Motion Dance Academy

Terms and Conditions

MOTION DANCE ACADEMY - TERMS AND CONDITIONS

Registration

All students must be registered on the Motion Dance Academy Portal Login | Motion Dance Academy - Portal (classmanager.com) (under 18s must be registered by a parent/guardian). Please complete all sections. Parents need to complete this confidential form Enrolment Form - September 2025 this will also be sent with your registering information. By registering you will be accepting these Terms and Conditions.  It is the parent/guardian’s responsibility to keep contact details/personal information up to date on the portal.

A registration fee is payable at £25 per student. This should be paid as soon as possible after registration at NEW STARTERS ONLY - Motion Dance Academy Joining Fee and New Starter Pack (sumupstore.com).  As a thank you for joining us, you will receive a Motion Dance Academy T-shirt and a Motion Dance Academy Personalised Bag. 

Please note that your child’s place in the class is not secure until your registration fee has been paid, class fee direct debit has been set up and all the above information is completed and received. If the registration has not been fully completed prior to your first class after trial, your child will not be permitted into the class.

Fees

Our classes are charged based on time. Monthly fees payable are calculated based cost of time of each class taken added together, multiplied by the number of dance classes per year (a year is based on academic year September to July, with payments made September-August), split into 12 equal amounts (please note an additional 15mins is added for Acro classes, due to extra equipment/insurances). This means that payment is made on 1st of each month (or first working day) and is the same amount, regardless of how many classes are held in that month. As payments are split over twelve months, this means class fees are due in August, even though no classes run in that month.  If you leave the school after the academic year ends in July, August payments will be due to complete the payment year for classes already received. Siblings time will be added together on the same fee scale.  A single dancer receives an unlimited pass at 5+ hours.  When siblings time added together exceed 5 hours, the scale of charges increases for every additional 0.25 hours of classes until they reach 7+hours (which is the unlimited pass for siblings)  Payments can only be made via direct debit and you will need to sign up for an account here  GoCardless Sign Up. From time-to-time fees may need to be increased and you will be given half a term’s notice of any increase, these are usually reviewed every September.

No refunds will be given due to not being able to attend class, except in exceptional circumstances and at the discretion and prior agreement of the Principal.

Class Fee  Failures

In the event of failure to collect payment, Go Cardless will attempt to retry to collect payments on four occasions.  We are charged failure fees each time a payment fails.  Should a monthly payment fail four times we will charge all failure fees to your account.  In the event of repeated failures, we reserve the right to refuse entry to class   

Cancelled Classes/Time Changes

Sometimes classes may need to be cancelled in exceptional circumstances. We aim to offer another class instead (this is usually done by extending the term one further week).

We aim to keep class times constant for all pupils but sometimes changing a class time and/or venue is unavoidable.  We aim to give half a term’s notice of such changes.  If, however, we have to change a class/time at short notice and your child has to leave the class because of this, the notice period (as below) will be waived.

Motion Dance Academy reserves the right to move all classes to online delivery.  As much notice of this as possible will be given.

Customer Cancellation of Subscription

Motion Dance Academy has a 6-week cancellation policy.  Notice of cancellation must be in writing by email to [email protected] .  Cancellations requests must be sent to this email address and 6 weeks notice will only begin from when notice is received by this email address.  This is the only avenue to cancel your subscription, notice sent via WhatsApp/other messaging service/to other email addresses or verbally will not be taken as date of notice given. 6 weeks of fees will be due from the date of written cancellation, students are welcome to continue in class until the end of the notice period. Please do not cancel through your direct debit before the 6 week period has passed.  We will cancel your subscription after all due fees have been collected.  If you cancel your direct debit early you will still be liable for any outstanding fees and a £10 administration fee will be added to the amount owed. Failure to settle outstanding fees promptly may lead to further administration fees/interest being added to the total (see clause on non-payment below).

Non-payment after notice received and cancellation of direct debit If notice of cancellation has been received from a parent and they cancel their subscription before all notice fees have been collected they will be issued an invoice for a full six weeks of fees (even if part of the notice period fees has been paid in the previous invoice), plus the £10 cancellation administration fee which will be due immediately and payable via card payment.  If payment is not received 30 days after the date of the invoice, 10% of the full total for administration fees/interest will be added on day 31 and then per month on the 1st of every subsequent month (even if that month begins on day 32).  If invoices remain unpaid we will take all steps required to recover the debt.

