Terms of service

Last updated: 26 August 2026

These Terms of Service explain the conditions that apply when you access the SEPSA website, book an appointment, purchase a program or receive services from us.

By using our website, making a booking or purchasing a service, you agree to these Terms. Consent to receive clinical or exercise services will also be obtained through SEPSA’s client forms and ongoing discussions with your practitioner.

If you are booking or providing consent for another person, including a child, you confirm that you have the legal authority to do so on their behalf.

1. About SEPSA

SEPSA – Sports & Exercise Physiology Solutions Australia (“SEPSA”, “we”, “us” or “our”) provides Exercise Physiology, exercise and rehabilitation programs, athlete development, strength and conditioning, group exercise, online coaching and related services.

Legal entity: SPORTS & EXERCISE PHYSIOLOGY SOUTH AUSTRALIA PTY LTD
ABN: 74 651 600 921
Business address:  
Email: info@sepsa.com.au
Telephone: 0437 733 563

2. Our Services

Depending on your needs, SEPSA services may include:

• Exercise Physiology assessments and consultations
• Exercise assessment and testing
• Individual exercise and rehabilitation programs
• Strength and conditioning
• Health coaching and education
• In-person and telehealth appointments
• SEPSA OnTheGo online services
• Athlete development and performance coaching
• Group exercise programs
• Training plans, monitoring and program reviews
• Services funded through Medicare, DVA, NDIS, private health insurance or other third parties, where applicable
• Other related health, exercise and performance services

The precise inclusions, duration, fees and conditions of a service may be described on our website, booking page, service proposal, referral documentation, client consent form or service agreement.

If there is an inconsistency, any specific written terms provided for the relevant service will apply to the extent of that inconsistency.

3. Consent to Services

Before providing a service, your SEPSA practitioner will explain the proposed assessment, activity or service, including its expected benefits, material risks, applicable fees and any reasonably available alternatives.

You may:

• ask questions at any time;
• decline an assessment, exercise or activity;
• request that an activity be modified;
• request a second opinion or referral where appropriate; or
• withdraw your consent at any time.

Withdrawing consent will not affect your right to receive appropriate care, although it may limit our ability to provide a particular service or achieve the intended purpose of the service.

Consent is ongoing and may be reviewed if your health, goals, circumstances or service plan changes. SEPSA may also seek additional consent before introducing a materially different assessment, treatment, exercise or use of your information.

No particular clinical, rehabilitation, health, fitness, competition or performance outcome can be guaranteed.

4. Your Health Information and Responsibilities

You must provide complete and accurate information about your health, medical history, medications, injuries, symptoms, pregnancy status and any other matter that may affect your ability to participate safely.

You agree to:

• tell your practitioner about relevant injuries, illnesses, medical conditions, medications or symptoms;
• promptly inform your practitioner of changes in your health;
• tell your practitioner if you receive new medical advice that may affect your participation;
• follow reasonable safety instructions;
• use facilities and equipment as directed;
• attend with any required medication, mobility aid or personal support;
• obtain medical clearance where reasonably requested by SEPSA; and
• immediately stop exercising and inform your practitioner if you experience pain, dizziness, faintness, chest discomfort, unusual shortness of breath or another concerning symptom.

Withholding relevant information or failing to keep your information current may affect SEPSA’s ability to provide safe and appropriate services.

5. Exercise-Related Risks and Emergencies

Physical assessment and exercise involve some inherent risk. Possible effects may include:

• muscle soreness or fatigue;
• temporary pain or discomfort;
• dizziness or faintness;
• loss of balance or falls;
• aggravation of an existing condition; or
• musculoskeletal or other physical injury.

Although uncommon, more serious health events may occur.

SEPSA will take reasonable steps to reduce foreseeable risks through appropriate screening, professional supervision, exercise selection, education and modification. However, not every risk can be completely eliminated.

By voluntarily participating in an agreed service, you acknowledge and accept the ordinary risks associated with that service. This acknowledgement does not exclude SEPSA’s responsibility to provide services with due care and skill or limit any right that cannot lawfully be excluded under the Australian Consumer Law or other applicable legislation.

If SEPSA staff reasonably believe urgent medical assistance is required, you authorise them to provide first aid and contact emergency services. You remain responsible for any external medical, hospital or ambulance costs that may apply.

SEPSA does not provide emergency medical care. If you believe you are experiencing a medical emergency, call Triple Zero (000) or attend the nearest emergency department.

