Terms and Conditions

Unite Stage Academy Terms & Conditions

Welcome

We are so pleased to welcome you and your child to Unite Stage Academy. Our aim is to nurture confidence, creativity and skill within a caring, inclusive and professional environment.

These Terms & Conditions are designed to protect our students, families and staff, and to ensure everything runs smoothly. We always aim to be fair, transparent and approachable, and we genuinely try our best to resolve concerns quickly and kindly.

1. Liability & Personal Property

Unite Stage Academy cannot accept responsibility for loss, theft or damage to personal belongings brought onto the premises or to external venues.

Participation in classes, rehearsals, performances and competitions is undertaken at the student’s own risk. We take reasonable care at all times and follow robust health and safety procedures. (Please see our health and safety form)

2. Communication

All official communication, including emails, schedules, calendars and updates, will be shared via the Parent Portal.

Parents and guardians are responsible for ensuring all contact and emergency details remain accurate and up to date.

3. Staff, Safeguarding & Welfare

All teaching staff, including cover teachers, are appropriately qualified, experienced and DBS checked. Volunteers and trainees are also DBS checked.

Safeguarding procedures must be followed at all times. Decisions made in relation to safeguarding are final and made in the best interests of all students.

4. Supervision & Collection

Parents and guardians are responsible for ensuring children are collected promptly at the end of class.

Students must not leave the premises without permission from a member of staff. All toilet breaks and movement on site are supervised.

If parents wish for their child to leave independently, this must be confirmed in writing via email.

Late collection: where collection exceeds 15 minutes, a £5 late fee will apply.

5. Behaviour & Conduct

We are committed to providing a respectful, inclusive and positive environment. Racist, sexist, discriminatory, aggressive or inappropriate behaviour will not be tolerated.

These expectations apply to students, parents, guardians and any associated adults.

5A. Staff Authority & Professional Decisions

Parents/guardians are expected to treat all Unite Stage Academy staff with respect and courtesy at all times.

Staff instructions and professional decisions must be followed. Arguments, confrontations, or challenges directed at staff during classes, rehearsals, performances, events, or within venues will not be tolerated, particularly in the presence of students.

Any concerns or disagreements must be raised after the session and in writing through the appropriate communication channels, allowing time for review and response.

For the safety, safeguarding, and wellbeing of all students, staff decisions made on the day are final. Failure to comply with staff direction may result in:

• removal from the session or venue
• suspension or termination of membership
• withdrawal of services

5B. Termination of Membership Due to Parent/Guardian Conduct
Unite Stage Academy reserves the right to terminate a student’s membership with immediate effect, without refund, where a parent or guardian’s conduct is deemed to be abusive, threatening, defamatory, aggressive, intimidating, or otherwise detrimental to the wellbeing, safety, reputation, or effective operation of the academy, its staff, or its students.

Such termination may occur irrespective of the student’s conduct or attendance and does not remove any outstanding financial obligations already incurred.

6. Reputation & Communication

Parents/guardians agree to act respectfully towards Unite Stage Academy, its staff, students, and families at all times.

Parents/guardians must not make, publish, or share any statements or content that is false, misleading, defamatory, abusive, threatening, or malicious, whether written or verbal, about Unite Stage Academy, its staff, students, or operations. This includes, but is not limited to, social media, online review platforms, forums, group chats, and private communications.

Concerns or complaints must be raised directly and privately with Unite Stage Academy and reasonable time must be allowed for investigation and resolution before any external publication.

This clause does not prevent parents/guardians from expressing fair, honest opinions based on genuine personal experience, provided such statements are not defamatory, misleading, or abusive.

Breach of this clause may result in, at Unite Stage Academy’s discretion:

• immediate suspension or termination of membership
• withdrawal of services
• refusal of future enrollment
• legal action where appropriate

7. Complaints Procedure

Any complaint must be submitted in writing and sent to [email protected]. We will always aim to acknowledge and investigate concerns fairly and within a reasonable timeframe.

