Rules and Regulations

The Rules and Regulations apply to all members and guests of KĀYA Health Clubs (Kaya Prahran Pty Ltd, Kaya Emporium Pty Ltd, or Kaya Chadstone Pty Ltd) (“KĀYA”, “we”, “us”, “our”) as applicable. Reference to “members” in the Rules and Regulations includes “guests” unless explicitly excluded or the context necessitates their exclusion.

The Rules and Regulations, and the interpretation thereof, are subject to change at management discretion. KĀYA will endeavour to notify members of material changes with reasonable notice. Members should ensure that they are familiar with the current Rules and Regulations at all times.

Code of Conduct

The mandatory Code of Conduct must be adhered to by all Members and guests to maintain a safe, inclusive, and enjoyable environment. Members must comply with all applicable Occupational Health and Safety requirements under the Occupational Health and Safety Act 2004 (Vic) and must not engage in any conduct that places themselves or others at risk of physical or psychological harm. Any internal signage displayed in the club forms part of these Rules and Regulations. The following conduct is strictly prohibited and may result in immediate suspension or termination of membership, and referral to relevant authorities where appropriate:

• any form of bullying, harassment, intimidation, threats, or abusive language directed at any person on the premises, including staff and other members;
• discrimination on the basis of any protected attribute under the Equal Opportunity Act 2010 (Vic), including age, disability, gender identity, race, religion, sex, or sexual orientation;
• sexual harassment of any person (which is unlawful under the Equal Opportunity Act 2010 (Vic));
• physical violence or threatening behaviour;
• use, possession, or distribution of illicit drugs or banned supplements on the premises (zero-tolerance policy — AUSactive National Code of Practice, clause 4.7);
• consumption of alcohol on the premises without express written permission from management;
• theft or wilful damage to property

If a member is seen to be in breach of the Code of Conduct or these Rules and Regulations, management reserves the right to issue a warning, suspend, or terminate the membership and take further action (including reporting to Victoria Police) if deemed appropriate. 

Induction and Personal Training

Induction

All new members will receive a general orientation of the Club, including the location of facilities, amenities and training areas, together with guidance on the setup and safe use of a reformer bed. 

The general Club orientation does not include instruction on the use of equipment within the cardio or weights areas. Members who require instruction, guidance or assistance with the use of cardio equipment, weights, squat racks, cable machines or other training equipment may book a Personal Training session with a KĀYA Personal Trainer. Personal Training sessions are subject to availability and the applicable fee. 

Members must not use any equipment unless they understand how to operate it safely. Members who are unsure about the use of any equipment should speak with reception to arrange a Personal Training session before using it. 

Personal Training 

KĀYA personal trainers and exercise professionals are qualified. External instructors and personal trainers (those not employed by KĀYA) may only operate within KĀYA facilities with the express written permission of management, and must provide evidence of current registration and appropriate public liability and professional indemnity insurance before commencing services.

The contractual arrangement for sessions with external trainers is between the member and the trainer.

KĀYA accepts no liability for services provided by external trainers. Any claim against an external trainer must be made against the trainer directly.

Members engaging personal training services acknowledge that fitness advice and programming provided by KĀYA personal trainer does not constitute medical advice or treatment. Members with pre-existing medical conditions should consult their treating health practitioner before commencing a new exercise program.

Facilities

Studios

Members are permitted to access studios only for booked and scheduled classes or sessions under the supervision of an authorised KĀYA instructor or trainer. Unauthorised access to studios outside of scheduled class times is not permitted. The following studio rules apply:

1. Arrive on time: Members are requested to arrive at least 5 minutes before class commencement. Latecomers may be refused entry to protect the safety and experience of other participants.
2. Vacate promptly: Studios must be vacated promptly after class to allow for cleaning and preparation for the next session.
3. Footwear: Appropriate footwear as specified by the club for the relevant class must be worn. For reformer Pilates, barre and yoga classes, bare feet or grip socks are permitted.
4. Equipment in studios: All studio equipment must be returned to its designated position immediately after each class.