6. General Health Information

Information provided through our website, social media, downloadable resources or general educational content is not individual medical advice. It should not be relied upon as a substitute for assessment by an appropriately qualified health professional.

Individual recommendations are based on the information available to SEPSA at the time. Recommendations may need to be reviewed if your health, symptoms, circumstances, medical advice or goals change.

7. Appointments and Participation

You are responsible for attending appointments on time and being in a suitable condition to participate.

If you arrive late, we may need to shorten the appointment so that later clients are not affected. The full scheduled appointment fee may still apply because the original time was reserved for you.

We may postpone, modify or stop an assessment or activity where we reasonably consider that continuing would be unsafe, clinically inappropriate or outside our professional scope. Where appropriate, we may recommend that you consult your GP, specialist or another health professional.

We may decline, pause or discontinue a service where:

• the service is not appropriate for your needs;
• continuing would create an unacceptable safety risk;
• required information or medical clearance has not been provided;
• you repeatedly fail to comply with reasonable safety instructions;
• you behave in a threatening, abusive, discriminatory or inappropriate manner;
• required fees remain unpaid; or
• an actual or potential conflict of interest cannot be appropriately managed.

Where reasonably possible, we will explain the decision and assist with an appropriate transition or referral.

8. Telehealth and Online Services

Telehealth and online coaching depend on internet access, suitable equipment and accurate information supplied by you. Technical limitations may affect our ability to observe movement, assess symptoms or respond to an incident.

When participating remotely, you agree to:

• exercise in a safe and suitable environment;
• keep the area free from avoidable hazards;
• use safe and appropriate equipment;
• provide your current location where reasonably requested for safety;
• ensure another responsible person is nearby where this is recommended;
• follow the practitioner’s instructions; and
• stop the session if instructed or if you feel unsafe.

We may recommend an in-person or medical assessment if your needs cannot be safely or appropriately managed online.

Where clinically appropriate and agreed by both parties, an in-person appointment may be changed to telehealth.

9. Bookings and Accounts

You must provide accurate contact, billing and health information when making a booking or creating an account. You are responsible for keeping your details current and maintaining the security of your login credentials.

You must notify us promptly if you believe your account has been accessed without authorisation.

A booking is not confirmed until it has been accepted through our booking system or confirmed by SEPSA.

10. Fees and Payment

Current fees will be displayed on our website or booking platform or communicated to you before you purchase or receive a service.

Unless stated otherwise:

• payment is due at the time specified during booking or invoicing;
• you authorise SEPSA and its nominated payment provider to process the agreed charges;
• you are responsible for ensuring sufficient funds are available;
• reasonable third-party dishonour or failed-payment charges may be passed on where they have been disclosed to you; and
• overdue accounts may result in services being paused until payment arrangements are made.

If a fee changes, the new fee will apply prospectively. We will provide reasonable notice before a changed fee applies to an existing recurring service.

11. Recurring Services and Direct Debit

Some SEPSA services operate through recurring fortnightly or other periodic payments.

By commencing a recurring service, you authorise SEPSA and its nominated payment provider, including GoCardless where applicable, to debit the agreed amount using your nominated payment method.

The service information provided when you enrol will specify:

• the amount or method used to calculate the charge;
• the billing frequency;
• any minimum commitment period;
• what is included in the service;
• any applicable pause conditions; and
• how the service may be cancelled.

You may cancel a recurring service by giving notice in accordance with the conditions disclosed when you enrolled. Cancellation will take effect at the end of any applicable notice period or current paid billing period unless otherwise agreed.

Cancelling a direct debit instruction does not automatically cancel your service agreement or remove amounts already owing. Nothing in this section limits any right you have under the Australian Consumer Law.

12. Appointment Cancellation Policy

SEPSA understands that illness, emergencies and unexpected circumstances can affect your ability to attend. Because appointment times are reserved specifically for each client and availability is limited, reasonable notice is required when cancelling or rescheduling.

Cancelling or Rescheduling

Please notify SEPSA by:

• Phone: 0437 733 563
• Email: info@sepsa.com.au

Your notice must be received at least 12 hours before the scheduled appointment time.

Where clinically appropriate and agreed by both parties, an appointment may be changed to telehealth instead of being cancelled.

