Terms & Conditions
BASE DANCE COMPANY
Terms & Conditions
To help you get the best out of Base Dance Company (BDC), and to ensure that both our responsibilities to you and your responsibilities to us are clear, please read the following Terms & Conditions carefully.
These policies are in place to safeguard the wellbeing of our dancers, families and staff, and to enable us to continue providing high-quality teaching in a safe, positive and enjoyable environment.
By registering your child with Base Dance Company, you agree to abide by these Terms & Conditions.
Base Dance Company reserves the right to refuse entry to classes or terminate membership where these Terms & Conditions are not complied with.
We may review and amend our Terms & Conditions from time to time. Parents/guardians will be given reasonable notice of any material changes affecting fees, payments or membership conditions.
1. Fees, Payments & Refunds
1.1 Monthly Subscription
To secure and maintain your child's place in a class, fees must be paid monthly in advance by subscription.
1.2 Registration & Payment Method
Registration must be completed through our online booking system and a subscription set up for the relevant class(es). This is the only method of registration and payment accepted by Base Dance Company.
We do not accept cash, cheques or monthly BACS payments for regular class fees.
1.3 Changes to Fees
Base Dance Company reserves the right to make reasonable changes to class fees and/or payment collection dates where necessary. Parents/guardians will be given reasonable notice by email before any changes take effect.
1.4 Annual Review of Fees
Class fees are reviewed annually and may be subject to change.
1.5 Monthly Payment Date
Monthly subscription payments are collected from your nominated payment method on or around the 1st of each month.
Failure to make payment may result in your child's place in their chosen class(es) being suspended or withdrawn.
If you are experiencing difficulties with payment, please contact a member of the BDC team as soon as possible. We will always try to help where we can.
1.6 Calculation of Monthly Fees
Our monthly fees are calculated based on 39 teaching weeks per year, with the annual cost spread evenly across 12 monthly payments.
This means your monthly payment remains the same regardless of the number of classes that fall within an individual calendar month, including months affected by scheduled school holidays.
1.7 Annual Membership Fee
All dancers are required to pay an annual BDC membership fee of £20.
This is a once-yearly payment and is separate from your regular monthly class subscription.
On our payment system, this additional charge may appear as a "Covering Payment."
An email will be sent prior to the annual membership payment being collected so that parents/guardians are aware of the additional charge.
1.8 Mid-Month Starters & Covering Payments
Monthly class subscriptions are collected on the 1st of each month. If your child starts a class after that month's subscription has already been collected, a Covering Payment will be added for the classes they attend before their first regular monthly subscription is collected.
Example:
If your child begins their class on 15th January, the January monthly subscription has already been collected. A covering payment will therefore be charged for each applicable class before their regular monthly subscription begins on 1st February.
Our current standard covering payment rates are:
- Standard 1-hour class – £9.23 per class
- Standard 45-minute Tots class – £8.62 per class
- Standard 30-minute class – £4.62 per class
The total covering payment will depend on the class your child attends, their start date and the number of applicable sessions before their first monthly subscription. The amount may therefore differ between dancers.
Please be aware that the wording "Covering Payment" may be used by our payment system for different additional charges. This can include mid-month class fees and the annual BDC membership fee.
1.9 Refunds
Class fees, membership fees, trial fees and event payments are non-refundable except where a refund is required by law or otherwise agreed by Base Dance Company.
Refunds or credits will not normally be given for classes missed due to personal absence, holidays, illness or other circumstances where your child is unable or chooses not to attend.
1.10 Cancelled Classes
Where BDC is required to cancel a class, we will endeavour to provide an appropriate alternative where reasonably possible. This may include a substitute teacher, replacement class, rescheduled session or an extension to a future class.
Our monthly fees are calculated across the full dance year and spread evenly over 12 months rather than being charged according to the exact number of sessions within each individual month.
1.11 Trial Sessions
Trial sessions and trial payments are non-refundable except where a refund is required by law or otherwise agreed by Base Dance Company.
2. Cancellation of Classes
2.1 Notice of Cancellation
Should you wish to cancel one or all of your child's classes, Base Dance Company requires written notice by email to reception@basedancecompany.co.uk.
