Kids Terms & Conditions

OVERVIEW

Our compulsory Annual Membership and Registration package includes: Queens of Pole Fitness & Dance Membership across all studio locations wherein Kids Classes as offered, Insurance and a club member shirt.

The Queens of Pole Fitness & Dance membership registration is valid 364 calendar days from the date of the first payment. Payment must be made in full before Students can participate.

Our Memberships “rolls-over” each term. The new year’s membership package is debited automatically in advance. Please see your Queens of Pole app or online. Portal for future direct debit processing dates.

Please note that payment is non-refundable once payment has been made.

ADMINISTRATION HOURS

Front Desk is open Monday to Thursday, 6pm-9pm around class sessions. You can contact Front Desk via Facebook, Instagram, email admin@queensofpole.com or on 0452468151 at any time during the day and every effort to respond within 24 hours will be made, please be patient as most times we are in classes teaching.

ASSUMPTION OF RISK

Like any sport or physical activity, participation in pole fitness carries inherent risk of injury. Many pole fitness activities require inversion (turning upside down) of the body, the sport by its nature carries a risk of head and spinal injury. This risk is greatly controlled in a supervised class with a qualified and experienced instructor. Parents should explain this risk to their children prior to accepting membership.

BOOKING FLEXIBILITY

If your current time or day no longer suits you, we can easily move your booking to an available and alternative day or time. If the class you would like to move to is full, you can be added to the waitlist on the class. As soon as a space becomes available, our team will make contact to offer the position. Please note, all classes are subject to availability.

CANCELLATION

I may cancel my membership by giving written notice to admin@queensofpole.com or completing the 'Cancel my Membership' form on the Studio's website www.queensofpole.com at least 7 business days before a new term is scheduled to commence, to allow time for cancellation of debits. If a cancellation request is submitted with less than 7 business days notice, a late cancellation fee may be charged. If no re-enrolment request is received, nor a cancellation request, you may be charged a 1 week cancellation fee. I will be required to pay all fees up until that date and any outstanding fees for other services already supplied to me, regardless of whether or not I use the studio after the date of my notice. If collection or legal services are needed to collect any unpaid amount, I am responsible for all costs of collection, including solicitor's fees of Studio Owner. If I die or become totally or permanently disabled, upon reasonable written notice to the Studio with proof of the death or disability, either I or my estate may cancel this Agreement and receive a prorated refund of the unused portion of membership fees incurred.

CASUAL CLASSES

We offer both Kids and Adults classes at our studios. Our schedule can be found via the Queens of Pole or our website. To download our app, please search “Queens of Pole” in your app/playstore. it is your responsibility to make sure you are booking your child(ren) in for the age appropriate classes. Any minor bookings in an adult class will be cancelled out. Casual Classes can be attended where sufficient Membership has been purchased or a 5/10 pack pass has been purchased. You can purchase either of these options through the Queens of Pole app or website.

CHILD SAFETY

At Queens of Pole Fitness & Dance, we pride ourselves on being a child safe environment. We are committed to the protection and welfare of ALL children and young people. We respond to child safety concerns swiftly and appropriately.

CHILD PROTECTION POLICY

In fitting with the studio’s Child Protection Policy, it has been shown to be necessary to implement a policy on acquiring images of children. This is due to the potential risks of child abuse posed directly and indirectly to children and young people through the use of photographs on sports websites and in publications. Evidence indicates that information posted on an internet site or published materials can be used to target children, to locate them, and then to condition or ‘groom’ them for abuse or exploitation. There is also evidence that some individuals will visit the sporting events to take photographs or video footage of young and/or disabled sports people for inappropriate use. Images can also be altered or adapted for inappropriate use.

OBJECTIVE:

Queens of Pole Fitness & Dance will endeavour to safeguard children by:

Adopting child protection procedures and a code of practice for all who work on behalf of the organisation;

Reporting concerns to the authorities;

Following carefully the recruitment and selection procedures for staff, contractors and volunteers; and

Providing effective management for staff, contractors and volunteers through support and training.