Cancellation of Direct Debit with No Written Notice If a customer cancels their subscription with us and we have not received written notice, we will first contact the customer via email to ascertain their intention to cancel classes or whether this was an error.  If we receive no reply within seven days, we will issue a “presumed notice” invoice, which will include any fees up to the date of invoice, four weeks further fees to cover the notice period and the £10 administration fee for cancelled subscriptions.  This invoice will be due immediately.  In the case no payment is received a further 10% of the total invoice will be added for every week the invoice remains outstanding.  If the invoice is not settled by the end of the presumed notice period (i.e. six weeks from the date of the invoice) a further six weeks of fees will be added to the invoice and we will take further steps to recover the debt.

Suspension of Subscription

Under certain circumstances parents can apply to suspend their subscription.  This means that their child will be able to take a short break from classes without the six weeks notice to cancel and they will not be charged class fees during this period.  All requests must be sent in writing to  [email protected]  Requests sent by WhatsApp/other messaging service/other email addresses or verbally will not be dealt with. Requests to suspend subscription must be sent by email and only to the address provided above. All requests will be considered on their merit.  We reserve the right to refuse requests for suspension.  Suspension requests can be made before the beginning of a term Autumn Term, Spring Term or Summer Term and can be no longer than one single term.  We may be able to consider suspensions from half terms provided they are no longer than the remainder of that term. Parents must note that during a suspension of subscription that their child’s place in the class is not secure.  If, when they wish to return, their class is at full capacity, they will be placed on a waiting list as if they were a new student.  If a student does not return at the end of a suspension period, four weeks notice cancellation fees will be due and our cancellation policy will be implemented.  Customers must not cancel their direct debit during a suspension period. Payments will be suspended and no fees will be charged to your account but your account will need to remain active during the suspension and ready to receive payments again after the suspension ends.  If you cancel your subscription during the suspension period, we reserve the right to charge a £10 administration fee on your return, as setting up a new account requires extra administrative procedures.  Should you leave after a suspension period and join again at a later date you will be treated as a new customer.

Photography/Videos

We do take photos and video footage of the children/adults from time to time and use it to help with marketing for the school.  We take photographs and videos of pupils during lessons, at displays, workshops and presentations, etc for publications which may include (but not be limited to) our school’s website and social media pages.  You can select your preference or photo consent on your Class4Kids account at sign up.  If later decide to withdraw permission, please complete the “Withdraw Consent for Child(ren) to Appear in Photos/Videos for Motion Dance Academy” Withdraw Consent for Photos and email to the address on the form. If a child appears in any photo that we do not have permission to include, they will be distorted from the image(s) before publication. 

During watching week we ask that parents refrain from recording/videoing the class for child protection and copyright reasons.  Photographs can be taken with the class teacher’s permission but photographs showing children other than your own must not be shared on social media.

Uniform

Uniform is expected at all classes.  Most classes have a choice of two uniform options. Uniform requirements can be found at Motion Uniform | The Ballet Barre (sumupstore.com). New pupils may attend no more than their first 3 classes in incorrect uniform. To ensure the correct uniform,  it should be purchased from our supplier The Ballet Barre, telephone: 07856860536, e-mail: [email protected], online shop: The Ballet Barre (sumupstore.com) We expect all students to have the correct footwear for the style and grade of class they are taking (FULL sole ballet shoes for ballet from Beginner to Grade 3, full or split sole ballet shoes Grade 4 onwards, black tap shoes with toe taps only from Beginner-Grade 1inclusive and toe and heel taps from Grade 2 onwards, ballet shoes for modern from Beginner to Grade 1 inclusive, jazz shoes for modern from Grade 2 onwards. Bare foot/half shoes/foot thongs for contemporary.  Demi-pointe shoes prior to pointe shoes from Grade 4 ballet).  We strongly recommend that all dance shoes are fitted by our uniform supplier at class to ensure they fit correctly and support your child’s feet.

Pointe shoes should not be purchased until the class teacher has completed the assessment required to make sure your dancer is ready for Pointe dance. Pointe shoes must be professionally fitted, we recommend: Sheila at Just Ballet, as she takes the time and has the stock to make sure your dancer gets the right pointe shoes for them – booking for fittingswww.justballet.co.uk 

Hair for Classes Hair should be tied off of the face for lessons, in a slick low ponytail with centre parting.  Short hair should be pinned or gelled off of the face.  If a student arrives at class with hair not tied back, they will be sent to the parent to sort or we will sort and may invoice parents for time/hair accessories/gel.

Jewellery No jewellery is to be worn in class.  Earrings can be dangerous if caught whilst dancing and dangerous to others if they were to fall out.  Other jewellery could also pose a hazard, is distracting and should be removed before class.  Any student wearing jewellery to class will not be allowed to participate until it is removed.  We accept no responsibility for jewellery lost at classes.  Newly pierced ears should be covered with tape before class.

