Terms & Conditions

Effective Date: June 2025
ABN: 40776321749

By booking or attending any session with Halla Wellness, you agree to these terms.

What We Offer

We provide:

• 1:1 personal training
• Small group training (up to 4-5 participants)
• Online/virtual sessions
• Training programs
• 4, 8, and 12 session passes

All services support general health, fitness, and wellbeing. We don’t provide medical, physiotherapy, or dietetic advice.

Your Responsibilities

When you train with us, we ask that you:

• Arrive on time and ready to train
• Wear suitable clothing and grip socks (we train without shoes)
• Follow instructions for safe exercise
• Tell us immediately about any injury, discomfort, or health changes
• Complete all required forms honestly
• Get medical clearance if we recommend it

We reserve the right to pause participation if safety is a concern – because we care about you.

Payment

• Sessions are paid via EFT or cash unless we’ve arranged otherwise
• Session passes (4, 8, or 12 sessions) are paid upfront
• Pricing may change, but your existing packages will be honored for their validity period

Session Pass Expiry

To help you stay consistent and keep scheduling fair for everyone:

• 4-session passes expire 4 weeks from purchase
• 8-session passes expire 6 weeks from purchase
• 12-session passes expire 8 weeks from purchase

Expired sessions aren’t refundable unless required by law.

Cancellation & No-Shows

We get it – life happens! To keep things running smoothly:

• 12 hours’ notice is required to cancel or reschedule
• Cancellations with less than 12 hours’ notice may result in the session being forfeited
• Emergencies and illness are considered case-by-case – just let us know
• Repeated no-shows may affect your booking priority

Group Sessions:

• Require a minimum of 2 participants to run
• If only one person books, we may cancel, reschedule, or offer:
  • A condensed 1:1 session (no extra cost)
  • A rescheduled class
  • A class credit back to your pass
• We’ll notify you as early as possible if numbers aren’t met

Refunds

• No refunds for missed or unused sessions once purchased
• Refunds for unused passes may be offered with written medical evidence or in exceptional circumstances
• If we cancel a session, you’ll receive a replacement session or credit

Health & Safety

By participating, you acknowledge that:

• Exercise involves inherent risks (injury, muscle soreness, falls, accidents)
• You’re participating voluntarily and accept responsibility for your own safety
• You must disclose any medical or physical conditions that affect your ability to exercise safely

We’re not liable for injuries due to:

• Not following instructions
• Unsafe behavior
• Concealed or undisclosed medical conditions
• Misuse of equipment
• Things outside our control

We maintain a safe environment and follow WHS practices, but safety is a shared responsibility.

Online/Virtual Sessions

For online sessions, you’re responsible for:

• Ensuring a safe space to exercise
• Using appropriate equipment
• Following instructions carefully

We can’t be responsible for injuries in unsafe home environments.

Privacy & Your Information

We collect personal information to keep you safe and design effective programs.
Your information is stored securely and kept confidential.
We don’t share your data with third parties unless required by law.

See our full Privacy Policy below for more detail.

Photography & Media

We may occasionally request to take photos or videos during sessions for promotional use.

• No images or videos will be used without your explicit permission
• Consent is optional and can be withdrawn anytime by contacting us in writing

Our Intellectual Property

All training programs, routines, and resources are the intellectual property of Halla Wellness.

• These materials are for your personal use only
• Please don’t copy, share, distribute, or reproduce content (including session plans, programs, or screenshots) without permission
• We may publish approved sample routines on our website/social platforms for personal use and sharing (with credit)

Right to Refuse Service

We may suspend or terminate services if:

• You behave in an unsafe or inappropriate manner
• You consistently don’t follow safety instructions
• You breach these Terms and Conditions

This protects the safety of all clients and staff.

Referral Rewards

Existing clients who refer a new client may receive a referral reward.

Referral rewards are:

• Non-transferable
• Valid for the referring client only
• Not redeemable for cash
• Subject to availability and may change

Rewards are applied once the referred client completes and pays for their first session or package.

Changes to Terms

We may update these Terms and Conditions as needed. You’ll be notified of changes, and continued participation means you accept the updated terms.

Waiver & Release of Liability

By training with Halla Wellness, you acknowledge and agree to the following:

Assumption of Risk

Exercise involves inherent risks, including but not limited to:

• Muscle strains or sprains
• Falls or equipment accidents
• Cardiovascular events
• Aggravation of existing injuries
• Delayed-onset muscle soreness
• Unexpected medical complications

You voluntarily participate at your own risk.