Equipment

All equipment must be returned to its designated storage location after use in all areas of the club, including free weights, barbells, dumbbells, benches, and any Group Exercise Class equipment used in studios. In addition, the following equipment rules apply at all times:

1. Induction: All new members are strongly encouraged to complete a facility induction before using gym equipment for the first time. If you are unsure how to safely operate any piece of equipment, please ask a KĀYA staff member for guidance before use (AUSactive National Code of Practice, clause 4.14).
2. Footwear: Closed-toe, supportive athletic footwear must be worn in all gym and training areas at all times. Bare feet, thongs, sandals, or open-toed shoes are not permitted in training areas, except Yoga, Pilates and Barre.
3. Safety collars: Barbell safety collars (clips) must be used at all times when loading weight plates onto barbells.
4. Dropping weights: Dropping or slamming weights, barbells, or dumbbells is not permitted
5. Equipment faults: Any damaged, faulty, or unsafe equipment must be reported to staff immediately and must not be used until cleared as safe.

Management reserves the right to refuse access to equipment to any member who is not using it safely or in accordance with these Rules (OHS Act 2004 (Vic)).

Lockers

Lockers are provided for use ONLY while the member is training in the club, and are used at the member’s own risk. While all care is taken, Kaya will not be held liable for any loss, damage or theft of belongings placed in lockers or brought on the premises. If a pin code cannot be remembered or locker number cannot be identified, belongings cannot be retrieved until the close of the club on the same day. Unclaimed property will be kept for 14 days and thereafter donated to charity.

Damage to Property

Any member who causes damage to equipment or any property of Kaya will be held liable for damages. Members will be held responsible for damage caused by children or guests.

Behaviour, Guests, and Minors

Anti-Discrimination, Harassment, and Inclusion

KĀYA is committed to providing a welcoming, inclusive environment for all members, guests, and staff. All persons on club premises are entitled to be treated with dignity and respect regardless of their age, disability, gender identity, race, religion, sex, sexual orientation, or any other protected attribute under the Equal Opportunity Act 2010 (Vic).

The following conduct is unlawful and is strictly prohibited on club premises:

1. discrimination against any person on the basis of any protected attribute;
2. sexual harassment of any person (including unwelcome physical contact, sexually suggestive comments, or the display of offensive material);
3. bullying, intimidation, threats, verbal abuse, or persistent unreasonable behaviour directed at any person;
4. racial, religious, or other vilification.

Any person who believes they have been subjected to discrimination, harassment, or bullying on club premises should report the matter to management immediately using the club’s complaints procedure. KĀYA will investigate all complaints promptly, fairly, and confidentially. Reports may also be made to the Victorian Equal Opportunity and Human Rights Commission (1300 292 153 | www.humanrights.vic.gov.au) or the Australian Human Rights Commission (1300 656 419 | www.humanrights.gov.au).

Guests

Guests may enter the club premises on payment of a Casual Membership Fee, and on completion of the club’s Guest Register and a Pre-Exercise Questionnaire. Guests are subject to the Code of Conduct and the Guidelines, as notified from time to time on the Guest Register. All guests must be at least 16 years of age, be accompanied by you, and leave the club at the same time as you do. If you intend to bring a guest to a class, please provide the club with 24 hours notice. Please ensure you have confirmation from a Membership Advisor or Management before attending the club with a guest.

Children and Minors

Membership is available to persons aged 16 years and over.

The following rules apply to members and guests under the age of 18:

1. Members aged 16–17: May train without direct supervision in designated gym areas but must have parental or guardian written consent on file at the club.

Hygiene

Hygiene and Cleanliness

Members are required to maintain appropriate standards of personal hygiene and cleanliness at all times. The following hygiene rules apply:

1. Towel: A clean sweat towel must be used at all times while training in the club, including during all group exercise classes. Towels must be placed between the member and any shared surface.
2. Glass water bottles: Glass water bottles may not be used within the clubs.
3. Equipment cleaning: Members must wipe down all equipment before and after use with the cleaning products and cloths provided by the club.
4. Attire: Appropriate athletic attire must be worn at all times. Specifically:
5. wearing a shirt or appropriate top that covers the torso is required in all areas outside individual change and shower facilities;
6. members must wear clean, closed-toe athletic footwear in all gym and training zones; and
7. bare feet, thongs, sandals, Crocs, or open-toed shoes are not permitted in any training area (excluding yoga, barre and reformer studio sessions where bare feet or grip socks are specified).

The club reserves the right to request members to change if their attire is deemed inappropriate or unhygienic.

1. Illness: Members who are unwell, suffering from an infectious or contagious illness, open wounds, sores, or any condition that poses a risk to other members must not attend the club until they have recovered.

