General Terms and Conditions

Term and Conditions of All Students & Clients

By attending our classes, a private lesson, an event or participating in a ‘unique programs’, or simply visiting one of events, you agree to the following:


The Business: Ballroom Baby Geelong 

The Venue: Any venue where Ballroom Baby is conducting business including our studio at 169 Ryrie Street, Geelong and events at the Norlane ARC.

1. To indemnify the business from any claim of personal injury or loss. All instructions by the Director, Instructors, Contractors or Assistants of the business are followed at your own risk, and may cause long term physical affects. No claim may be made against the business for any personal injury attained whilst within the premises or at any other venue under our instruction. No claim may be made whilst carrying out instruction from our staff at any time. Practice at home, or at any venue is done so at your own risk. 

2. That Children under the age of 18 years must be supervised at all times. The business is not a child minding service and cannot take responsibility for any personal injury or loss that may befall any child under 18 years of age. 

3. That you will not act as an agent or representative of the business at any time unless under direct order from the Director. 

4. That you will inform the Director in the first instance of any problems or issues that arise regarding venue, finance, staff, lesson content, lesson delivery and communication. No other staff member is to be notified prior to the Director. 

5. You are not to approach a staff member outside of class hours at any point. The Director is exempt from this and may be approached outside of class only via business email or via business telephone. 

6. Refunds - at no point will lesson fees, class fees or event tickets will be refunded after the conclusion of an event, unless it is deemed an ‘exception circumstance’ by the Director or in accordance with automatic guarantees under Australian Consumer Law. In the case of an automatic guarantee under Australian Consumer Law (such as due care and skill, and service fit for purpose), this must be raised to the director by email within 24 hours of the conclusion of the service.

7. The business offers no guarantees on what will be offered in classes and lessons and content and schedules are subject to changes without notice. No refund may be given in this situation. 

8. Choreography and other ideas remain the property of the business at all times and may not be used unless written approval is obtained from the director. 

9. Any damage to the venue caused by any students, parents, friends or other associated people will be repaired or replaced at cost to such person and not the business. 

10. All matters relating to Dancesport Australia and competitions including attire, partnering, tickets, travel and choreography must be brought to the attention of the Director immediately. 

11. You acknowledge that our classes, lessons and events may be photographed or videotaped from time to time and you may be included in the resulting media. The resulting media may be used in promotional material for the studio including in print and digitally. 

12. If you wish to take your own photos or videos during any classes, lessons or events, you must ask a staff member for permission first. This includes videoing / photographing students or staff members teaching, dancing or instructing. Any person found to be videoing or photographing without permission of the staff member leading the event / class / lesson may be removed from the venue and their media destroyed.

13. By booking a class, lesson or event, you agree to receive text messages as reminders of the classes or lessons, which may be charged to you.

12. These term and conditions must be adhered to at all times and are subject to change without notice at the direction of the Director only.

Last Updated: 26 May 2025

No Show or Late Cancellation Policy

When you book a private dance lesson or wedding dance lesson, that time becomes exclusively yours, and our instructors do not book other lessons in. If you cancel, it creates an opening in the instructors calendar, and if done with little or no notice, they cannot book in a new lesson and lose income and waste time. Unfortunately, this does actually happen and often clients will ‘ghost’ us afterwards (break all communication). Therefore, it is policy that:

  • All private lessons and wedding dance lessons must not be cancelled by the customer with less than 12 hours notice.

  • For your first lesson, upon booking you will be charged the full price of the lesson fee. If you cancel or change your lesson time with more than 12 hours notice, we will refund the fee (in the event of cancellation) or move the fee to your rescheduled lesson. If you cancel your lesson with less than 12 hours notice or do not show up, we will absorb the fee paid to cover our costs. In exceptional cases, such as illness, provided that you contact your instructor with 2 hours notice, the instructor may choose to move your prepaid fee to another lesson time.

  • If subsequent lessons are cancelled with less than 12 hours, the instructor will decide whether a cancellation fee if charged (which is 50% of the total lesson cost). If this is to be charged, it will be invoiced to you and payable within 7 days.

