Terms of service

WHITEOLOGY TERMS OF SERVICE & CLIENT POLICY 

Operated by: Whiteology Pty Ltd as Trustee for the Koukla Family Trust (ABN 644 417 550)
Registered Address: Unit 60/378 Beaufort Street, Perth WA 6000

1. Agreement to Terms

1.1 By booking or attending an appointment with Whiteology Pty Ltd as Trustee for the Koukla Family Trust (“Whiteology”), you agree to the following terms and conditions.
1.2 These terms are governed by the laws of Western Australia and the Australian Consumer Law (ACL) under the Competition and Consumer Act 2010 (Cth).
1.3 You acknowledge that you have read, understood, and agreed to these terms prior to receiving any service.

2. Bookings & Deposits

2.1 Online bookings are a request only. When booking online, you are requesting your preferred day and time. Availability displayed online is indicative only and may not reflect real-time openings.
2.2 Whiteology will confirm your appointment time once availability has been verified. If your requested time is unavailable, a team member will contact you to offer alternative availability.
2.3 A non-refundable deposit of $100 per person is required at the time of booking to secure your appointment.
2.4 Appointments will not be confirmed or held without a deposit.
2.5 Deposits may be transferred to a future appointment when booked during your previous visit (such as 4–6 week or maintenance top-ups).
2.6 Deposits are strictly non-refundable except where Whiteology is unable to accommodate your original request or a mutually acceptable alternative.
2.7 Deposits held as credit have a 12-month expiry and will be forfeited after this period.
2.8 This does not apply to deposits holding a specific appointment time.
2.9 Deposits are strictly non-refundable once paid. The only way for a deposit to be returned to the client is by redeeming it toward an appointment or service at checkout. Deposits cannot be withdrawn, refunded, or converted to cash once allocated, transferred, or held as credit.

3. Cancellations, Rescheduling & No-Shows

3.1 A minimum of 48 hours’ notice is required to cancel or reschedule any appointment. Notice must be made during business hours via phone (answered call), SMS, or email. Messages left via social media or voicemail are not accepted as valid notice.
3.2 Cancellations or reschedules made within 48 hours of the appointment will result in forfeiture of the deposit.
3.3 Failure to attend an appointment (“no-show”) will result in the full treatment cost being charged, inclusive of the deposit. Future bookings may not be accepted until outstanding balances are paid in full.
3.4 If no contact is made within one (1) hour of the appointment start time, the booking will be treated as a no-show. Whiteology allows a 15-minute grace period before applying fees.
3.5 If a client becomes ineligible for treatment after booking, the deposit will be held as credit for future use at Whiteology’s discretion.
3.6 Illness-related cancellations may be accepted at Whiteology’s discretion. Clients may be required to wait a minimum of seven (7) days before rebooking.

3.7. If we have not received confirmation from you and have not been able to make contact with you, we may cancel your appointment if it remains unconfirmed within 24 hours of the scheduled start time. Where this occurs, we will notify you that the appointment has been cancelled using the contact details provided at the time of booking.

Ultra Treatment Bookings

3.7 The deposit paid for Session 1 will transfer to secure Session 2.
3.8 Late cancellation of Session 2 will result in forfeiture of the $100 deposit only. A second late cancellation may result in forfeiture of the full session.
3.9 A no-show to Session 2 will result in forfeiture of that session. The deposit remains non-refundable and may be held as credit.
3.10 Session 2 must be completed within 4–7 days of Session 1. In exceptional circumstances and at management discretion, this may be extended to a maximum of 14 days. Outside of this timeframe, Session 2 may be forfeited.
3.11 If Session 2 is forfeited, the client may still be eligible for a 4–6 week top-up within the appropriate timeframe.

4. Late Arrivals & Schedule Delays

4.1 Clients running late must notify Whiteology as soon as possible.
4.2 The technician may shorten the session or reduce rounds where necessary.
4.3 If lateness prevents the appointment from proceeding, the deposit will be forfeited.
4.4 Whiteology will attempt to accommodate late arrivals where possible but cannot guarantee this.
4.5 Appointment timings may occasionally run up to 30 minutes behind schedule due to the personalised nature of treatments.
4.6 By securing a booking, clients acknowledge and accept minor operational delays. These do not constitute grounds for cancellation, rescheduling outside policy, or refund.

5. Two-Person & Group Bookings

5.1 Discounted two-person bookings require both clients to attend at the same appointment time.
5.2 Appointments cannot be divided into separate sessions or dates.
5.3 If one client cancels, reschedules outside policy, or fails to attend, the attending client’s treatment will revert to standard pricing.
5.4 Deposits are allocated per person and are not transferable unless authorised by management.

6. Refunds, Treatment Changes & Product Use

6.1 Once a treatment has commenced or payment has been made, no refunds or credits will be issued for change of mind or sensitivity.
6.2 Treatment costs are based on single-use consumables and technician time.
6.3 Partial refunds, credits, or time-based adjustments are not provided.
6.4 Any treatment modification or downgrade is at Whiteology’s discretion.

Ultra Treatment Commitment

6.5 Full payment for Ultra Treatment is required at the first session. The deposit is not deducted and instead holds the second session.
6.6 If a client chooses not to proceed with Session 2 for any reason, no partial refunds, credits, or transfers will be provided. Ultra sessions cannot be transferred to other treatments or individuals.
6.7 Both sessions must be completed within the required timeframe or the second session will be forfeited.
6.8 Where a deposit is held as credit following forfeiture, it remains non-refundable and must be redeemed toward a future appointment.

7. Rebookings & Maintenance

7.1 4–6 week top-ups must be booked during your initial appointment to secure the discounted rate.
7.2 Top-ups outside this timeframe revert to standard pricing due to natural colour regression.
7.3 Maintenance rates apply only when booked at your last appointment.
7.4 Deposits transferred remain non-refundable.

8. Mobile Appointments

8.1 Mobile services incur a travel fee and may require identity verification.
8.2 Access to electricity, parking, and a suitable environment is the organiser’s responsibility.
8.3 Whiteology may refuse service if safety concerns arise.

9. Attending Appointments

9.1 Clients must attend without children or pets.
9.2 Illness must be disclosed prior to arrival.

10. Client Responsibilities & Eligibility

Clients must disclose relevant medical and dental information and seek independent dental advice prior to treatment. Whiteology does not provide medical or dental advice.

11. Professional Disclaimer

Whiteology provides cosmetic services only. Results vary. Clients release Whiteology from liability to the extent permitted by law.

12. Aftercare

Clients must follow all aftercare instructions.

13. Privacy

All personal data is handled in accordance with Australian privacy laws.

14. Governing Law

These terms are governed by Western Australian law.

15. Client Conduct & Review Policy

Clients must communicate respectfully. Threats of negative reviews, chargebacks, or complaints to obtain refunds or policy breaches may result in refusal of service.

16. Client Acknowledgement

By booking, paying, or signing, you agree to these terms and release Whiteology and associated entities from liability to the extent permitted by law.