Families are asked to allow this process to conclude before involving third parties or making public statements. (Please see clause 6)

8. Classes & Attendance

Regular attendance allows students to gain the most from their training. If absences occur, please inform us.
Students should arrive 5–10 minutes before class. Late arrivals of more than 15 minutes may be refused entry.

Class content, staffing or structure may change where necessary to support student development.

9. Cancellations

One month’s written notice is required to cancel classes.

Cancellations made on or after the 14th of the month will incur the following month’s full fee. Cancellations made on or before the 13th incur no further fee.

10. Uniform

Uniform requirements help maintain safety and consistency. Hair must be tied back and jewellery removed.

All items should be clearly labelled. Lost property is donated to chairty at the end of term.

11. Payments

A joining fee is required to secure a place.

Invoices are issued monthly (26th–28th) and are due by the 1st of each month.

Late payment charges:

• 10% after 5 days
• Additional £10 after 7 days
• Classes suspended after 10 days until fees are settled

Payment plans may be offered at the discretion of the Finance Team. Persistent non-payment may result in debt recovery or legal action. Please also note that if legal action is taken further you may result into paying more with interest and covering of fees.

Suspension for Non-Payment
Where classes or services are suspended due to late or non-payment, fees remain payable in full until the outstanding balance is settled or the required notice period has been completed. Suspension of attendance does not pause or cancel the financial obligation.

12. Money-Back Guarantee

Our money-back guarantee applies where all classes are attended in full for 30 days and full participation is demonstrated. Refunds exclude the registration fee.

13. Refunds

Missed classes are non-refundable. Refunds are only issued where Unite Stage Academy cancels without providing an alternative class make up session. 

If you cannot attend the make up session we cannot provide a refund.

14. Exams, Shows & Events

Participation in exams, shows and events is optional but encouraged. Additional costs may apply and will always be communicated clearly.

No refunds are given for exam fees, costumes, T-shirts or tickets, unless Unite Stage Academy cancels for any reason. 

15. Photography, Video & Intellectual Property

Photography and video recording may take place during classes, rehearsals, performances, competitions, and events for promotional, marketing, educational, and archival purposes.

By enrolling with Unite Stage Academy, parents/guardians provide consent for the use of images and video featuring their child in accordance with this policy.

Choreography, routines, branding, and all digital content remain the intellectual property of Unite Stage Academy and may not be reproduced, shared, or taught without written permission.

Requests to withdraw media consent must be submitted in writing.
Any withdrawal of consent will apply from the date of notice forward only and cannot be applied retrospectively to content already created, published, distributed, or in use.

Where media consent is withdrawn, Unite Stage Academy cannot guarantee a child’s inclusion in filmed activities, group performances, or promotional materials, where separation is not reasonably practicable.

16. Illness & Injury

Students must be medically fit to participate. Any injuries or medical conditions should be disclosed to staff at [email protected].

No refunds are given due to illness or injury.

17. Force Majeure

In the event of closure due to circumstances beyond our control, classes will move online where possible. If self-isolation is required, class content will be provided digitally.

No refunds will be issued and our terms and conditions of class cancellations still apply.

18. Amendments & Governing Law

Unite Stage Academy reserves the right to amend these Terms & Conditions. Continued attendance constitutes acceptance.

These Terms are governed by the laws of England and Wales.

No Waiver

Failure by Unite Stage Academy to enforce any provision of these Terms & Conditions at any time shall not be deemed a waiver of the right to enforce that provision or any other provision at a later date.

Any dispute or claim arising from these Terms & Conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.

GDPR & Data Protection Statement

Unite Stage Academy UK

1. Statement

GDPR stands for the General Data Protection Regulation, which replaced previous Data Protection Directives and came into effect on 25 May 2018. The UK GDPR operates alongside the Data Protection Act 2018.

GDPR requires that personal data is:

• Processed fairly, lawfully, and transparently
• Collected for specified, explicit, and legitimate purposes
• Adequate, relevant, and limited to what is necessary
• Kept accurate and up to date
• Stored securely and retained only for as long as required

Unite Stage Academy UK is committed to protecting the personal data of children, parents/guardians, staff, and visitors, and to handling all personal information responsibly and in accordance with the law.