  • The instructor may choose not to charge where there is a demonstrable and appropriate reason for the cancellation (including infectious illnesses) and lesson cancellation is a rare occurrence.

Practice Hire Terms and Conditions

The following conditions apply to all people who hire the studio at 169 Ryrie Street to practice their dancing.

  1. The purpose of the Practice Hire service is to allow you a venue to practice ballroom and latin dance.

  2. You must not charge, sublet or provide instruction to any other person while using the venue under this Practice Hire Service.

  3. Only the person or persons named on the ‘Practice Hire’ form may use the venue under this Practice Hire Service.

  4. People using the venue under the Practice Hire Service must give way to those using the studio for private lessons or classes.

  5. People using the venue under the Practice Hire Service may only use the music system when those having a private lesson or class are not using it and must end their use of the system as soon as it is needed by the instructor of a lesson or class.

  6. A studio planner is available on our website. The times listed in red are not available for use. Please do not enter the studio at these times.

  7. You will be liable for any damage caused to the studio or equipment. The studio is under constant video surveillance.

  8. Monthly practice fees will be automatically deducted from your account. If the payment is not received, your subscription will be cancelled.

  9. Please keep music to a minimum between 9pm and 9am all days (and after 7pm on Sundays).

  10. If you are the last to leave the venue, the lights must be turned off, heating & cooling off, and the door locked.

  11. If you are the only person (or couple) to use the studio, it is recommended that you lock the door. All people who are supposed to be inside will have a code.

  12. If the person/s named on the ‘Practice Hire’ form are under 18 years of age, their parent or guardians must be in attendance during the practice hire sessions and take on responsibility for any damage to the studio.

  13. Breach of any of these rules will result in termination of your practice hire entitlement.

Studio Hire Terms & Conditions

The following conditions apply to all people and groups who hire the studio at 169 Ryrie Street on a casual or ongoing basis.

  1. You must not sublet to any other person while using the venue under this Studio Hire Arrangement. 

  2. You must not act as ‘Ballroom Baby Geelong’ while using the studio.

  3. Only the person or group named on the hire form may use the venue under this Studio Hire Service. 

  4. You will be liable for any damage caused to the studio or equipment. The studio is under constant video surveillance. Bonds are calculated on a case by case basis, based on the type and frequency of the event. Any damage will be deducted from the bond.

  5. Payment and bond must be received in full prior to the use of the studio (except for ongoing hire which will be invoiced at the end of each month and due within two weeks of receipt).

  6. If you are the last to leave the venue, the lights must be turned off, heating & cooling off, and the door locked. 

  7. Upon the conclusion of your hire, the studio must be in the condition it was found.

  8. Upon return of the key at the conclusion of your use of the venue, you will receive the bond in full, provided there is no damage to the studio. 

  9. It is the hirer’s responsibility to ensure they are compliant with any liquor licensing regulations, food handling regulations or any other regulations.

  10. Ongoing hirers running a commercial operation (ie dance classes, public events etc) must hold current public liability insurance.

  11. There must be a maximum of 25 persons in the studio at any one time.

  12. Please keep music to a minimum between 9pm and 9am all days (and after 7pm on Sundays).

  13. For ongoing hires, prior to the first of each month, you must confirm if your standard hours will change that month. If this information is not provided by the 1st of the month, all standard hours will be charged.

  14. Breach of any of these rules will result in termination of your hire entitlement and potential loss of any fees paid.  

Membership Program ‘The Juice’ – Terms & Conditions

By enrolling in a Ballroom Baby Geelong membership, you agree to the following Terms & Conditions.

1. Membership Overview

1.1 Memberships provide access to selected group dance classes at Ballroom Baby Geelong, as outlined in the specific membership level purchased.
1.2 Memberships are for individual use only and are not transferable.
1.3 Memberships are ongoing unless otherwise stated.

1.4 To be eligible for the event tickets, you must be a paid member on the day of the event.

2. Membership Levels

2.1 Ballroom Baby Geelong offers multiple membership levels (the pint, quart and gallon), each with defined inclusions and eligibility requirements.
2.2 Progression to higher-level classes requires approval from instructors to ensure a safe and positive learning environment for all participants.
2.3 Ballroom Baby Geelong reserves the right to adjust class structures, levels, or timetables as needed.