Release of Liability

To the fullest extent permitted by law, you release and discharge Halla Wellness, its trainers, employees, agents, and contractors from all liability, claims, demands, actions, or causes of action arising from any injury, loss, or damage while participating in training sessions, except where required by Australian Consumer Law.

This includes injuries caused by:

• Your own actions
• Failure to follow instructions
• Pre-existing or undisclosed medical conditions
• Improper use of equipment
• Risks inherent to exercise

Medical Disclosure & Your Responsibility

You affirm that:

• You’ve completed medical and pre-exercise screening honestly
• You’ll notify us of any change to your health
• You’re responsible for seeking medical clearance if recommended
• You’re responsible for monitoring your own condition during exercise

We’re not medical professionals and can’t diagnose or treat medical conditions.

Emergency Consent

In the event of an accident or medical emergency:

• You consent to first aid within our trainer’s certification
• You consent to emergency services (000) being contacted if required
• You consent to your emergency contact being notified

Understanding

By participating, you confirm that:

• You’ve read and understood this waiver
• You understand the risks associated with exercise
• You agree to participate voluntarily
• You understand this affects your legal rights
• You sign it freely without coercion

Privacy Policy

Purpose: We’re committed to protecting your privacy and handling your personal information responsibly and transparently.

Information We Collect

We collect personal and health information to provide safe, appropriate, and personalized fitness services.

This may include:

• Full name and contact details
• Emergency contact information
• Health history and pre-exercise screening responses

How We Use Your Information

Personal information is used solely for:

• Delivering safe and customized training programs
• Meeting duty of care and safety obligations
• Maintaining accurate client records

Storage & Security

• Paper records are stored securely and accessed only by the trainer
• Digital records (where used) are password protected and stored securely
• Personal information is retained only as long as necessary for business, legal, insurance, or safety purposes

Use & Disclosure

• Personal information won’t be shared with third parties without consent, unless required by law
• In a medical emergency, relevant information may be disclosed to emergency services to protect your safety

Access & Corrections

You may request access to, or correction of, your personal information anytime by contacting us.

Privacy Concerns

Any concerns about privacy or the handling of personal information can be raised directly with us and will be addressed promptly and respectfully.

Compliance

This Privacy Policy aligns with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

Cancellation & Refund Policy

Booking & Communication

Confirm or cancel sessions via Facebook Messenger. A minimum of 12 hours’ notice is required for cancellations.

Cancellations

• Less than 12 hours’ notice may result in the session being forfeited
• Emergencies or illness will be considered case-by-case
• Repeat no-shows may affect future bookings

Refunds & Passes

• No refunds for missed sessions
• Refunds for unused passes may be considered for medical reasons with supporting documentation
• Pass expiry periods:
  • 4-session passes expire 4 weeks from purchase
  • 8-session passes expire 6 weeks from purchase
  • 12-session passes expire 8 weeks from purchase

Important Information

Footwear Policy

• Training is performed without shoes to improve mobility and technique
• Grip socks recommended for hygiene and safety
• Training shoes allowed only when medically required

What to Bring

• Comfortable workout clothes
• Full water bottle
• Small towel (optional but encouraged)
• Personal items you may need (asthma puffer, medication)
• Your own exercise mat if you prefer (shared mats available)

Studio Access

• Our studio is in a converted space in our home
• There’s a small step into the house and a step down into the studio
• Please arrive no more than 5 minutes early (sessions may run back-to-back)
• Storage shelf available for personal items (not lockable – leave valuables at home)
• No public water fountain – bring your own water

Emergency Information

First Aid Kit Location: In studio
Nearest Hospital: Castlemaine Health, 142 Cornish Street, Castlemaine VIC 3450
Trainer Contact:
Sarah West
Kyle West

Emergency Response Procedure

If an incident occurs:

1. Cease training immediately
2. Apply first aid or contact emergency services (000)
3. Notify the client’s emergency contact
4. Record the incident and actions taken
5. Review safety practices and update procedures

Contact Us

Questions about our policies?

We’re here to help! Get in touch anytime:

Email: support@hallawellness.com.au

Studio Location:
Elphinstone, VIC 3448
(Exact address provided upon booking)

These policies are designed to keep you safe, informed, and supported. Welcome to Halla Wellness – where fitness feels like home.