This is consistent with KĀYA’s obligations under the OHS Act 2004 (Vic) to maintain a safe environment for all.

Smoking

The club premises are a completely smoke-free and vape-free environment. Smoking, the use of electronic cigarettes (vapes or e-cigarettes), and the use of any other tobacco or nicotine products are strictly prohibited on all club premises, including outdoor areas immediately adjacent to the building, in accordance with the Tobacco Act 1987 (Vic) as amended. Members and guests found in breach of this rule will be asked to leave immediately.

Technology

On-Site Photography and Videography

The following rules apply to all photography and videography on club premises:

1. Club-conducted photography and videography: KĀYA may arrange for authorised photographers or videographers to be present for marketing purposes from time to time. Where this occurs, KĀYA will provide advance notice (e.g., via signage at entry). Members who do not wish to be included in club-conducted photography or footage must notify reception or the photographer directly prior to the session. KĀYA will handle all images and footage in accordance with its Privacy Policy and the Privacy Act 1988 (Cth).
2. Member photography and videography: Members may take photographs or videos of themselves (including for personal progress tracking or social media) provided that no other member, guest, or staff member is identifiable in the image or footage without their prior express consent.
3. Recording others without consent prohibited: Recording, photographing, or filming any other person in the club without their explicit consent is strictly prohibited. This includes recording in change rooms, bathrooms, and any other private areas, which is a criminal offence under Victorian law. Any such conduct will result in immediate termination of membership and may be reported to Victoria Police.
4. Social media: Members are permitted to share their own training content on social media, provided all other persons present have given their express consent to appear. Members must not tag the club location in any content that may bring the club or its members into disrepute.
5. Studio and class sessions: No personal photography or videography is permitted during supervised group classes without prior consent from the instructor and all other participants.

Phones

Members and their guests acknowledge that all phones will be kept in the complimentary lockers provided and not taken into the studios.

Emergencies and Reporting

Emergency Procedures and First Aid

KĀYA maintains a fully equipped first aid kit at reception within the club. All KĀYA instructors hold current first aid and CPR certification.

In the event of a medical emergency:

1. Alert a KĀYA staff member immediately;
2. Call Triple Zero (000) if emergency services are required;
3. Do not move an injured person unless there is an immediate risk of further harm.

Emergency exit locations and procedures are displayed throughout the club. Members are requested to familiarise themselves with the nearest emergency exits and evacuation procedures upon commencingtheir membership.

Any incident, near-miss, or injury occurring on club premises must be reported to a KĀYA staff member immediately so that it can be recorded in the club’s incident register, in accordance with the OHS Act 2004 (Vic) (refer also to Incident Reporting below).

Incident Reporting

All injuries, accidents, near-misses, or incidents occurring on club premises must be reported to a KĀYA staff member immediately. KĀYA is required to maintain an incident register and to report notifiable incidents to WorkSafe Victoria where required under the OHS Act 2004 (Vic). Members are requested to cooperate fully with any incident investigation conducted by KĀYA or WorkSafe Victoria.

If you are injured at the club, please seek first aid from a staff member first. Do not leave the premises before reporting the incident to ensure your welfare and to allow KĀYA to fulfil its reporting obligations.

Other

Complaints

KĀYA is committed to resolving member concerns promptly and fairly. If you have a complaint about any aspect of the club, its facilities, staff, or services, please follow this process:

1. Raise the concern with a KĀYA staff member or manager in the first instance.
2. If the matter is not resolved, submit a written complaint to management via email or in writing at reception. KĀYA will acknowledge written complaints within 5 business days and will endeavour to resolve them within 30 days.
3. If you are not satisfied with KĀYA’s response, you may escalate your complaint to AUSactive (ausactive.org.au) or Consumer Affairs Victoria (1300 558 181 | www.consumer.vic.gov.au).

All complaints will be handled with confidentiality and respect. Members will not be disadvantaged for making a genuine complaint.

Privacy

KĀYA collects, holds, uses, and discloses personal information (including health information and financial details) in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). KĀYA’s Privacy Policy explains what personal information is collected, why it is collected, how it is stored and protected, and your rights to access and correct your information. The Privacy Policy is available on our website at www.kayahealthclubs.com.au. By entering the club premises and using its services, members acknowledge that their personal information may be collected and used as described in the Privacy Policy. CCTV surveillance is in operation on the club premises (excluding change rooms and bathrooms) for safety and security purposes.