Ts & Cs
Flow Academy — Terms and Conditions
Last updated: 11 November 2026
1. About these terms
These terms cover Flow Academy classes, open training, holiday programmes, birthday parties and adult memberships. Parents or legal guardians must accept these terms for participants under 18. A party organiser's guest list does not replace parent or guardian acceptance. Service-specific conditions below apply to the relevant booking.
For questions, absence notices, cancellations and booking changes, email flow@flowacademy.co.nz.
Nothing in these terms excludes or limits rights or remedies under New Zealand law, including the Consumer Guarantees Act 1993.
2. Prices, payment and overdue accounts
Current prices are published on our pricing page. A 2.9% processing fee applies to all bookings, including adult memberships.
Term classes: pay before the term starts, or before the first booked class when joining partway through.
Holiday programmes: payment is due immediately when booking.
Open training: pay before the session starts.
Birthday parties: a $100 non-refundable deposit confirms the booking. The remaining balance is due on or before the party day.
Adult memberships: pay in advance for the purchased period. Adult memberships are excluded from discounts.
A $15 late-payment fee applies once per overdue invoice, immediately after its due date. Amounts unpaid for more than three months after the due date may be referred to a debt-collection agency. Reasonable collection costs may be added where permitted by law.
An automatic term rollover does not, by itself, create a payment obligation.
3. Refunds and credits
Bookings and payments are non-refundable, subject to rights and remedies required by law. Credits and booking changes are available as described in the relevant service section. Management may approve exceptional account credit where provided for below. Credit use and expiry depend on the service.
4. Term classes
Term bookings cover the booked class from the student's starting week through to the end of term. Students joining partway through pay for the remaining booked weeks. Individual weeks cannot be selected or omitted. Absences do not reduce the booked fees.
Each student may receive up to two make-up classes per term booking, including partial-term bookings. The booking must be fully paid before a make-up is booked.
For any reason for absence, email at least 12 hours before class starts. For sudden sickness or injury, email before class starts. Absences outside these notice requirements do not qualify.
Make-ups must be arranged by email, are subject to availability and must be used in the same term as the missed class. If a suitable make-up is not possible, the eligible make-up may instead be replaced with an open-training credit valid for 12 months. Management may consider exceptional account credit in other circumstances.
Term-class bookings automatically roll over into the next term. To decline or request a change, wait for the rollover confirmation or invoice, then email Flow. There is no separate rollover cancellation deadline. If a family has not paid, confirmed their return or attended, the rollover alone does not mean they owe fees. Families intending to return must pay before the new term starts.
5. Open-training sessions
Open training is supervised but not instructed. Participants must work within their abilities and follow staff directions.
To qualify for a cancellation credit, email at least 12 hours before the session starts. For sudden sickness or injury, email before the session starts.
Qualifying cancellations receive an open-training credit valid for 12 months from the cancelled session, usable for open training only. Other late cancellations and no-shows receive no credit.
Parents or caregivers must fully participate and supervise their own preschool children under five during open training.
6. Holiday programmes
Payment is due immediately when booking.
To cancel or change a session, email at least 24 hours before the booked session starts. For sickness, email before 7:30am on the booked day. Children who are sick must not attend.
Qualifying cancellations receive credit for holiday programmes only, valid for 12 months. Replacement bookings are subject to availability. Other late cancellations and no-shows receive no credit.
Parents or caregivers must sign children in and out and ensure staff acknowledge arrival and departure. Tell staff about relevant medical conditions, support needs and authorised collection arrangements.
Activities may change because of circumstances on the day; an appropriate activity may be substituted. Leave valuable items and unnecessary devices at home.
7. Birthday parties
A $100 non-refundable deposit confirms the party booking and reserves the slot. The balance is due on or before the party day. The 2.9% processing fee applies.
One date change is allowed with more than five calendar days' notice, subject to availability. The $100 non-refundable deposit transfers to the replacement booking.
With five calendar days' notice or fewer, or on a second date change, the deposit is forfeited and a fresh $100 non-refundable deposit is required to secure a replacement booking.
If the party is cancelled outright, the $100 non-refundable deposit is forfeited. Any amount paid above it becomes account credit, valid for 12 months across any Flow service.
The birthday child's age determines the included participants: turning nine or younger includes up to 15 participating children; turning ten or older includes up to 20. Additional participating children cost $19 each.
Extra participants above the included allowance require at least four calendar days' notice. Later additions need Flow's approval.
The final participating children's names and count are due at least 24 hours before the party. This does not replace the four-day notice requirement for extra participants. Accompanying adults and other attendees are recorded on arrival.
Use the Flow website for registration. Outstanding parent or guardian acceptance must be completed on arrival, before participation. Please arrive at the booked start time; the gym may be in use beforehand.
8. Adult memberships
Adult memberships are prepaid for the purchased period, end when that period expires and do not automatically renew. Access is determined by the purchased option.
Adult memberships are excluded from discounts. The 2.9% processing fee applies.
Unused membership time does not qualify for a refund or credit. Management may approve exceptional credit for illness or injury.
9. If Flow cancels
If Flow cancels a booked class, session or event, we will offer a replacement session or booking, or full credit for the cancelled service. Credit is usable for the same service and valid for 12 months. This does not limit remedies required by law.
10. Supervision of children
Parents or caregivers must fully participate and supervise their own children in Flow Toddlers, other dependent classes requiring full parental participation, and open sessions attended by preschool children under five.
Flow staff supervise all other classes and activities; parental participation is not required.
Parents or caregivers are responsible before and after the booked activity. Children must stay off equipment until their activity starts, even with a parent present. Non-participating siblings and spectators must remain in viewing areas and off equipment.
11. Health, safety and conduct
Check in and be acknowledged by staff before participating. Physical activities involve risks, including falls, collisions and injury. Work within your abilities, follow instructions and ask staff before unfamiliar movements or equipment use.
Follow staff directions, safety signs and facility rules. Report hazards, damaged equipment and injuries promptly. Use equipment only as permitted. Only Flow-appointed staff may coach or spot participants.
Keep food, drinks and chewing gum out of activity areas. Keep sharp or damaging items off the training floor. Do not use headphones while participating. Treat staff and other participants respectfully.
Smoking, vaping, alcohol, illegal drugs, intoxication, violence, harassment and bullying are not permitted. Flow may stop participation or require a person to leave for unsafe behaviour or serious rule breaches.
Disclose relevant medical conditions, injuries and support needs and keep this information current. Do not participate when sick and contagious or when a condition makes participation unsafe. Keep belongings secure and leave valuables at home.
12. Emergency information
Keep participant, parent/guardian and emergency contact details accurate and current. Provide information staff need to respond safely to an emergency. If urgent assistance is needed, Flow may contact emergency services and the listed emergency contact.
13. Privacy, CCTV and photography
Flow collects participant, booking, payment, emergency-contact and relevant health information to administer services and support safety. Party attendance information supports attendance management and fire safety.
Flow uses CCTV for safety, security and incident management. Access and disclosure are limited to appropriate purposes and handled in accordance with applicable privacy law. Email flow@flowacademy.co.nz about personal information, including access or correction requests.
Flow may take photographs or videos during activities for promotional use. Participants, or parents/guardians for children, can opt out in writing by emailing flow@flowacademy.co.nz.
Personal photography and filming must respect others' privacy. Obtain permission before recording identifiable people, and parent/guardian permission before recording other people's children.
14. Current terms and contact
This page is the central source for Flow Academy's published terms. For questions, absence notices, booking changes or privacy requests, email flow@flowacademy.co.nz. These terms are governed by New Zealand law.