Queens of Pole Fitness & Dance is also committed to reviewing its Child Protection Policy and Code of Practice at regular intervals.

RESPONSIBILITIES: All visitors to the studio are required to: If acquiring an image of a child, permission needs to be obtained from the student’s parent/guardian prior to taking the child’s image. Ensure that all concerned are aware of the way in which the image is to be used.

All persons taking photographic/video images (including spectators, parents, instructors, professional photographers or members of the media) at an event must register prior to acquiring any images. Registration forms will be provided at each event and will require information such as name, address, license number, reason for taking photograph/video, and what the intended use of the images is.

Only photos of appropriate images of the child, relevant to the sport, will be permitted. The minor must be suitably clothed and in modest poses. It must be considered that pole fitness and dance requires children to wear minimal clothing and to be in unusual body positions/poses, and that these images can be potentially misused.

Consent must be given by the child’s parent/guardian before any personal information can be displayed with or without the inclusion of an image. Personal information would include such things as address, phone number, email address, attended school, hobbies, likes/dislikes etc.

Photos or video images will not be approved outside of the event venue or at the home of a child unless parent/guardian consent is obtained and that they agree to be present at the photo session.

During the year some video footage or still photography may be taken of the child to be used for instructing or instructor education purposes. These images will not be used outside of the studio or made accessible to the public without first obtaining permission from the child’s parent/guardian.

PROCEDURE: It is Queens of Pole Fitness & Dance policy that:

Birthday parties – Only those registered to take photos will be allowed to photograph the party participants. The studio will provide a scheduled photo opportunity during each party. Photos can only be taken during this allocated time.

Daily class times – Photography and videoing of children during class time is forbidden, if you wish to take photographs or video of your child in a class, you must first make prior arrangements with administration before the class and if possible, a photo opportunity will be arranged for your child after their class.

Events – All persons taking photographic/video images (including spectators, parents, instructors, professional photographers or members of the media) at an event must register prior to acquiring any images. Registration forms will be provided at each event and will require information such as name, address, license number, reason for taking photograph/video, and what the intended use of the images is. You will be provided with a tag stating your registration number and your name. You must be clearly visible at all times, if you do not have your registration number and name clearly displayed you will be asked to cease all photography or videoing activity. If you do not comply with this request you will be escorted from the building by studio personnel.

CODE OF PRACTICE

Queens of Pole Fitness & Dance expects that all staff, which for these purposes includes anybody in paid or unpaid work on its behalf, will be aware of this Code of Practice and adhere to its principles in their approach to all images of children. It is not appropriate for a staff member to have images of a child or young person on their personal device as identified in the Acquiring Images of Children policy. Images obtained for studio promotional purposes should be shared to the private/closed groups available for this purpose. Any images obtained cannot be shared on to personal Social Media platforms.

Only studio issued and maintained mobile devices should be used for the purpose as a coaching aid. No personal devices should be used in this context.

Only senior staff with administration rights to the studios social media platforms are entitled to use their phones for the capturing of images and video but these must be directly to the platform. No images can be stored on personal devices.

CLASS CANCELLATIONS

From time to time, classes may be cancelled due to unforeseen circumstances including instructor illness/availability issues, extreme weather-related events, and other unexpected circumstances. If your child’s class is cancelled, you will be notified as soon as possible via email and SMS. A credit or similar will be added to your account for the cancellation.

CLASS DATES

Our Kids Class programs run right through from the start of Term 1 to the end of Term 4 (QLD State School Terms). All bookings are ongoing and roll-over each week. If you no longer wish to attend, please submit your cancellation request in writing (see cancellation policy). During the school holidays we also offer our School Holiday Program for an additional cost. More information about our school holiday program is available on our website and through our social media!

CLASS EXPECTATIONS

Dropping Off and Picking up Kids Members We ask parents to drop off and pick up their children from inside the venue. Due to safety reasons, please ensure your child is on time for class. If you anticipate a late collection, please contact Queens of Pole Fitness & Dance as soon as you can. Children will not be permitted to leave the studio without a parent/guardian in attendance in reception.