Privately Funded, Medicare, DVA and Private Health Appointments

For privately funded, Medicare, DVA or private-health appointments:

• if less than 12 hours’ notice is provided, the full scheduled appointment fee will normally apply;
• if you do not attend and have not contacted SEPSA, the full scheduled appointment fee will apply;
• cancellation fees generally cannot be claimed through Medicare or private health insurance and will be payable by you; and
• SEPSA may waive the fee in exceptional circumstances, including a sudden medical emergency.

Please contact us as soon as reasonably possible if exceptional circumstances affect your attendance.

NDIS-Funded Appointments

For NDIS-funded appointments, the applicable notice period and any cancellation charge will be determined by:

• the current NDIS Pricing Arrangements and Price Limits;
• the applicable support item;
• the participant’s Service Agreement; and
• any other relevant NDIS claiming requirements.

Where permitted, a short-notice cancellation fee may apply when less than the required notice is provided. At the date these Terms were last updated, the relevant notice period is generally two clear business days for applicable non-Disability Support Worker services.

A short-notice cancellation will only be claimed from a participant’s plan where the charge is permitted by the current NDIS rules, has been agreed in the participant’s Service Agreement and the other applicable claiming conditions have been met.

SEPSA may waive an NDIS cancellation fee after considering the participant’s individual circumstances.

Cancellations by SEPSA

If SEPSA cancels an appointment:

• no cancellation fee will apply;
• any amount prepaid for the cancelled appointment will be credited or refunded as appropriate; and
• we will offer an alternative appointment where possible.

Late Arrivals and Repeated Cancellations

Arriving late may reduce the time available for your appointment. The full scheduled fee may still apply because the original appointment time was reserved.

Repeated late cancellations or missed appointments may result in a review of future booking or service arrangements. SEPSA will discuss any proposed changes with you before they take effect.

Nothing in this cancellation policy limits your rights under the Australian Consumer Law.

13. Private Health Insurance and Funded Services

Eligibility for a rebate or third-party funding depends on the rules of the relevant insurer, government program or funding body.

Unless we have expressly agreed otherwise, you remain responsible for:

• confirming your eligibility;
• obtaining any required referral or approval;
• ensuring sufficient funding is available; and
• paying any amount not covered by the relevant program or insurer.

We cannot guarantee that a claim will be accepted or that a particular rebate will be paid.

For funded services, we may need to collect, retain and disclose information to the relevant funder, referrer, insurer, plan manager or government agency where authorised by you or permitted by law.

14. Children and Young People

A parent, legal guardian or other legally authorised person must consent to services provided to a person who is not legally able to provide their own consent.

Depending on the client’s age, capacity, needs and the nature of the service, we may require a parent, guardian or another approved adult to attend or remain available during appointments.

We support children and young people to participate in decisions about their services in a manner appropriate to their age and capacity.

15. Third-Party Platforms

We may use third-party platforms to deliver or administer services, including booking, payment, exercise programming, communication and training-management systems such as Cliniko, GoCardless, Lumin, TrainingPeaks, Jotform, Microsoft Teams or Zoom.

Your use of these platforms may also be subject to their own terms and privacy policies.

While we select providers with reasonable care, we do not control the continuous availability or operation of third-party platforms. If a platform becomes unavailable, we will take reasonable steps to provide an alternative or reschedule the affected component of the service.

16. Clinical Records and Privacy

SEPSA collects and handles personal and health information in accordance with applicable privacy legislation, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

To provide and manage your services, SEPSA may collect, record, use and securely store information including:

• personal and contact details;
• medical and health history;
• assessment and exercise-testing results;
• clinical notes;
• exercise and rehabilitation programs;
• correspondence and reports;
• referral information;
• billing and funding information; and
• information received from relevant third parties.

Your information may be used for:

• providing, monitoring and reviewing your services;
• maintaining clinical and business records;
• communicating with you about your care, appointments and account;
• coordinating your care with referring or treating health professionals;
• processing payments, rebates and funding claims; and
• meeting legal, insurance, professional and regulatory requirements.

Where reasonably necessary and authorised, SEPSA may share relevant information with your:

• referring practitioner;
• treating healthcare professionals;
• authorised representative;
• insurer;
• plan manager;
• funding body; or
• relevant government agency.

Only information reasonably relevant to your care, funding or applicable requirements will be shared unless you provide further consent or the disclosure is otherwise required or authorised by law.

You may withdraw or modify your consent to an optional use or disclosure by contacting SEPSA. This will not affect information already used or disclosed with your valid consent and may affect our ability to coordinate or administer particular services.

