Dakoda’s Dance Academy – Booking & Cancellation Policies

Version: 2 Effective from: 16/11/2025

Terms and Conditions
Course Bookings
Private Classes – 72-Hour Cancellation Policy
Fees
Payments
Refunds
14-Day Cooling-Off Period
Staff and Teachers
First Aid
Illness or Injury
Supervision While On Site
Behaviour
Equal Opportunities
Parents in Class
Emergency Contact Procedures
Food Policy
Uniform Policy (including Jewellery)
Arrival & Departure
Absence Policy
Physical Contact
Disclosures (Medical, SEN, Behavioural, Safeguarding)
Special Precautions (Court Orders, Safety Concerns)
Leaving Premises Policy
Personal Property
Insurance
School Liability
Variations to Terms
Child Collection Procedure
Photos and Videos
Localised Lockdowns & Pandemics
Force Majeure
Single Trial Class Policy
Watching Days
Group Classes – Annual Membership Fee
Private Classes – Additional Terms
Communication Expectations
Liability Release
Birthday Dance Party Terms
Private Lesson Cancellations & Communication Policy (Section 1)
Booking Policy (Shopify Box)
Waiting List Policy
Priority Booking
Placement Priority on Courses
Private Lesson Cancellations & Communication Policy (Section 2)
SEND and Additional Needs
Payments & Refunds (Shopify Box Format)
Waiver and Release of Liability (Shopify Box Format)

Please read these terms and conditions carefully. Upon enrolling into classes at Dakoda’s Dance Academy (hereafter, “DDA”) a binding contract is formed and your (or your child’s) attendance at our classes will be strictly subject to full adherence to these terms and conditions.

Please note that if any parent or student is in material or persistent breach of any of these terms and conditions, DDA reserves the right immediately to terminate the contract with you and/or exclude your child from attending further classes at DDA on a temporary or permanent basis, without further liability to you.

Membership is open to all subject to the following conditions:

Dakoda’s Dance Academy accepts no responsibility for loss or damage of personal belongings while on the premises.

Dakoda’s Dance Academy accepts no liability for any injuries sustained whilst participating in a class or on the premises.

Dakoda’s Dance Academy staff must be notified of any changes to the information provided on the Booking Form.

COURSE BOOKINGS

Dakoda’s Dance Academy does not provide drop-in classes for children and young people (with the exception of baby ballet ages 1–3) on all term-time courses. All courses must be booked in advance through www.dakodasdanceacademy.com

PRIVATE CLASS CANCELLATIONS – 72 HOURS

To maintain a high standard of teaching and ensure smooth
coordination, all cancellations or amendments to private sessions must
be made directly with Dakodas office team
at info@dakodasdanceacademy.com. Cancellations made through your teacher
are not valid, as teachers do not have access to studio bookings or
scheduling systems.

Once a lesson is confirmed, both studio space
and teacher time are reserved exclusively for you. These bookings often
carry non-refundable costs, and late changes can prevent us from
reallocating the session.

We therefore kindly ask you to follow the policy below:

Cancellation Policy:

More than 72 hours’ notice:
A 50% refund or credit will be issued. This helps cover the studio
booking cost, which is often non-refundable, while supporting teacher
preparation time.

Less than 72 hours’ notice: The session is non-refundable and will be charged in full.

Missed sessions or same-day cancellations: No refund or credit can be offered.

We
believe this policy supports a respectful and fair relationship for all
parties involved, our clients, our teachers, and our administrative
team, while maintaining the exceptional quality of service that defines
Dakodas.

Thank you for your understanding and cooperation.

FEES

Fees are reviewed periodically and are subject to increase from time to time. Fees alter each term depending on the number of classes we can offer in that term. DDA runs on a consistent 35-week academic year, split unevenly over 3 terms.

PAYMENTS

Full payment must be received in advance to confirm a place.

For all current students, courses must be registered in advance. Payment can be made up until the last day of the previous term to guarantee the place. If payment for registered places is not received by this time and the DDA office hasn’t been contacted in advance, then the place will be offered to another student using the priority listed above.

It is Dakoda’s Dance Academy’s aim to offer a fixed number of concessionary places per term, subject to availability. All concessionary places must be paid for in advance of the course to confirm your place.

14-DAY COOLING-OFF PERIOD

If your contract with the School was formed entirely by means of distance communication (i.e. by post or electronic communication) without a face-to-face meeting with a member of the School staff between offer and acceptance, you have the right to cancel the contract within 14 days.

The 14-day cancellation period will commence on the day following our receipt of your booking. To meet the cancellation deadline, you must send your communication concerning your exercise of the right to cancel before the cancellation period has expired.

Any cancellations after this period will incurr a £30 admin fee.

STAFF / TEACHERS

All staff, including cover teachers (who may be brought in at short notice), are qualified, experienced and DBS checked. Volunteer class assistants and trainees on placements are all DBS checked.