CLOTHING

Studio training apparel is available however not compulsory. Once your registration is complete, each member will receive a complimentary membership shirt. Skirts, tutus and jewellery must not be worn, this includes watches, fit bits, smart watches, bracelets, necklaces and rings, however small stud earrings are permitted. Queens of Pole Fitness & Dance is not responsible or liable for any members personal property being misplaced or damaged if brought into the venue. For safety reasons, it is recommended members with long hair tie it back. If a child attends class without a hair tie, staff will be able to provide one and assist the member with putting their hair up if needed.

COLLECTION & LATE FEE POLICY

We are dedicated to the safety of your children while they are in our care. At the end of class, all members will need to be collected by a parent/caregiver. If the collecting parent/caregiver is delayed through unavoidable circumstances, please contact Queens of Pole Fitness & Dance team to advise. Our staff will continue to supervise your child until they are collected. In some circumstances a late collection fee of $10 per 10 minutes may be applied to your account.

COMMUNICATION

Email Our primary method of communication is via email. When you are first added to our database, you are subscribed to all email communications. Please note, if you click the unsubscribe button at the bottom of any of our emails, you will no longer receive any email correspondence from our club. This includes important emails regarding upcoming direct debits, pricing, class changes etc. Queens of Pole Fitness & Dance takes no responsibility for any missed correspondence due to unsubscribing. Queens of Pole app Alerts Our office team sends out app alert messages in important situations such as class cancellations, failed direct debits, weather closures, etc. Please ensure you keep the “subscribed” checkbox ticked on the parent portal to continue received these messages. You can reply to these app alerts or if you would like to get in contact with a staff member regarding the alert received, please contact our Ormeau studio on 0452468151. SMS Our office team sends out text messages in important situations such as class cancellations, failed direct debits, weather closures, etc. Please ensure you keep the “texting” checkbox ticked on the parent portal to continue received these messages. If you would like to get in contact with a staff member regarding the message received, please contact our Ormeau studio on 0452468151.

COOLING OFF PERIOD

If I wish to cancel this Agreement, I may do so by emailing written notice to admin@queensofpole.com. The notice must say that I do not wish to be bound by the Agreement and must be delivered before the first scheduled course class I enrolled into. In the event you do cancel your membership before your scheduled first class, you will forfeit your deposit. Refunds will be made no later than 14 days after the day on which the studio was informed about my decision to cancel. The refund will be made using the payment method I used for the initial transaction; there are no cash refunds.

FACILITIES & SERVICES

The Studio reserves the right at any time to delete, discontinue, repair or replace the facility equipment without any effect on this Agreement. The Studio may be closed for up to two weeks each year for maintenance purposes.

FAILED PAYMENTS

All payments are debited weekly, on the Thursday of each week of term, unless written request submitted to admin@queensofpole.com to change to an alternative calendar day has been supplied. If the Thursday falls on a Public Holiday, the payment may be taken on the following business day. In the event that you register your membership after week 1 payments have been processed, your payment day defaults to that day of registration. In the event a payment declines, every attempt will be made by. Queens of Pole Fitness & Dance to notify you same day of the failed payment. The following procedure will be undertaken for any payments which decline: i. The debit amount will be processed the next business day. As a courtesy to the customer, we will attempt to send an email and text message notifying the customer that their debit was dishonoured and that it will be retried the following business day. ii. A $16.90 dishonour fee is charged is for the initial failed payment (per scheduled payment week) iii. Each additional failed payment after the initial failed payment will incur a $6.50 admin processing fee iv. The customer is unable to attend classes at any Queens of Pole Fitness & Dance until the outstanding fees have been brought up to date, as per studio rules.