2. The Rights of Individuals

Under GDPR, individuals have the following rights:

1) The Right to Be Informed

Unite Stage Academy UK collects personal data during registration and throughout enrolment.

Parents/Guardians

• Names, addresses, telephone numbers, email addresses
• Emergency contact details

Students

• Full name, address, date of birth, school attended
• Medical, allergy, disability, and SEN information where relevant

This information is kept confidential and accessed only by authorised staff.

We may share relevant personal data where necessary with:

• Examination and awarding bodies (e.g. BTDA, LAMDA, Trinity, Acrobatics Arts)
• Licensing and regulatory authorities (e.g. Local Authorities for performance licences)
• Safeguarding or legal bodies where required by law

All third parties operate under their own GDPR-compliant policies.

As an employer, Unite Stage Academy UK lawfully processes staff data including:

• Contact details and date of birth
• National Insurance number
• Bank details
• Photographic ID (passport/driving licence)
• DBS information and right-to-work documentation

Staff data is processed securely and shared only with authorised bodies (e.g. DBS processing services). Failure by staff to comply with data protection obligations may result in disciplinary action.

2) The Right of Access

Individuals may request access to the personal data held about them (a Subject Access Request).

• Requests will be responded to within one month
• Where a request is complex or multiple requests are made, this may be extended by up to a further two months, and the individual will be informed
• Requests may be refused where there is a lawful obligation to retain data

Individuals have the right to complain to the Information Commissioner’s Office (ICO) if they are dissatisfied with the response.

3) The Right to Erasure

Individuals may request deletion of their data where there is no lawful reason for continued processing.

Unite Stage Academy UK has legal obligations to retain certain records, including:

• Student and parent records: 3–4 years after leaving
• Accident and injury records: 19 years (or until age 21)
• Child protection records: 22 years (or until age 24)
• Staff records: 6 years after employment ends

Archived data is stored securely and destroyed once retention periods expire.

4) The Right to Restrict Processing

Parents and staff may request that their data is stored but not actively processed, where appropriate and lawful.

5) The Right to Data Portability

Personal data may be securely transferred between systems where required (e.g. for examination entries or performance licensing). All systems are password protected and access-restricted.

6) The Right to Object

Parents, visitors, and staff may object to their data being used for non-essential purposes such as marketing communications.

7) Rights Related to Automated Decision-Making

Unite Stage Academy UK does not use automated decision-making or profiling.

3. Storage and Security of Personal Information

• All electronic devices are password protected
• Access is limited to authorised staff only
• Paper records are stored in locked cabinets within the studio office
• Personal data is never left unsecured or accessible to unauthorised persons

4. Photography, Video & Audio Recordings

Unite Stage Academy UK may take photographs, video, or audio recordings for promotional and archival purposes.

• Media is only used where appropriate permissions apply
• No full names are stored with images
• Consent may be withdrawn at any time; withdrawal does not affect lawful use prior to withdrawal
• Once withdrawn, media will not be used in future materials where reasonably practicable

Further details are available in our Photography & Media Privacy Policy.

5. Summary

Under GDPR, Unite Stage Academy UK is required to:

• Manage and process personal data responsibly
• Protect individual privacy rights
• Provide access to personal data upon request

A full copy of our GDPR and Data Protection documentation is available upon request from the administrative team or Principal.

Health & Safety Policy

Unite Stage Academy UK

1. Policy Statement

Unite Stage Academy UK is committed to providing a safe and supportive environment for all students, staff, contractors, and visitors participating in dance, musical theatre, and performing arts activities.

While dance and performance activities involve physical exertion and inherent risk, Unite Stage Academy UK takes all reasonable and proportionate steps to minimise risks in line with the Health and Safety at Work etc. Act 1974 and relevant guidance.