Records will be retained and handled in accordance with applicable privacy legislation, professional standards and SEPSA’s Privacy Policy. You may request access to, or correction of, your information subject to any lawful exceptions.

Our Privacy Policy is available at:

[INSERT LINK TO SEPSA PRIVACY POLICY]

Consent to any optional use of AI-assisted documentation is addressed separately. Agreement to these Terms or to SEPSA’s general client consent does not constitute consent to optional AI-assisted documentation.

17. Communications

We may contact you about appointments, programs, payments, safety matters and other information reasonably necessary to provide or manage your service.

With your consent, we may also send news, resources or promotional communications. You may unsubscribe from marketing communications at any time.

Unsubscribing from marketing will not prevent us from sending essential clinical, appointment, payment or service-related messages.

18. Intellectual Property

Unless otherwise stated, SEPSA owns or is licensed to use the content available through our website and services, including written materials, videos, exercise programs, graphics, branding, templates and educational resources.

We grant you a limited, personal, non-exclusive and non-transferable right to use materials supplied to you for your own health, training or rehabilitation purposes.

You must not, without our prior written permission:

• reproduce or distribute our materials for commercial purposes;
• sell, sublicense or publish our programs or resources;
• remove copyright or branding notices;
• share paid account access with another person; or
• represent our material as your own.

You retain ownership of information and materials you provide to us. You give us permission to use those materials to the extent reasonably necessary to provide and administer the services you request.

19. Website Use

You must not:

• use our website for an unlawful or fraudulent purpose;
• interfere with its security or operation;
• attempt to access restricted systems or information;
• upload malicious code;
• impersonate another person; or
• copy, scrape or commercially exploit website content without permission.

We may restrict access where we reasonably believe these Terms have been breached or our systems, clients or business may be at risk.

20. Consumer Guarantees

Our services come with guarantees that cannot be excluded under the Australian Consumer Law, including that services will be provided with due care and skill, will be reasonably fit for an agreed purpose and will be supplied within a reasonable time where no timeframe has been agreed.

Nothing in these Terms excludes, restricts or modifies any right, remedy, guarantee or liability that cannot lawfully be excluded.

If you believe there is a problem with a service, please contact us so that we can investigate and provide an appropriate remedy.

21. Liability

To the maximum extent permitted by law, SEPSA is not liable for loss caused or contributed to by:

• inaccurate, incomplete or withheld information supplied by you;
• your failure to update relevant health information;
• your failure to follow reasonable professional or safety instructions;
• use of general website information as a substitute for individual professional advice;
• use of equipment or participation in activities outside the way they were prescribed;
• interruption or failure of a third-party platform beyond our reasonable control; or
• events outside our reasonable control.

Where our liability can lawfully be limited, it will be limited to the remedies available under the Australian Consumer Law or, where permitted, supplying the affected service again or paying the reasonable cost of having it supplied again.

This section does not exclude liability for personal injury, professional negligence or any other liability to the extent that it cannot lawfully be excluded or limited.

22. Complaints

We welcome feedback and take concerns seriously.

To make a complaint, contact:

Email: info@sepsa.com.au
Telephone: 0437 733 563

We will acknowledge and investigate your complaint within a reasonable timeframe. We may request further information where needed.

Depending on the nature of the concern, you may also have the right to contact an external body, including:

• the Australian Health Practitioner Regulation Agency;
• the Office of the Australian Information Commissioner;
• Consumer and Business Services South Australia;
• the NDIS Quality and Safeguards Commission; or
• another relevant regulator or complaints body.

23. Changes to These Terms

We may update these Terms to reflect changes to our services, business practices or legal obligations.

Updated Terms will be published on our website with a revised “last updated” date. Material changes affecting an existing recurring service will be communicated with reasonable notice and will apply prospectively.

Changes will not remove rights that have already accrued or reduce rights that cannot legally be excluded.

24. Severability

If any part of these Terms is found to be invalid or unenforceable, that part will be read down or removed to the minimum extent necessary. The remaining provisions will continue to apply.

25. Governing Law

These Terms are governed by the laws of South Australia and the Commonwealth of Australia.

The parties submit to the courts and tribunals having jurisdiction in South Australia, except where applicable consumer law allows proceedings to be brought in another jurisdiction.

26. Contact Us

Questions about these Terms can be directed to:

SEPSA – Sports & Exercise Physiology Solutions Australia
Email: info@sepsa.com.au
Telephone: 0437 733 563