FEE & DIRECT DEBIT POLICY

No part of a Membership is transferrable, either to cash, credit or another person. If part of your membership is not redeemed within the time period for the membership inclusion period, that portion of the membership is forfeited. You may not transfer any of your membership inclusions to another person, party, or term other than the booked student in the booked term. All payments are debited weekly, on the Thursday of each week of term, unless written request submitted to admin@queensofpole.com to change to an alternative calendar day has been supplied.

FIRE PROCEDURE

Our staff are trained to evacuate members and participants from the building quickly and efficiently should the need arise. If required, please evacuate yourself and any others directly to the designated meeting point for your venue. Specific evacuation procedures and maps are posted at each venue indicating the exits and designated meeting point. Please familiarise yourself with these procedures at any venue you attend

INJURY & SPECIAL CIRCUMSTANCES

If a child is absent due to injury, please provide our staff with a current medical certificate advising the dates that cover the absences. We are unable to place a medical hold on your booking. There may be occasions where you are required to provide a medical certificate confirming fitness for returning to classes. Please speak to staff for clarification and advice.

LATE CANCELS & NO SHOWS

The Cancellation and No Show Policy applies to all reservations made by Members, casual visitors and guests for Queens of Pole services unless otherwise stated. Unless otherwise stated by Queens of Pole, all Course Classes, Casual Classes and Open Practice services at Queens of Pole have a ninety (90) minute cancellation policy. All Workshops have a 24 hour cancellation window and Private Lessons have a 4 hour cancellation window. All cancellations must be made with the notice period before the scheduled start time ("Cut Off Window") of the reservation, irrespective of the time the booking was submitted. It is your responsibility to ensure any cancellation you action on your Queens Pole Account has successfully been applied. The Cut Off Window is subject to change and with immediate effect in the event we reduce/increase the Cut Off Window from nintey (90) minutes hours. In the event the Cut Off Window is increased from ninety (90) minutes, notice will be provided on the Website at least seven calendar days prior to taking effect. In the event of a late cancel (less the above listed time periods), or no show on a course class, casual class or open practice the following will be applicable: a. cancellations applied from ninety (90) minutes or less prior to the scheduled class start time for casual classes and/or open practice will result in a used class pass and incur a $10 fee that will be added to your GymMaster account and debited from your account on the following Thursday; b. you do not participate in your reservation ("Non-Attendance" or "No Show") and fail to cancel your reservation will result in a used class pass and incur a $10 fee that will be added to your GymMaster account and debited from your account on the following Thursday.

LIMITATION OF LIABILITY

I agree that, except for any legal responsibility that Studio Owner cannot exclude in law (such as for death or personal injury), Studio Owner are not legally responsible for any: (i) losses that (a) were not foreseeable to me and them when the contract was Studio Owner or Licensor; (ii) business losses; or (iii) losses to non-consumers.

LOST PROPERTY

Lost property is placed in the lost property boxes at all our studios. At the end of each term if lost property is not collected, it will be donated to a local charity. The club accepts no responsibility for any items left behind at the gym. Queens of Pole Fitness & Dance takes no responsibility for any lost or damaged personal belongings left at the venue.

MAKE UP CLASSES

We will make every effort to accommodate your make-up request, however, lessons/classes are strictly subject to availability. All makeup tokens expire at the end of the enrolled term and cannot be rolled over to the new term. Make-up classes are only available to members who are enrolled in a current program. Make Ups are non-transferable or refundable. Unfortunately, we are unable to refund for missed classes, children who leave early or arrive late. If you anticipate an absence, please mark your child as absent through the App or in the member portal.

MEDICAL

Please notify reception of any medical or disability information which may be significant to us. All potentially serious medical conditions require an action plan including a photo of the member, which will be available to all Staff. If your child requires emergency medication, it must be given to the staff at the commencement of class. Please ensure a medication form is completed and signed. Please don’t send your child to class if they are unwell. If you child is displaying symptoms of any sickness, we will contact you to pick them up from class.

