Membership T&Cs - Aesthetic and Skin Clinics

A member messages on a Monday. She is moving interstate, she has $340 sitting in her wallet, and she would like it back. Last week another member’s direct debit bounced twice and nobody chased it. And your top tier client wants to know why her membership does not cover the treatment your practitioner just declined.

Memberships keep your appointment book full and your clients coming back. They also mean you are holding money for treatments you have not given yet. Every question about that money lands at your front desk, and without written terms the answer is whatever you said on the day.

Our Membership Terms & Conditions for Aesthetic & Skin Clinics are written for the wallet model: weekly, fortnightly or monthly direct debits that become credit your members spend in clinic. The questions get answered in the terms, before a member asks them.

Credit that works the way your clinic does.

Each payment becomes Paid Credit in the member’s wallet. Bonus, birthday and referral credit is kept separate and ends with the membership. You choose what credit can be spent on, when it can first be used, whether it combines with other offers and whether it can be transferred. When a membership ends, Paid Credit stays usable for a set period instead of coming back as cash.

Payments that keep coming in.

Set an optional minimum term. A member who leaves early pays it out, and that payment becomes credit they can still use, which is what makes it hold up. Failed payments, retries, a failed payment fee and a re-establishment fee are all set out, and you can take overdue fees and no-show fees straight from the wallet. The terms sit alongside your GoCardless or other direct debit terms, so stopping a debit at the bank does not cancel a membership.

Clinical judgement stays with your practitioners.

A membership never entitles anyone to a treatment. Every treatment is subject to consultation, consent and your practitioner’s assessment. An optional paragraph deals with prescription treatments, drafted with the Ahpra cosmetic procedure guidelines and the TGA advertising rules in mind.

About the Template

Developed by seasoned legal professionals, our templates are designed for ease and effectiveness. Each template is clear and user-friendly, allowing you to customise the essential details to align perfectly with your business needs.

This is a Guided Edition template. Every clause carries a note in plain English: what it does, what to edit, why it matters. A publishing checklist at the end walks you through sign-up, your payment provider settings and your systems before you go live.

Drafted for clinics based in Australia.

Bonus
Links: For extra guidance, check out our blog articles on...
AHPRA vs TGA vs ACL: Who Actually Regulates Your Cosmetic Clinic’s Marketing?
Client Boundaries for Beauty Pros: The Policies That Protect Your Time, Team & Income
Membership: How to have a legally legit membership program

What’s included?

Your template purchase includes:

·       Membership Terms & Conditions for Aesthetic & Skin Clinics, Guided Edition, in Word format

·       Single user licence to edit, use and reuse the template as often as you need for your business

·       BONUS: Future template updates

·       BONUS: Video Guide, a step-by-step walkthrough of the template with clear instructions and a few tips thrown in for good measure

Got questions? Check out our FAQs below.

What the terms cover:

·     Joining in clinic or online, with a copy of the terms and membership details emailed at sign-up

·      Membership tiers, the payment for each tier and how often it is taken

·      Wallet credit: Paid Credit from payments, and Bonus Credit you add yourself

·      What credit can be spent on, when it can first be used, and whether it combines with other offers

·      Transfers of credit to family members or other people, if you allow them

·       Balance statements and the records you keep

·      An optional minimum term, with the payout added to the member’s wallet as credit

·      Your direct debit provider’s terms working alongside yours

·      Failed payments, retries, failed payment fees and re-establishment fees

·      Taking overdue fees, cancellation fees and no-show fees from the wallet

·      Price and tier changes with notice, and moving between tiers

·      Pausing payments, with limits on how often and how long

·      Cancellation, and what happens to credit when a membership ends

·      The limited situations where unused credit is refunded

·      How your booking and cancellation policy, deposits and late arrivals apply to members

·      Temporary clinic closures

·       Suitability and clinical discretion: consultation, consent and the practitioner’s judgement on every treatment

·       An optional paragraph for prescription treatments

·       Illness, injury, pregnancy, moving away, the death of a member and other hardship

·       When you can end a membership, and what happens to the member’s money on each ground

·       Complaints, payment disputes and chargebacks

·       Treatment risks, warranties, liability and consumer guarantees

·       Privacy for health information and payment details

·       Updating the terms, transferring memberships if you sell your clinic, and governing law

·       A publishing checklist for before you launch

Built for clinics that sell memberships and hold their members’ money as credit. Who:
• Skin clinics and cosmetic clinics
• Dermal therapists and dermal clinicians
• Aestheticians and beauty therapists offering skin treatments
• Laser, skin needling and peel clinics
• Clinics with nurse or doctor injectors on the team
• Day spas running treatment memberships

If you:
• Sell memberships where weekly or monthly payments build up as credit
• Offer tiers at different price points
• Collect payments by direct debit through GoCardless or a similar provider
• Want a minimum term members cannot walk away from
• Have been asked for a refund of unused credit and did not know what to say
• Chase failed payments and want a set process and a fee that covers your cost
• Want deposits, cancellation fees and no-show fees to apply to members too
• Need it clear that a membership does not guarantee any treatment