Personal Belongings

You/your children are responsible for you/your children’s belongings. It is important that all items (especially tap/ballet/jazz shoes) are named.  Although we store lost property that we find after class, we cannot be liable for lost, damaged, misplaced or stolen items.

Mobile phones should not be seen or heard in class.

Corrections

Dancing is a physical skill and in order to help facilitate the student’s learning, the teacher may physically guide a movement by touch.  This will be in a professional manner and the intention of the contact will be made clear.  Please contact the Principal if you have any queries about this.

Collection from Class

Please collect from your child/children promptly at the end of class.  Any child whose parent/carer has not collected them will be kept in the studio but we are unable to supervise them as the maximum room capacities do not permit us to have an extra body in the room.  Parents understand that if they are late picking up their child, their child will not be supervised and the parent takes full responsibility for their child’s safety and wellbeing should anything happen to them after their class time has ended.

All children of primary school age must be collected by a parent/carer from the studio door. Children of this age will not be allowed to meet parents in the car park. If someone other than their parent/carer is going to collect them, please let us know in advance and provide that person with the password agreed on your enrollment form. No child will be released from class without the password. Any person collecting the child must be 18+ years. Children will not be allowed to leave with older siblings under the age of 18, even if that child is a student of Motion and has a Consent to Leave Permission in place. Consent to Leave alone after class for school Year 7+ will be made during sign up on your enrolment form. Motion Dance Academy takes no responsibility for the child’s safety and wellbeing after leaving the studio in these circumstances.

Uncollected Child Policy Please do your best to let us know if you will be late collecting your child from class.  This can be sent via WhatsApp message,you are welcome to try to call but please be aware that teachers may still be teaching in class and not able to take calls.  If a child has not been collected 15 minutes after the class has ended we will make all reasonable efforts to contact parents by phone and WhatsApp message.  If we are unable to contact the parent, we will try the other emergency contact number(s) held on our file.  If we are unable to reach any other person listed as an emergency contact and we have not received any communication from parents after 30 minutes, we will need to contact Social Services.  The child will remain with us until collected by a parent or Social Services.  We reserve the right to charge the parent fees for additional time (£10 per half hour) in the case of an uncollected child.  No teacher will go looking for a parent or take a child home with them.  This policy is in-line with child safeguarding.

Competition Team

Motion Dance Academy Competition Team is open to students who have achieved Pre-Preparatory level onwards.  Trials are held annually during summer half term 1 for inclusion in new routines for competitions from the following September (attendance at class may be required before September).  All students attending trials will be offered either a place on the Competition Team or the Performance Team.  Previously being on the competition team does not guarantee continued inclusion.  No new students are accepted at any other time in the academic year. Students joining the Competition Team will be asked to agree to further, separate terms and conditions, any breaking of these conditions will result in removal from the Competition Team.

Performance Team

Our Performance Team is open to all Motion Dance Academy students aged 5+ years.  All students who wish to be on this team will be admitted.  This team meets once a month on Sundays and works towards a performance piece that we take to three venues spread throughout the year. Inclusion in the Performance Team will be open each September for new students. No new students will be included mid-academic year.  All students wishing to join the Performance Team will be sent further conditions to agree to regarding fees and conduct. 

Annual Show/Performance Opportunities

Motion Dance Academy performs an annual summer show.  All classes, with the exception of Early Movers, are invited to take part.  Participation isn’t compulsory.  If students do wish to take part, they are expected to attend classes every week during show term.  If a student’s attendance is not acceptable, they may be removed from certain routines in the show, this will always be discussed with the parent/carer.

Motion Dance Academy occasionally performs at other events i.e., summer fetes. These are voluntary and open to all dancers.  Attendance is at your own risk and you will be expected to be responsible for getting your child to the performance and for their care, other than when they are performing.

Code of Conduct

We expect Motion Dance Academy’s Code of Conduct to be adhered to at all times.  We expect all dancers to:

Swearing/language that others may find offensive is not permitted in class.

Please remember to bring a water bottle to all classes. Water bottles must be able to be closed fully to prevent spillage accidents, which represent a hazard, for example “Stanley” and similar style cups are not appropriate. A water foundation is located outside the studio to refill water bottles, if necessary.  Food is not encouraged during the usual lessons but in workshops and lessons lasting longer than 2 hours, we would advise students to have snacks with them.  If students have a medical issue that requires a more regular food intake, please let us know.

Please could you encourage your child to use the toilet before class and only ask to leave to use the toilet during class only if it is absolutely necessary.  When we have children going to the toilet during class, it disrupts teaching and inevitably leads to others wanting to go, particularly in the younger classes.  Please let us know if there is a reason your child may need to use the toilet more often, so that we are aware and make allowances.

Parents and carers are asked to ensure that their children are well behaved at all times whilst getting ready for class.