MEMBER OBLIGATIONS

This Agreement is a legally binding obligation for which I am financially responsible. If I have a prepaid/pay in full membership, I acknowledge that the fee paid is not refundable under any circumstances. If I have a term membership, my membership will automatically renew after the term ends and I will continue to be billed according to my regular billing schedule unless I provide notice of cancellation. I agree not to conduct any kind of commercial or business activity in the studio and will not act as a personal trainer for anyone within the studio. I understand I am responsible for updating my address and contact information.

MEMBERSHIP PAUSE

I have the right to pause my child’s membership for a minimum of two weeks and up to four weeks per calendar year, during which time I will be charged the pause rate (as per the pause terms and conditions available on our website www.queensofpole.com/pause-application). A membership cannot be cancelled during a freeze period.

MINIMUM AGE

All membership holders of the studio must be a minimum 14 years of age. All minors under the age of 18 are restricted to access during staffed hours only, and a parent or legal guardian must sign the membership agreement. Minimum age accepted may vary (but is never below the minimum age of 14 for adult classes) and is at the discretion of the studio owner. For our Kids Class and all variations of our Kids Class offerings, minimum age is 5 years.

MISCELLANEOUS

This is the whole Agreement between the parties with respect to the Membership Terms and Conditions and supersedes any prior understandings or agreements of the parties whether written or oral, express or implied. With the exception of pricing changes from time-to-time as noted above, this Agreement may not be amended or modified except in a writing signed by both parties.

PARENTAL/GUARDIAN EXPECTATIONS

Trust in the journey: All our instructors have years of experience within the sport. Some members may take a little more to develop the skills and strength needed to upgrade, whilst others may learn quickly. Staff will always put your child’s safety first. Members will not be moved to the next level until they are ready. Trust in our staff: Our staff are here to keep members safe whilst learning an incredibly fundamental sport. We follow guidelines and policies set out by our industry to ensure members develop at their own pace, are spotted and supported correctly. Members are placed in a suitable level for age and ability we do not focus on levels or push members past what they are physically and mentally capable of. Mutual respect: Members will learn behaviours from all influences within their world, including parent, teachers, and coaches. We ask that parents treat all our members and staff with respect, equally we expect the same of our members and staff towards parents.

PAYMENT AUTHORISATION

This is the whole Agreement between the parties with respect to the Membership Terms and Conditions and supersedes any prior understandings or agreements of the parties whether written or oral, express or implied. With the exception of pricing changes from time-to-time as noted above, this Agreement may not be amended or modified except in a writing signed by both parties

PRICES

From time to time, and not more than once per year, the Studio Owner may need to increase the price of my membership fees. The Studio will give at least 30 days' notice of any incoming price increase, and will make it very clear when the price increase will take effect and how much my membership will cost after the increase. During this period, I will have my usual right to terminate my membership in accordance with the membership terms and conditions. If I do not terminate the membership by the date given to me in the notice then the price of my membership will be increased in accordance with the notice provided.

PHOTOGRAPHY

Keeping in line with our Acquiring Images of Children Policy, it is strictly prohibited for parents or guardians to take photographs or video images of children in the studio. All staff are advised that if a member requests to take a photograph or video footage of a child, they must first register with reception and consent must be obtained from the relevant parent/ guardian. Arrangements for photo opportunities may be made with the staff after or before a class, see member services for further assistance. Representatives of Queens of Pole Fitness & Dance social media and coaching team may take video or still images of the members for training, educational, administrative, or promotional purposes. If you do not want your child to be captured in these images, please email admin@queensofpole.com and we will put a “no-photo/video” alert on your child’s account.

PRIVACY POLICY

In accordance with the Privacy Amendment (Private Sector) Act (2000), the information we collect about you will be used primarily for matters specifically related to participating in pole fitness and/or if a secondary purpose is related to the primary purpose and one could reasonably expect such use or disclosure. Outsourced service providers who manage the services we provide to you including our professional advisors, our accountants, auditors and lawyers, government and regulatory authorities and other organisations, as required or authorised by law. We limit the use and disclosure of any personal information provided by us to such organisations for the specific purpose for which we supplied it. If you choose not to provide personal information, we may not be able to provide you with the services you require, or the level of service on which we pride ourselves.

