates, then further fees may incur. The minimum period of pausing is one (2) week with a maximum of twelve (12) weeks per calendar year.

 

Late Arrivals to Classes: If a client is more than 10 minutes late to a class, Bodyfix may not be able to accommodate the  person in the session. This decision will be made at the discretion of the class accredited practitioner and will depend on the time allocations for the class.

 

No-Show to Classes: If a client fails to attend their scheduled class without previous notification, a cancellation fee of 100% will be charged to the client (either the deduction of a pass or an invoice via email). We understand that unforeseen circumstances can arise, and we will take these into consideration on a case-by-case basis.

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3. Appointment Booking & Payment

3.1 Booking Confirmation

• Appointments may be booked online, via phone, or at reception. A booking confirmation (by SMS, email or in person) indicates your agreement to these Terms.

3.2 Fees and Payment

• Fees are payable at or before the appointment or according to your subscription program.

• The clinic accepts private health rebates, Medicare Chronic Disease Management, NDIS, Work Cover, DVA, and other Third Party Insurers. 

4. Cancellation & No‑Show Policy for Physiotherapy & Exercise Physiology Appointments

4.1 Standard Notices

• In‑clinic and telehealth appointments: Please provide at least 24 hours’ notice before a 30 minute appointments and 48 hours' notice for a 1 hour scheduled appointment times to avoid charges. 

4.2 Fees for Late Cancellations / No‑Shows

• Cancelling or rescheduling with less than the required notice may incur a fee of 100% of the scheduled appointment. 

• Failure to attend without notice (“no‑show”) will result in a 100% standard fee.

• Continuing to cancel without notice on more than 2 sessions, you will be required to pay upfront for your next session and this will be non-refundable or unable to be used as a credit should you not attend or give sufficient notice.

4.3 Extenuating Circumstances

• We review genuine emergencies or sudden illness individually. Suitable documentation (e.g. medical certificate) may result in fee waivers at clinician or practice manager discretion. 

• If the clinic reschedules or cancels a class, we will be unable to have a make‑up, due to availability.

5. Consumer Rights & Refunds

• All practices follow the Australian Consumer Law: terms must be fair, transparent, and clearly communicated at the time of booking or subscription purchase. 

• Cancellation fees are not refundable once incurred, except as allowed under extenuating circumstances or by law.

• Service changes or cancellations by the clinic will allow you to reschedule or receive credit; refunds may be offered at the clinic's discretion.

6. Limitation of Liability & Consent to Treatment

• Clients acknowledge that physiotherapy and exercise involve physical contact and accept inherent risks.

• Bodyfix and its staff are not liable for loss or damage to personal property.

• Clients are responsible for fully disclosing injuries, medical conditions, and changes in health status.

7. Modifications to Terms

• Bodyfix reserves the right to update these Terms periodically.

• Material changes will be communicated via website update, email, or clinic signage. Continued use of services after notification constitutes acceptance.

8. Contact & Dispute Resolution

• Questions or concerns regarding these Terms, billing or cancellation charges can be directed to reception@bodyfixphysio.com.

• We aim to resolve disputes promptly and fairly, in line with our commitment to transparent and trusting client relationships

• 9. Privacy, Confidentiality & AI Utilisation

• 9.1 Privacy Commitment
  Bodyfix complies with the Privacy Act 1988 and the Australian Privacy Principles (APPs). We collect and manage your personal and health information with the highest standards of confidentiality and security.

• 9.2 Collection and Use of Personal Information
  We collect information necessary to provide safe and effective care, including health history, contact details, payment data, and session notes. Your data may also be used (with safeguards) to improve service quality, clinic operations, and treatment outcomes.

• 9.3 AI and Digital Tools
  Bodyfix may use AI‑enabled tools to assist with clinical documentation, appointment management, exercise prescription, and administrative workflows. These systems are designed to support—not replace—human clinical judgment. No automated decisions are made about your care without clinician oversight.

• 9.4 Confidentiality
  Your health information is stored securely and only accessible to authorised clinical and administrative staff. We do not share your data with third parties unless:

• Required by law,

• Necessary for clinical handover or referral, or

• You have given express consent.

• 9.5 Consent to Use Services
  By engaging our services, you consent to the collection, storage, and appropriate use of your information as described here and in our Privacy Policy. You may withdraw consent at any time, though doing so may affect our ability to provide services.

9. Acceptance

By booking, subscribing, or attending an appointment with Bodyfix Physiotherapy, you confirm that:

• You have read and accepted these Terms;

• You agree to comply with the cancellation policy; and

• You have provided accurate health information.

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