Terms & Conditions

TERMS & CONDITIONS

By attending sessions with us you are accepting our Terms and Conditions.

Isolation: - If your child has to isolate from school, they are unable to attend any of our classes until their quarantine is over. We cannot replace or refund classes if a child has to isolate. We follow the school's policies regarding Childcare arrangements:

Full fees are payable throughout the school terms. This includes contracted sessions when your child does not attend due to illness, school trips (including residential), family holidays or any other reason. In the event of unavoidable closure childcare/after school clubs will also be closed. These are very rare occurrences and by nature, impossible to predict. We are not able to refund/replace any missed sessions.

GENERAL TERMS & CONDITIONS

These terms and conditions apply to all HFA School Clubs sessions applied for, and consented to by the parent or guardian (on behalf of their child/ren referred to hereinafter as the “student”)

Fees, deposits, refunds, joining fees

If gym/dance sessions are temporarily cancelled for any reason, we will offer a replacement class, no refunds will be given. No refunds will be given as we still have members of staff wages and business costs to cover.

1.     Force Majeure Clause: In the event of an unavoidable closure at HFA beyond our control, (Snow, Flood, Acts of God, Pandemic, Venue Closure) on these rare occasions, and by nature impossible to predict, obviously it will not be possible to refund fees on these occasions as we have on going staff and business costs to cover.  

2.     All students attending  HFA School Clubs are required to be registered using our booking system in advance of attendance.

3.     We reserve the right to prioritise spaces for future bookings to those who currently have spaces to ensure they keep their place. Additional spaces will be allocated at our discretion

4.     Fees are payable per termly in advance of the first class of the term. If a student arrives for a class without having been registered and paid for, they will not be permitted to participate. 

5.     Fees are provided and can be found on the booking system, which are based on a term which ranges between 12-15 weeks. These can be found on the booking system.

6.     Fees are subject to change at the discretion of HFA

7.     Methods of Payment – Online payments via the booking system, this can be by card/vouchers. 

8.     Student Sickness/absence as stated in our previous policy, refunds are not provided for students’ isolation, sickness, injury, school trips, holidays etc, this includes Coronavirus.

10.  Should any student wish to discontinue and give up their space in any class or leave the school, no refunds will be given.

10.  Refunds will not be given for non-attendance- including pandemics, other than a medical reason upon the presentation of a Doctor’s letter. This includes sickness, isolation, injury, school trips, holidays etc.

11.  Fees are including VAT where applicable.

Classes, Register, attendance, and absence

1.     HFA School Clubs reserves the right to make changes to class timetables/teaching staff where necessary

2.     A register for each class is maintained by the member of staff and records student attendance over the term. HFA Members of staff will have access to student contact details and relevant medical information for the purposes of health and safety and security. 

3.     In the case of an emergency, fire or a first aid incident all members of staff have a clear understanding of their responsibility.

4.     If a student is absent from a session the HFA member of staff will contact the parent/guardian as set out in Child Protection Policy. 

5.     It is the parent's responsibility to notify HFA of any changes to their emergency contact details by amending their booking details on our booking site.

6.     All Parents/Guardians must make arrangement to collect their child if they are under 16 years old. If someone else is collecting a student on behalf of the parent, then HFA needs to be informed in advance. Young children will not be allowed to walk out into the car park by themselves. It is not the responsibility of the HFA members of staff to walk the student out to the car parks.  Written permission is required should the student be allowed to leave unsupervised.

7.     Uncollected / Late collection of students: A charge of £5 will be levied per 15mins whilst a student is left on the site in the care of the member of staff. If the school has an after-school club on site, and with agreement from the school, uncollected and late students will be taken to the after-school club.  Frequent late collection of students may result in HFA terminating a student’s attendance. No refund will be given.

Bookings

1.     All the dates/times that you have booked for your child’s class can be found on your booking receipt. Please do retain a copy so you can check the dates.

2.     It is parents/guardian’s responsibility to check the dates and times as we hire halls meaning there are some dates sessions cannot run. Reminders are not sent.

3.     All our teachers will be more than happy to discuss your child’s progress, please bear in mind teachers work sessions and that all sessions need to start on time. 

4.     You should allow approx. 48-72 hours for member of staff to reply as they may well be teaching and or not working that day with us.

5.     For all payment/booking/complaint please contact us on hfaschoolclubs@gmail.com the member of staff will not be able to answer queries about payments. Please allow 48 hours for your reply.

Dignity in the Workplace

1.      Our staff have the right to work in a safe environment and are here to help to keep you and your students safe.

2.      We will not tolerate violence, physical aggression, or verbal abuse towards any of our staff, either in person or online.

3.      We reserve the right to take further action, including asking you and your student to leave the club for anyone acting inappropriately. No refund will be given.

4.      Should you wish to speak to a teacher, if they are busy dealing with other parents, please email to arrange an appointment to discuss your matter, it is not appropriate to discuss, raise your voice over the teacher or other parents and students. We kindly always ask you to respect teachers and other club members.

Photography/ Videos/Social Media

I understand and will have the option when booking to give consent to the use of photographs and video recordings from time to time be included on the, social medial or for website/internet for press and promotional development of the school.

Behaviour

Students are expected to act in a well-behaved manner. If a student is disruptive on a regular basis the teacher will complete a behaviour tracking chart each week to monitor behaviour over a half term period. You will be informed of this, if the student is asked to leave no refund shall be given.

Uniform.

Jewellery/Watches are not to be worn in any sessions as per our Health and Safety Policy. Students should wear their uniform or plain black, shorts, leggings, T shirts, Vest top, leotards, crop Tops, No Hoodies, Hair to be tied back.

Only capped water bottles are acceptable to bring into sessions.

Section 3: CHILD PROTECTION POLICY

Child Protection Policy Section available on request.