QLD Blue Card (WWCC)

All staff and volunteers are required to hold a valid Blue Card issued by the Queensland Government’s Commission for Children and Young People and Child Guardian. Studio operations maintain records of all staff requirements.

QUEENS OF POLE PARENT PORTAL

The parent portal can be accessed on our website https://www.queensofpole.com/members-area , via the link on our website or by downloading our app. You will automatically have an account created for you when you enrol with us. If you can’t access your portal or need assistance with this, please email admin@queensofpole,com with any error message you are receiving so the team can investigate. You will be able to manage your child’s bookings, notify absences, make payments, and much more! To download our app, please search for “Queens of Pole” in your app/playstore.

RECREATIONAL EVENTS

The studio holds several optional events for our members throughout the year. These events are designed to provide an opportunity for our members to showcase their skills to parents, relatives and friends that would not usually get to see their progress. They are engineered to promote your child’s confidence and generate a sense of pride in their abilities. Attendance is optional and is at an additional cost to participate. The event will be advertised on our social channels and within the venues.

RENEWAL OF ENROLMENT

If you do not wish for your registration to automatically renew for the next term courses, we must receive your request to cancel in writing at least one (1) week prior to the final direct debit date for the block. (Ie. If you wish to not cancel your child(ren)’s enrolment, request to cancel via the app, online portal or in writing must be submitted by Wednesday of Week 4 of the currently enrolled 5 week term).Please make sure your contact details are kept up to date via the app/portal, so you don’t miss important updates from the Club.

SAFETY

Queens of Pole Fitness & Dance reserves the right to refuse or review a position in any group or class without a warning or counselling where an instructor feels that an individual presents a risk to the safety of him/herself or others. Failure to follow instructions or act in a reasonable, sensible way may constitute such a risk. Physical or verbal abuse of a member, other parents or staff member may constitute such risk. Breaching the club’s code of conduct may result in a membership termination.

SPOTTING OF STUDENTS

Spotting is the physical assistance or correction of a skill through the use of the instructor’s hands or specialized spotting equipment. It is a very important part of training, and it is important that parents are aware that staff will be physically assisting your children in the performance or correction of skills from time to time especially in the early learning phases of a skill. Spotting is also used during flexibility training to ensure correct body alignment, posture, and to assist students in improving their range of motion.

STAFF

Our welcoming and qualified staff are always happy to assist and develop your children into better athletes. All staff hold accreditations with either IPDFA or Ecole de as well as X-Pert Fitness Pole And Aerial Certification or are in the process of gaining their accreditation. Staff who are in training are under the supervision of qualified instructors. Many of our staff also hold tertiary qualifications in Physical Education, Sport Coaching, Exercise Physiology, Pilates, Dance. All staff hold a current Provide First Aid certificate or equivalent. On occasions your child’s regular instructor may be unavailable to take their class. Whist we do our best to remain consistent, sometimes we will be forced to change instructing staff without notice or communication to members. Staff are not permitted to give out personal mobile numbers. Parents/guardians should not contact instructors in this way. Any contact with instructors should come through official club channels.

VIEWING ETIQUETTE

We understand that little people do get anxious when trying new things, you (as the parent/guardian) are welcome to remain in the reception area for any part of the class duration should you or your child(ren) feel the need. Please refrain from lingering in the studio space as this can be quick distracting to your child(ren) students and staff. Parents should refrain from making comments related to the skill level, performance or ability of members or coaching staff while in the studio as this may be offensive and hurtful to other parents or child(ren) within the area.

CHANGES TO TERMS & CONDITIONS

Queens of Pole Fitness & Dance may at times, add to, edit, or delete terms and conditions of the Club’s policies. This can include our opening hours, services, and membership terms. The most up to date terms and conditions always apply. Queens of Pole Fitness & Dance will provide notice via the parent portal or email, or alert via your Portal to review and agree.

Last Updated May 21, 2024