3. Payments & Fees

3.1 Membership fees are billed weekly via direct debit.
3.2 All fees are payable in advance and are non-refundable, except where required by law.
3.3 Failed or declined payments may incur an administration fee and may result in temporary suspension of membership access until payment is resolved.
3.4 Ballroom Baby Geelong reserves the right to review and adjust pricing with reasonable notice.

4. Cancellations & Changes

4.1 No notice is required to cancel a membership, however a re-joining fee will apply.
4.2 Cancellation must be enacted via clicking the link provided in the weekly renewal email.
4.3 Memberships cannot be paused or suspended unless approved in advance and at the discretion of Ballroom Baby Geelong (e.g. medical reasons).
4.4 No refunds are provided for unused classes, missed classes, or partial billing periods.

5. Class Attendance & Bookings

5.1 Members must book classes in advance (online).
5.2 Missed classes cannot be carried over, credited, or refunded.
5.3 Ballroom Baby Geelong reserves the right to cancel or reschedule classes due to instructor availability, venue issues, or unforeseen circumstances.
5.4 Substitute instructors may be used when necessary.

6. Studio Etiquette & Conduct

6.1 Members are expected to behave respectfully towards instructors, staff, and fellow students at all times.
6.2 Disruptive, unsafe, or inappropriate behaviour may result in suspension or termination of membership without refund.
6.3 Ballroom Baby Geelong maintains a welcoming and inclusive environment and will not tolerate harassment or discrimination of any kind.

7. Health & Safety

7.1 Participation in dance classes involves physical activity and is undertaken at the member’s own risk.
7.2 Members are responsible for ensuring they are medically fit to participate and should inform instructors of any injuries or conditions.
7.3 Ballroom Baby Geelong is not liable for injuries sustained during classes, except where required by law.

8. Photography & Media

8.1 From time to time, classes or events may be photographed or recorded for promotional purposes.
8.2 By participating, members grant permission for their image to be used unless they notify the studio in writing.

9. Changes to Terms & Conditions

9.1 Ballroom Baby Geelong reserves the right to update these Terms & Conditions at any time.
9.2 Members will be notified of significant changes via email or studio communication channels.

10. Governing Law

10.1 These Terms & Conditions are governed by the laws of Victoria, Australia.

Privacy Policy

Van Grondelle Pty Ltd (trading as Ballroom Baby Geelong) is committed to providing quality services to you and this policy outlines our ongoing obligations to you in respect of how we manage your Personal Information.

We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The NPPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.

A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at https://www.oaic.gov.au/.

What is Personal Information and why do we collect it?

Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect includes names, addresses, email addresses, phone and facsimile numbers.

This Personal Information is obtained in many ways including emails, forms on our website (including via Google, Acuity and Squarespace), calls / voicemail and from third parties. We don’t guarantee website links or policy of authorised third parties.

We collect your Personal Information for the primary purpose of providing our services to you, providing information to our clients and marketing. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from our mailing/marketing lists at any time by contacting us in writing.

When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.

Sensitive Information

Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

Sensitive information will be used by us only:

• For the primary purpose for which it was obtained

• For a secondary purpose that is directly related to the primary purpose

• With your consent; or where required or authorised by law.

Third Parties

Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.

Disclosure of Personal Information

Your Personal Information may be disclosed in a number of circumstances including the following:

• Third parties where you consent to the use or disclosure; and

• Where required or authorised by law.

Security of Personal Information

Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorized access, modification or disclosure.

When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information.

However, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years.

Access to your Personal Information

You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing.

Ballroom Baby Geelong will not charge any fee for your access request, but may charge an administrative fee for providing a copy of your Personal Information.

In order to protect your Personal Information we may require identification from you before releasing the requested information.

Maintaining the Quality of your Personal Information

It is an important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.

Policy Updates

This Policy may change from time to time and is available on our website.

Privacy Policy Complaints and Enquiries

If you have any queries or complaints about our Privacy Policy please contact us at:

Ballroom Baby Geelong

hello@babygeelong.com.au