Students and parents/carers are expected to demonstrate mutually respectful behaviour to teaching staff, fellow students and the premises.  Poor behaviour will not be tolerated and may result in the student being asked to leave the school.  Bullying is not tolerated and should be brought to the Principal’s attention immediately.

Health

Please notify the Principal of any medical issues or learning difficulties that may affect your child’s learning, however big or small it should be.  This can help us to help them.  This information will only be shared with your child’s class teacher. 

Any injuries should be discussed with the class teacher prior to, or at the beginning of class. If an injury occurs within six weeks prior to our summer show, a competition, performance or examination we will require a signed “Fit to Perform” note from a parent.

Dancing is a physical activity and contains a certain amount of risk.  Students taking part in any of our classes or events run by Motion Dance Academy do so at their own risk and Motion Dance Academy accepts no responsibility for any injuries.  Acro classes are accompanied by further safety rules which can be found hereMotion Dance Academy - Acro Safety Rules. 

Examinations

Motion Dance Academy offers examinations and medal tests for the National Association of Teachers of Dancing (NATD) syllabus.  Entry for any examination/medal test is at the discretion of the class teacher and the Principal.  Parents/Carers will be sent an invitation to examinations/medal tests when the required level is achieved. We only enter students that teachers deems ready for exams to avoid disappointment should they not do well if they are not quite exam ready. 

Examinations are not compulsory but are encouraged. Students wanting to participate in examinations must attend class regularly.  Any student that doesn’t attend regularly risks being withdrawn from the examination. Full details will be sent via the email invitation.

Students attending the studio to take examinations need to be accompanied by an adult in the waiting area.  We do not provide supervision until children are collected from the waiting area.  Please note our waiting area is unisex.  For child protection, all changing should take place in the dedicated female/male changing rooms on site.

Watching Weeks

Parents are not permitted to watch the classes, as this can be distracting for students.  Parents may be allowed to watch their child’s trial class at the discretion of the class teacher.

We do usually have a dedicated watching week to show parents/family members what we have been learning.  These usually happen at the end of terms, with the exception of show terms.  If watching class, parents/adults are asked to refrain from talking and turn mobile phones to silent.  All calls should be answered outside the studio.  Any children accompanying watching adults should remain still and quiet during class.

Parent/Carer Contact Information

All communications will be via email and/or class group WhatsApp.  Parents/Carers must provide a valid email address/mobile number. It is the parent/carer’s responsibility to make sure these are always up to date. Any changes in contact information need to be updated on the Portal and it is also important to complete the “Change of Contact Details” form (located in the Motion Dance Academy Drive) to ensure all communications go to the correct place. Please make sure that Motion Dance Academy emails are not considered SPAM in order to not miss vital communications from the school. No responsibility will be accepted for things missed due to out-of-date parent contact details or Motion Dance Academy emails going into “junk” folders.

Complaints/Concerns

We hope that you will always be happy with our service and classes but issues happen sometimes and we appreciate the opportunity to put things right.  As we do not always have sufficient time to thoroughly address any issues raised at the end of classes, we ask that all persons with a complaint/concern attend a meeting to discuss and resolve with the Principal.  Should you have a complaint/concern, this is our complaint/concern procedure:

Please note: this is the only avenue of complaint.  Polite issues received via email/messaging service will be referred to the form but no action will be taken until the form is completed.  Aggressive/rude messages received via email/messaging services will not be replied to (please see conduct below). 

Conduct of Customers towards staff

Whilst we understand that you may not be happy if you have a complaint, we have a zero-tolerance policy on rudeness and aggression towards our staff.  Complaints can be dealt with in a calm and structured manner using the procedure above.  We do not accept aggressive/rude messages via email or messaging service.   If someone displays aggressive/rude behaviour at classes or during an arranged meeting (the meeting will cease immediately) the person will be asked to leave.  Anyone who is aggressive/rude to our staff, be that in person or via emails/messages, will be removed as a customer of the school and their child will lose their place in class without warning.

Data Protection

When you give us your information we promise to keep it safe and not share it with third parties.

We may use your data to contact you in relation to:

By accepting these terms and conditions you give consent to:

Miscellaneous

If students and/or parents break the terms and conditions, they may be asked to leave by the Principal and no refund given.

Our full Child Safeguarding and GDPR policies can be found on our website atwww.motiondanceacademy.co.uk

The school rules are designed to enhance your children’s learning and enjoyment of the dance experience and help maximise their full potential.
If you have any queries regarding our policies, please contact the principal, Miss Mollie



TERMS AND CONDITIONS REVIEWED AND AMENDED SEPTEMBER 2025 - NEXT REVIEW DUE SEPTEMBER 2026