Once notice is received, one final monthly subscription payment will be due on the next scheduled payment date. This will be your final payment for the class(es) being cancelled.
Your child may continue to attend their class(es) for the full month covered by this final payment.
Example:
If you give written notice on 12th January, your next subscription payment on 1st February will still be collected. This will be your final payment and your child may continue attending their class(es) throughout February.
No further monthly class payment will be due on 1st March.
We therefore recommend taking the notice period into consideration when deciding when you wish to cancel a class.
2.2 What Constitutes Notice
Cancellation requests must be made by email to reception@basedancecompany.co.uk.
Telling a teacher verbally, sending a message via WhatsApp or social media, stopping attendance or cancelling your payment method/subscription does not constitute formal notice of cancellation.
2.3 Multiple Classes
If your child attends more than one class, please clearly state in your cancellation email whether you are cancelling a specific class or all BDC classes.
The cancellation terms and final payment requirement apply to each class being cancelled.
2.4 Outstanding Payments
Any outstanding fees on your account remain payable when notice is given.
Cancelling a subscription or payment method does not remove the requirement to pay fees due under these Terms & Conditions.
3. Classes, Attendance & Performances
3.1 Attendance Register
A register is maintained for every class and records dancer attendance for health, safety and safeguarding purposes.
3.2 Personal Belongings
We recommend that dancers do not bring unnecessary valuables, including phones, money or jewellery, to class.
Base Dance Company cannot accept responsibility for personal belongings that are lost, stolen or damaged while on the premises, except where liability cannot legally be excluded.
3.3 Drop-Off & Collection
The safety and wellbeing of our dancers is paramount.
Parents/guardians are responsible for ensuring that children are dropped off and collected promptly and that BDC is informed of any relevant changes to collection arrangements.
Please ensure that we are made aware of any information that may affect your child's safety or participation in class.
3.4 Contact & Personal Information
It is the responsibility of the parent/guardian to ensure that the contact and personal information held by Base Dance Company is accurate and kept up to date.
Please notify us promptly of changes to contact details, emergency contacts, medical information or other relevant information.
Personal information will be handled securely and in accordance with applicable UK data protection legislation.
3.5 Dance & Physical Activity
Dance is a physical activity and, as with all physical activities, carries an inherent risk of injury.
Our teachers will take reasonable steps to provide appropriate instruction, supervision and a safe teaching environment.
Parents/guardians must ensure that relevant medical conditions, injuries or physical limitations are disclosed to BDC.
3.6 Parents/Guardians During Classes
To support safeguarding, dancer independence and an appropriate teaching environment, parents/guardians are not permitted inside the dance studios while classes are taking place unless specifically invited by a member of staff.
Where parents/guardians are required to remain on the premises, they must wait in the designated waiting/reception area and must not gather directly outside studio doors.
3.7 Class Placement & Progression
Base Dance Company reserves the right to place dancers in the class or level we believe is most appropriate for their age, ability, experience and development.
Class placement is at the discretion of the BDC teaching team and may be reviewed as a dancer progresses.
Where appropriate, we may recommend that a dancer moves to a different class or level to ensure they continue to be appropriately challenged, supported and able to progress.
3.8 Timetable & Class Changes
Base Dance Company reserves the right to make reasonable changes to the timetable where necessary.
This may include changes to class times, days, teachers, studios, age groups, class names, levels or class structure.
Where possible, parents/guardians will be given reasonable notice of any significant or permanent changes.
3.9 Class Numbers, Merging & Restructuring
Class numbers naturally change throughout the dance year. To maintain the quality and sustainability of our classes, BDC may occasionally need to merge, split or restructure classes.
This may include combining classes, creating different ability levels, moving dancers between suitable classes or changing the age range of a class.
Any decisions regarding class structure will be made with consideration for dancer development, safety, class numbers and the overall quality of teaching.
3.10 Changes of Teacher
While we aim to provide consistency, Base Dance Company cannot guarantee that a particular teacher will teach a class indefinitely.
Teachers may change due to illness, holidays, staffing changes, timetable requirements or other circumstances.
Where necessary, BDC may provide a suitably experienced substitute or permanently allocate another teacher to a class.
3.11 Class Closure or Discontinuation
Base Dance Company reserves the right to discontinue a class where it is no longer viable or where operational circumstances make it necessary to do so.
Where a regular class is permanently discontinued by BDC, we will endeavour to offer affected dancers a suitable alternative class wherever possible.
If no suitable alternative is available, the usual cancellation notice requirement will not apply to the class being discontinued by BDC, and parents/guardians will not be required to make further payments for that class after it has ended.
4. Clothing, Uniform & Jewellery
4.1 BDC Uniform
Dancers are required to wear Base Dance Company branded clothing during regular classes. At a minimum, dancers should wear a BDC T-shirt unless otherwise advised for a particular class.
BDC merchandise and uniform can be purchased through our designated shop.
4.2 Suitable Dancewear
Clothing worn for classes must be suitable and safe for physical activity. This may include T-shirts, jumpers, leggings, shorts and joggers, alongside suitable footwear for the class.
4.3 Jewellery
For safety reasons, jewellery should be kept to a minimum.
Small stud earrings, simple necklaces and appropriate rings may be permitted where safe to do so.
Hoop earrings, large or statement jewellery, studded rings or any item considered unsafe by the teacher must be removed before participating.
Teachers reserve the right to ask a dancer to remove an item where they believe it presents a safety risk.
4.4 Performances & Events
Dancers choosing to participate in shows, competitions or other performances may be required to purchase additional items such as costumes, BDC merchandise and tickets.
Any applicable costs will be communicated in advance wherever possible.
5. Behaviour & Conduct
5.1 Dancer Behaviour
Disruptive, aggressive, disrespectful or bullying behaviour will not be tolerated.
We have an anti-bullying policy in place and expect all dancers to behave respectfully towards other dancers, staff and visitors.
5.2 Positive Environment
BDC believes in clear boundaries, positive encouragement and setting a good example.
We aim to create an environment that develops dancers' confidence, discipline, creativity and enjoyment alongside their dance training.
5.3 Parent/Guardian & Staff Conduct
Our staff will always aim to communicate professionally and respectfully with dancers and families, and we expect the same standard in return.
Abusive, threatening, aggressive, intimidating or persistently inappropriate behaviour towards BDC staff, dancers or other families will not be tolerated.
5.4 Termination of Membership
Where a dancer, parent or guardian displays persistent or serious inappropriate, disruptive, aggressive or abusive behaviour, Base Dance Company reserves the right to suspend or terminate the dancer's membership.
Depending on the seriousness of the situation, BDC reserves the right to take immediate action where necessary to protect dancers, staff and families.
6. General
6.1 Medical Information
All relevant medical conditions, allergies, injuries, additional needs or other information that may affect a dancer's participation must be disclosed during registration.
It is the responsibility of the parent/guardian to keep this information up to date and notify Base Dance Company of any changes.
6.2 Communication
Our main method of direct communication with parents/guardians is email. We also use our social media platforms to share general updates, reminders and studio news.
Parents/guardians are responsible for ensuring that the email address registered with BDC remains current and for regularly checking their inbox, including spam/junk folders, for important communications.
You can also follow Base Dance Company on:
Facebook – Base Dance Company
Instagram – @basedancecompany_bdc
General enquiries should be directed to:
reception@basedancecompany.co.uk
6.3 Optional Events
Participation in shows, competitions, workshops and other BDC events is optional unless specifically stated otherwise.
Where a dancer chooses to participate, additional event-specific terms, deadlines, attendance requirements and costs may apply. These will be communicated separately.
7. Photography & Video
From time to time, Base Dance Company may take photographs and video recordings during classes, performances, events and other BDC activities for promotional, marketing and studio purposes, including use on BDC's social media and online platforms.
Photography/video permissions are managed through the information and consent provided by parents/guardians.
Parents/guardians should contact BDC if they have any questions regarding their child's photography/video permissions.
Acceptance of Terms & Conditions
By enrolling a child at Base Dance Company and maintaining their registration, the parent/guardian confirms that they have read, understood and agree to these Terms & Conditions.
It is the responsibility of the parent/guardian to familiarise themselves with these Terms & Conditions and any subsequent updates communicated by Base Dance Company.
If you have any questions or would like to discuss any part of these Terms & Conditions, please contact:
reception@basedancecompany.co.uk
Many thanks,
Base Dance Company