Frequent Poler Membership Terms and Conditions

Welcome to Pole Athletica! These Terms and Conditions explain how your Frequent Poler membership works. By signing up, you agree to these terms. Please read them carefully.

Your Membership Agreement
Your membership starts on the date of your first payment. This agreement covers the services and responsibilities for all Frequent Poler tiers.
 

What Your Membership Includes
As a Frequent Poler member, you receive:

• Access to PoleFit and Enhancement classes based on your chosen tier.
• A 3-week booking window to reserve classes.
• Member-exclusive discounts on practice sessions and extra classes.
 

Membership Fees and Payments
Your membership operates on fortnightly payments automatically charged to your chosen payment method.
Should we need to adjust pricing, you'll receive at least 30 days' notice, and changes won't apply until after your minimum commitment period.Please update billing details at least 5 days before payment via email to [email protected].
 

Minimum Commitment
By purchasing your membership, you agree to a 12-week initial commitment (6 fortnightly payments) starting from your first payment. This allows you to experience the full benefits of our program.
 

Using Your Classes
Classes are added to your account upon payment and remain valid for 21 days. You may book classes up to 3 weeks in advance.
If you join a waitlist but aren't added to a class, email us within that same billing cycle to request an extension to that session's validity.

Canceling Your Membership
After completing your initial 12-week commitment, you may cancel your membership by emailing [email protected] with 14 days’ notice before your next billing date.
Any scheduled payments during this notice period will still be processed.

Pausing Your Membership
You may pause your membership at any time after commencement, subject to these terms:

• Frequency: Maximum twice in any 12-month period.
• Duration: Combined maximum 12 weeks across all pauses.
• Notice: Email [email protected] at least 14 days before intended pause start date to request membership pause.

Pause Fees:

Pauses of 2 weeks or less: No fee
Pauses longer than 2 weeks: $5/week fee (e.g. a 4-week pause = $10)

• Minimum Commitment Impact: Pausing during your initial 12-week commitment extends the commitment period by the full pause duration.
• Access: No class bookings/attendance while paused.

Upgrading/Downgrading Your Membership
You can request one upgrade or downgrade per 14-day billing period; additional requests require approval and may incur an administrative fee.

• Upgrades take effect from the next billing cycle.
• Downgrades are only allowed after your initial 12-week commitment is complete and requests must be submitted in writing at least 14 days before the next billing cycle.

Payment Responsibilities Policy

(a) Payment Failure DURING Minimum Term (First 12 Weeks)

1. First Failure:

  • 3-day grace period to resolve payment.
  • We'll automatically re-attempt payment on Day 3.

2. Second Failure (After Day 3):

  • $14.80 dishonour fee applied
  • Membership immediately suspended
  • All future class bookings cancelled
  • Any unused sessions forfeited
  • Debt Recovery Initiated.

You become liable for:
1. The full outstanding balance for your 12-week commitment period, calculated as: (Total contract value) minus (Payments already made).

2. All debt recovery costs (including agency fees, legal costs, and administrative expenses).

(b) Payment Failure OUTSIDE Minimum Term (After 12 Weeks)

1. First Failure:

  • 3-day grace period to resolve payment.
  • We'll automatically re-attempt payment on Day 3.

2. Second Failure (After Day 3):

  • $14.80 dishonour fee applied.
  • Membership immediately suspended.
  • All future class bookings cancelled.
  • Any unused sessions forfeited.

Account Restrictions:
Blocked from purchasing future recurring memberships.
Must clear outstanding balance before booking any services.
10. Class Cancellations by Us
If we cancel a class due to low numbers, we'll return the session to your account and notify you by SMS. This session will remain valid until your next billing cycle.

Members on the Unlimited Tier do not receive credits for cancelled classes.

Our Waitlist Policy
As a member, you may join waitlists for full classes. If a spot opens, you'll be automatically added - if you have an active session. Please ensure you've enabled SMS notifications in Mindbody.

If you're added to a class and can no longer attend, remove yourself promptly - otherwise, our No Show policy applies.

We recommend caution with early-morning class waitlists as you may be added to the class overnight. Should this occur and you can no longer attend; our Late cancellation and No Show policy will apply. We recommend removing yourself from the waitlist altogether to prevent this from occurring.

Late Cancellation Policy
Canceling within 8 hours of class impacts our small-group access:

  • 1–2 late cancels: Written warning by SMS (no fee).
  • 3rd late cancel: $15 lost-revenue fee.
  • 4th+ late cancel: $42 lost-revenue fee.

These fees help recover lost revenue from unfilled spots in our small-group classes.

No Show Policy
Missing class without notice:

  • 1st no show: Written warning by SMS.
  • 2nd no show: $15 lost-revenue fee
  • 3rd+ no show: $42 lost-revenue fee

These fees compensate for reserved spots that could have been filled by waitlisted students or paying clients. Small class sizes mean last-minute changes significantly impact studio operations. Fees reflect this operational impact.

Unlimited Membership Terms
For our Unlimited members:

• Classes remain subject to availability.

• Unused sessions expire fortnightly – they do not roll over, bank, or accumulate.

• Only book classes you genuinely plan to attend.

• No credits or refunds for studio-cancelled classes.
 

When We May Suspend or End Membership
We reserve the right to suspend or terminate membership immediately for:

• Unresolved payment issues.
• Safety concerns affecting staff or members.
• Providing false information.
• Repeated breaches of these terms.

You will receive an email notification should this occur.
 

Important Final Notes
Membership fees are non-refundable. While we aim for consistency, class schedules may occasionally change - this doesn't invalidate your membership benefits. If you're experiencing financial hardship, please contact us immediately to discuss options. These terms may be updated periodically, and we'll notify you of significant changes.

Pole Athletica will not debit the Frequent Poler's Membership account without reasonable cause. If a payment has been withdrawn incorrectly, please contact us on 02 8272 4444.