FIRST AID

We always have a first aider on site who will provide basic first aid. By agreeing to these terms and conditions you authorise DDA to seek medical services in case of serious injury or illness if you cannot be contacted.

ILLNESS OR INJURY

If your child is injured or becomes ill in class, we will endeavour to encourage them to continue. If they are unable to, we will call the parents to collect them.

Parents are asked to keep their children at home if they have a serious infection or injury. Please keep your child at home if they:

Has a fever or has had one in the previous 24 hours

Has had an upset stomach or diarrhoea in the previous 48 hours

Has heavy nasal discharge

Has discharging eyes

Has symptoms of communicable diseases: measles, chicken pox, German measles, whooping cough, impetigo, scarlet fever, hand, foot & mouth, norovirus

We cannot offer a refund for a lesson missed due to illness. If your child has a serious injury that prevents them from attending, please inform the management who will decide on a case-by-case basis how to reallocate any classes your child will not be able to attend. A doctor’s note will be required for non-visible injuries.

ON-PAYMENTS

Failure to make payment before term starts may result in no place being available. If this happens Dakoda’s Dance Academy will make every attempt to offer an alternative course or arrangement. If this is not possible, your name will be added to a waiting list.

CANCELLATION POLICY

If a booking is cancelled before the start of term, a minimum of a week’s notice should be given.

Occasionally some courses may be cancelled due to circumstances beyond Dakoda’s Dance Academy’s control. The administration team will endeavour to contact paid customers and will either offer an exchange for the course or, in rare cases of a cancellation, a full refund will be given.

Dakoda’s Dance Academy reserves the right to cancel a course if there are fewer than seven participants on a course and the above efforts will be made to place a student in an alternative course or offer a pro-rata refund where appropriate.

If a single class does not take place due to circumstances beyond our control, Dakoda’s Dance Academy will view this class as postponed and will reschedule.

REFUNDS

Dakoda’s Dance Academy cannot offer a refund if you do not attend courses.

A full refund will be given if the chosen workshop date/course is fully booked on receipt of payment.

The first class is considered a “trial” class. If for any reason the course is not suitable, we must be notified before the second class and a refund for classes not attended will be given. Please note, no refund or reduction will be made after the second class has taken place, whether further classes have been attended or not.

No refund will be given on any holiday programme that Dakoda’s Dance Academy delivers.

Dakoda’s Dance Academy reserves the right to make a £10 charge (taken from the original payment and consequently refund amount) to cover administration costs.

A £30 admin fee will be added for late payments.

14-DAY COOLING-OFF PERIOD

STAFF / TEACHERS

All staff, including cover teachers (who may be brought in at short notice), are qualified, experienced and DBS checked. Volunteer class assistants and trainees on placements are all DBS checked.

FIRST AID

ILLNESS OR INJURY

If your child is injured or becomes ill in class, we will endeavour to encourage them to continue. If they are unable to, we will call the parents to collect them.

Parents are asked to keep their children at home if they have a serious infection or injury. Please keep your child at home if they:

SUPERVISION ON SITE

Students must ensure they always get full permission from staff prior to leaving class. Toilet breaks will be supervised. Students are always supervised on site.

BEHAVIOUR

Racist, sexist or offensive language and behaviour is not tolerated. Membership may be terminated without notice.

EQUAL OPPORTUNITIES

DDA is committed to ensuring its activities are of value to all regardless of race, culture, gender, language, religion, background, ability or disability.

PARENTS IN CLASS

Parents may sit in for the first ten minutes if a child is particularly unconfident. Parents are not permitted in lessons unless authorised.

EMERGENCY CONTACT NUMBER

An emergency number is issued at registration for urgent collection issues only.

FOOD

DDA is a nut-free school. No nuts, gum or fizzy drinks permitted. Only light snacks should be brought.

UNIFORM

Information on the appropriate uniform is found on the website and must be worn at all times.

Students must not wear their school uniform to any class

All belongings must be clearly labelled – lost property is donated at end of term

Strictly no jewellery, including earrings, necklaces, bracelets, watches

Hair must be tied back; buns required for Ballet and Acrobatics/Gymnastics

ARRIVAL & DEPARTURE

Children must arrive on time. Latecomers may be refused entry. Children must not be left in reception during breaks unless paid for.

ABSENCE

Any child missing more than two classes per term without reason may not be able to join future courses.

PHYSICAL CONTACT

Parents consent to appropriate physical contact for teaching, comfort, safety, first aid and welfare.

DISCLOSURES

Parents must disclose any medical condition, SEN, behavioural need, allergy or safeguarding concern.

SPECIAL PRECAUTIONS

Parents must notify DDA in writing of any court orders, family circumstances or risks requiring special safety measures.

LEAVING PREMISES

DDA will take reasonable precautions to ensure children remain in our care but cannot accept responsibility if a child leaves premises in breach of instructions.

PERSONAL PROPERTY

Children are responsible for their own property, including devices, money or accessories.

INSURANCE

Parents must insure personal property.

SCHOOL LIABILITY

DDA does not accept responsibility for accidental injury or loss unless negligent.

VARIATIONS

Terms may change and will supersede previous versions.

CHILD COLLECTION

If a parent fails to collect a child, the procedures outlined in your text will apply (director contacted, attempts made, possible referral to police if unreachable).

PHOTOS & VIDEOS

Photos may be taken for promotional purposes unless parents opt out.

LOCAL LOCKDOWNS / PANDEMICS

Online classes will replace in-person classes. No refunds offered.

FORCE MAJEURE

Includes natural disasters, war, riots, pandemics, strikes, utility failure, etc.

SINGLE TRIAL CLASS

One trial per class. Trial fee required. No refund if missed. Fees due before second class if joining.

WATCHING DAYS

Parents may observe end-of-term classes with restrictions to ensure safety and minimise distraction.

GROUP CLASS MEMBERSHIP FEE

All group classes require an annual membership fee.

PRIVATE LESSON CANCELLATIONS & COMMUNICATION POLICY (SECTION 1)

To maintain a high standard of teaching and ensure smooth coordination, all cancellations or amendments to private sessions must be made directly with Dakoda’s office team at info@dakodasdanceacademy.com

WAITING LIST

Members on the waiting list will be contacted in order. If members are unavailable, no message will be left.

The next member will be contacted and the first to respond will receive the place.

PRIORITY BOOKING

A two-week priority booking period for current students takes place before general booking opens.

If students have not registered within this period, DDA will attempt to make contact once before offering the place to someone else.

PLACEMENT PRIORITY ON COURSES

Current students continuing in the same course
Current students changing or adding courses
Siblings of current students
New students on waiting lists

Where possible, notice of changes to class time/venue will be given at least one week in advance.

PAYMENTS

Full payment must be received in advance to confirm a place.

At Dakodas, we want families to feel confident about bookings and payments:

• You may cancel before the next term begins

• Direct Debits via GoCardless may be cancelled at any time

• GoCardless always sends a notification email before payment is taken

If you decide not to continue into a new term, simply notify us before the term begins.

For all current students, courses must be registered in advance. Payment must be made by the last day of the previous term to secure the place.

Concessionary places are limited and must be paid in advance.

PRIVATE CLASSES

All private classes have a 48-hour cancellation policy.

Cancellations before this time may be moved or refunded.

Cancellations after this time are non-refundable.

SEND AND ADDITIONAL NEEDS

Dakoda’s Dance Academy considers applications for children with additional needs on a case-by-case basis and will make reasonable adjustments where safe and practicable.

As a non-Ofsted-registered activity provider, we must ensure that all children can be safely supervised by DDA staff alone.

Therefore:

• Parents, carers, and supporting adults are not permitted to remain in the studio

• We cannot provide 1:1 support, personal care, or specialist SEN provision

• We can only accept children who can participate safely and independently within a group setting

• Families must disclose all additional needs prior to booking so that an assessment can be made

PRIVATE LESSON CANCELLATIONS & COMMUNICATION POLICY (SECTION 2)

All changes must be made directly with the Dakodas office team and not through your teacher.

Verbal cancellations with a teacher are not valid.

Please confirm all changes via email at least 48 hours in advance.

Missed sessions or changes made with less than 48 hours’ notice are non-refundable.

NON-PAYMENTS

Failure to pay before the term starts may result in loss of place.

If this happens, DDA will attempt to offer an alternative course.

If no alternative is available, the student will be placed on a waiting list.

CANCELLATION

If a booking is cancelled before the start of term, at least one week’s notice must be given.

Courses may occasionally be cancelled by DDA due to circumstances beyond our control.

In such cases, customers will be offered:

• an exchange to another course, or

• a full refund (in rare cases)

DDA may cancel courses with fewer than seven participants.

If a single class is missed due to circumstances beyond our control, it will be treated as postponed and rescheduled.

REFUNDS

DDA cannot offer a refund for unattended courses.

Refunds will be given when:

• a workshop or course was full at the time of payment

• the cancellation occurs before the stated deadline

Trial classes:

The first two classes are considered a trial period.

If unsuitable, notify us before the third class for a refund of remaining sessions.

No refund after the second class has taken place.

Holiday programmes are non-refundable.

DDA may charge a £10 admin fee for refunds.

WAIVER AND RELEASE OF LIABILITY

By enrolling your child in Dakoda’s Dance Academy, you agree to the following:

Assumption of Risk

You acknowledge that participation in dance classes involves inherent risks.

Medical Fitness

You confirm that your child is physically fit.

You agree to inform DDA of any medical conditions.

Release of Liability

DDA is not liable for injury, loss, or damage arising from participation, unless negligent.

Supervision

Parents are responsible for supervising children before and after classes.

Photography Consent

Photos/videos may be used for DDA promotional purposes unless consent is withdrawn in writing.

Amendments

DDA may update policies at any time. Continued participation constitutes acceptance.