This policy applies to:

• All classes, rehearsals, performances, competitions, and events
• All studio and off-site venues
• All staff, students, and visitors

2. Responsibilities

Unite Stage Academy UK will:

• Maintain safe working environments so far as is reasonably practicable
• Carry out appropriate risk assessments for classes, rehearsals, performances, and events
• Ensure staff are suitably trained and qualified
• Provide clear instructions and supervision appropriate to age and ability
• Respond appropriately to accidents, injuries, and near misses

Staff Responsibilities:

• Follow all health and safety procedures
• Deliver age-appropriate, level-appropriate instruction
• Supervise students at all times during sessions
• Stop activities if conditions are unsafe
• Report hazards, injuries, or concerns immediately

Parent/Guardian Responsibilities:

• Ensure students are fit to participate
• Disclose relevant medical, health, SEN, or injury information
• Ensure correct clothing, footwear, and hydration
• Follow studio rules and staff instructions

Student Responsibilities:

• Follow instructions at all times
• Act responsibly and safely
• Inform staff of pain, discomfort, or injury immediately

k Awareness in Dance & Performance

Dance, acrobatics, and performance training carry inherent risks including (but not limited to):

• Muscle strain or fatigue
• Slips, trips, or falls
• Impact or collision with others
• Injury due to incorrect technique or overexertion

Participation indicates acceptance of these inherent risks, which cannot be entirely eliminated even with appropriate controls in place.

4. Studio Safety & Environment

Unite Stage Academy UK ensures that:

• Floors are appropriate for dance and inspected regularly
• Studios are adequately lit and ventilated
• Fire exits are clearly marked and kept clear
• Equipment and props are checked before use

Students must not:

• Run in studio spaces unless instructed
• Use equipment without supervision
• Wear jewellery or unsafe clothing

5. Clothing, Footwear & Personal Safety

• Appropriate footwear must be worn for each discipline
• Hair must be secured away from the face
• Jewellery is not permitted during classes or rehearsals
• Students must bring water to all sessions

Failure to comply may result in restricted participation for safety reasons.

6. Warm-Up, Cool-Down & Technique

• All sessions include appropriate warm-up and cool-down where required
• Technique is taught progressively and age-appropriately
• Students are discouraged from practising advanced skills outside of class without supervision

Unite Stage Academy UK is not responsible for injuries resulting from:

• Unauthorised practice
• Failure to follow instructions
• Participation while injured or unwell

7. Medical Information & Injuries

Parents/guardians must:

• Disclose medical conditions, allergies, injuries, or SEN needs
• Update the academy promptly if circumstances change

If a student becomes injured:

• Activity will be stopped if required
• First aid will be administered where appropriate
• Parents will be informed as soon as reasonably possible

Unite Stage Academy UK may require:

• Medical clearance before return to activity
• Modified participation or rest periods

8. Accidents & Incident Reporting

• All accidents and injuries are recorded
• Serious incidents are escalated in line with safeguarding and HSE guidance
• Records are retained in accordance with legal requirements

9. Off-Site Activities & Performances

For rehearsals, competitions, and performances held off-site:

• Risk assessments are completed where possible
• Venue rules and procedures must be followed
• Unite Stage Academy UK cannot be held responsible for venue-specific hazards outside of its control

Parents remain responsible for:

• Travel to and from venues unless otherwise agreed
• Personal belongings

10. Behaviour & Safety Compliance

Unsafe behaviour will not be tolerated.

Unite Stage Academy UK reserves the right to:

• Remove a student from an activity for safety reasons
• Modify participation
• Suspend participation where health and safety rules are not followed

11. Review & Monitoring

This policy is reviewed regularly and updated where required to reflect:

• Changes in legislation
• Operational changes
• Best practice guidance

12. Acceptance of Risk

Participation in dance and performing arts activities at Unite Stage Academy UK is undertaken at the participant’s own risk, subject to the academy’s duty to take reasonable care.

Unite Stage Academy UK does not accept liability for:

• Injuries arising from normal participation in physical activity
• Failure to disclose relevant medical information
• Non-compliance with safety instructions 

Acceptance

I confirm that I have read, understood and agree to the Unite Stage Academy Terms & Conditions.

Parent / Guardian Name:
 

Signature:

 

Student Name(s)/ 

Date: