Terms & Conditions
Hailey Black School of Dance 2026-27
Terms & Conditions
Introduction
We want every child who joins Hailey Black School of Dance to have a positive, safe and enjoyable experience. These Terms & Conditions explain how our classes operate, what you can expect from us and what we ask from students and their parents or guardians.
By enrolling your child at Hailey Black School of Dance, you confirm that you have read, understood and agree to these Terms & Conditions, together with our Code of Conduct, Safeguarding Policies and Privacy Policy.
These documents are designed to help us maintain a safe, respectful and positive environment where every student can learn, grow in confidence and enjoy their time at HB.
1. ENROLMENT, PLACES AND FEES
1.1 A place in a class is reserved for your child once enrolment has been completed and the required payment arrangements have been set up.
1.2 Class fees are payable monthly in advance by subscription through ClassForKids. We do not accept cash, cheques or BACS payments for regular class fees.
1.3 Fees are reviewed annually. We reserve the right to amend class fees where necessary and will provide reasonable notice of any changes before the new fees take effect.
1.4 There is an annual £25 membership fee per family. The existing member renewal rate is £20, where applicable.
1.5 Monthly payments are normally collected on the 1st of each month from the payment method registered with ClassForKids.
1.6 Our annual class fees are based on 37 weeks of teaching across the academic year and are averaged across 12 monthly payments. This means that monthly payments remain consistent throughout the year, including during scheduled school holiday periods when classes do not run. A payment will therefore still be taken during August.
1.7 Other events, camps, workshops, performances and additional activities may be booked separately through ClassForKids or another booking system. These are charged independently of regular class fees unless otherwise stated.
1.8 All fees must be paid by the agreed due date. Where a payment fails, ClassForKids may automatically retry the payment. If a subscription fails after the third collection attempt, a £10 late payment fee may be applied.
1.9 Continued failure to make payment may result in the suspension or cancellation of your child's place. Any outstanding fees remain payable where they have already become due.
1.10 If you are experiencing difficulty making a payment, please contact us as soon as possible. We will always aim to work with families where we can.
2. LEAVING, CHANGING OR CANCELLING CLASSES
2.1 If you wish to cancel one or more of your child's classes, you must provide one calendar month's written notice by email.
2.2 Notice should be sent to:
haileyblackdance@hotmail.com
2.3 Notice will be effective from the date the email is received by the school.
2.4 Fees remain payable throughout the notice period, whether or not your child attends the classes during that period.
2.5 If you wish to change your child's class, we will do our best to accommodate the request, subject to availability and suitability of the alternative class.
2.6 We cannot guarantee that a requested class change will be possible.
2.7 Where a class falls below five students, the class may become commercially or operationally unviable. In these circumstances, we may need to review the class and, where appropriate, offer an alternative class, combine groups or discontinue the class.
2.8 Where HB needs to discontinue a class, we will provide reasonable notice and, where possible, offer an appropriate alternative.
3. CANCELLATION OR SUSPENSION BY HAILEY BLACK SCHOOL OF DANCE
3.1 We want every student to feel safe, respected and able to enjoy their classes. HB therefore reserves the right to suspend or end a student's membership where this is reasonably considered necessary.
3.2 Where concerns relate to ordinary behaviour or conduct, we will normally seek to address the issue with the student and parent or guardian first. This may include a conversation, warning, behaviour support or temporary suspension, in accordance with our Code of Conduct.
3.3 We are not required to follow a staged warning process where the circumstances are sufficiently serious or where immediate action is considered necessary to protect the safety, wellbeing or interests of a student, member of staff or the wider HB community.
3.4 HB may suspend or terminate a student's membership, with immediate effect where appropriate, where we reasonably consider that:
- there has been a serious or repeated breach of these Terms & Conditions;
- there has been a serious or repeated breach of the HB Code of Conduct;
- a student or parent/guardian has behaved in a threatening, abusive, discriminatory, aggressive or otherwise unacceptable manner;
- behaviour has caused, or is likely to cause, significant distress, harm or disruption to another student, parent/guardian, member of staff or the wider HB community;
- there is a safeguarding, welfare or safety concern;
- information provided to the school during enrolment is materially inaccurate or has not been kept appropriately up to date;
- a student or parent/guardian has engaged in conduct, including online conduct, which has a significant adverse impact on the wellbeing or safety of students, staff or the school community;
- a student or parent/guardian has engaged in conduct, including online conduct, which has a significant adverse impact on the wellbeing or safety of students, staff or the school community;
- continuing the student's membership would no longer be in the best interests of the student, other students, staff or the wider school community; or
- there is another serious circumstance which means that continuing the student's membership would no longer be appropriate.
3.5 Where immediate action is not considered necessary, we will normally provide reasonable notice before ending a student's membership.
3.6 Where membership is ended because of a serious breach of these Terms & Conditions, the Code of Conduct or safeguarding requirements, any fees already due remain payable. No further fees will normally be collected for classes that have not yet been provided following termination, subject to any other sums properly due under these Terms & Conditions.
3.7 Any decision to suspend or terminate a student's membership will be made by Hailey Black, after considering the circumstances, seriousness and impact of the matter.
3.8 Where a safeguarding concern exists, safeguarding procedures will take priority over the school's usual behaviour or complaints process.
4. CLASSES AND ATTENDANCE
4.1 Students are expected to attend regularly and arrive on time, appropriately dressed and ready to participate.
4.2 If your child is unable to attend a class, please let us know where possible.
4.3 Missed or unattended classes remain payable. We are unable to offer refunds or replacement classes for individual absences.
4.4 Where a class is cancelled by HB, for example due to teacher illness or an unforeseen circumstance, we will make reasonable efforts to reschedule the class where possible.
4.5 Where a cancelled class cannot reasonably be rescheduled, HB may provide an appropriate credit or refund for the affected class.
4.6 Classes will not normally run on public bank holidays.
4.7 In circumstances such as extreme weather, emergency closure or circumstances outside our reasonable control, classes may need to be cancelled at short notice. Where possible, we will provide an alternative arrangement.
5. CLOTHING AND UNIFORM
5.1 Students are expected to wear the appropriate HB uniform for their class.
5.2 Uniform and dancewear can be purchased through our designated online dancewear supplier.
5.3 No jewellery or unnecessary accessories should be worn during classes for safety reasons.
5.4 Long hair should be tied back neatly and securely.
5.5 Trial students may wear comfortable clothing suitable for movement, such as leggings and a T-shirt, and may participate barefoot where appropriate.
6. PHYSICAL CONTACT, SAFETY AND PARTICIPATION
6.1 Dance and Acro classes may require appropriate physical contact between teachers and students to support safe practice, correct technique, positioning, spotting and learning.
6.2 Any physical contact will be appropriate, proportionate and undertaken in accordance with our Safeguarding Policies and professional practice.
6.3 Parents and guardians must provide accurate and up-to-date medical, health, allergy and emergency information when registering their child and must inform us of any relevant changes.
6.4 Students should only participate in classes where they are fit and well enough to do so safely.
6.5 If a student becomes unwell or injured during a session, we may ask them to stop participating and contact their parent or guardian where appropriate.
6.6 We take reasonable steps to provide a safe environment and appropriate instruction. However, dance and physical activity carry inherent risks, and students must follow teacher instructions at all times.
7. COLLECTION AND SUPERVISION
7.1 Parents and guardians are responsible for ensuring that their child arrives at the venue safely and is collected promptly at the end of their class or session, unless alternative arrangements have been agreed with HB in advance.
7.2 Students must remain at the designated class area until their session has finished and must not leave the venue independently unless prior permission has been provided by a parent or guardian and agreed with HB.
7.3 If a parent or guardian is going to be late collecting their child, they must contact HB as soon as possible using the school's designated contact number.
7.4 Where a child is not collected at the expected time, HB will take reasonable steps to contact the parent or guardian and ensure the child's safety while appropriate arrangements are made.
7.5 Repeated or significant late collection may be addressed under our Safeguarding Policy and Code of Conduct. Where late collection becomes a regular concern, HB may need to review whether the current arrangements remain appropriate.
7.6 HB is responsible for students during their scheduled class or session. Parents and guardians remain responsible for their child outside those times, including before the child enters the designated class area and once the session has ended, unless otherwise agreed with HB.
8. MOBILE PHONES, PHOTOGRAPHY AND SOCIAL MEDIA
8.1 Students should not use mobile phones during lessons unless specifically permitted by a teacher for learning or school-related purposes.
8.2 HB may take photographs and/or video footage during classes, rehearsals, performances and other school events for agreed promotional, educational or internal purposes.
8.3 Parents and guardians will be asked to provide their photography and social media preferences as part of the enrolment process. These preferences will be managed in accordance with our Privacy Policy.
8.4 Parents and guardians may withdraw their consent for the future use of their child's images at any time. Withdrawal of consent does not affect the lawfulness of any use that took place before consent was withdrawn. Where consent is withdrawn, HB will update the student's photography preferences and will not use the images for new promotional purposes after the withdrawal.
8.5 Parents, students and visitors must not photograph or film other children without appropriate consent.
8.6 Images or videos containing other students must not be shared on personal social media or other public platforms without appropriate consent.
8.7 Personal recording equipment may not be permitted at performances or events where professional photography or filming is being provided.
8.8 Online behaviour that causes harm, distress or safeguarding concerns may be addressed under the HB Code of Conduct and Safeguarding Policies, including where the behaviour takes place outside of class time.
8.9 Further information about how HB collects, uses, stores and protects photographs, videos and other personal information can be found in our Privacy Policy.
9. PERFORMANCES, EXAMS, COMPETITIONS AND EVENTS
9.1 Performances, examinations, competitions, camps, workshops and other additional events are optional unless specifically stated otherwise.
9.2 Students wishing to take part in performances, examinations, competitions or other events may be required to purchase or hire costumes, tickets, competition entries or other associated items.
9.3 Fees relating to performances, examinations, competitions, camps, workshops and other events are separate from regular class fees unless otherwise stated.
9.4 Our Summer Showcase and Christmas Show may be professionally photographed and/or filmed. Personal cameras and recording equipment may not be permitted at these events.
9.5 Parents and guardians will be provided with relevant information about event arrangements, including rehearsal requirements, costs, timings and any participation requirements, wherever applicable.
9.6 Where an event involves children, HB will make appropriate arrangements in relation to safeguarding, supervision, chaperoning, licensing and venue requirements.
9.7 Participation in an event may require students to attend additional rehearsals or sessions. Where these are required, parents and guardians will be informed in advance.
9.8 HB reserves the right to make reasonable changes to event arrangements where necessary due to venue requirements, staffing, health and safety, safeguarding, licensing or circumstances outside our reasonable control.
10. BEHAVIOUR AND CODE OF CONDUCT
10.1 We want HB to be a positive, welcoming and respectful environment where every student feels safe, valued and able to enjoy their classes.
10.2 All students, parents and guardians, staff and volunteers are expected to behave respectfully and appropriately and to follow the HB Code of Conduct.
10.3 Students are expected to follow reasonable instructions from teachers and staff, treat others with kindness and respect, and contribute positively to the class environment.
10.4 Parents and guardians are expected to communicate respectfully with HB staff and other families and to raise concerns through the appropriate channels.
10.5 Bullying, harassment, discrimination, threatening or abusive behaviour, intimidation, or deliberate disruption will not be tolerated.
10.6 The HB Code of Conduct sets out our expectations for behaviour and the process we will normally follow when concerns arise.
10.7 Where a behaviour concern arises, we will normally aim to address the matter proportionately and, where appropriate, work with the student and parent or guardian to resolve it.
10.8 Where behaviour is serious, repeated or has a significant impact on the safety, wellbeing or experience of others, HB may take further action in accordance with Section 3 of these Terms & Conditions.
10.9 In serious circumstances, HB may take immediate action without following the usual staged behaviour process.
10.10 The behaviour of a parent or guardian may be taken into consideration where it affects the safety, wellbeing or experience of students, staff or the wider HB community.
10.11 Further information about expected behaviour, parent and student conduct, bullying, social media and the management of behaviour concerns can be found in the HB Code of Conduct.
11. SAFEGUARDING
11.1 The safety, welfare and wellbeing of our students is central to everything we do at Hailey Black School of Dance.
11.2 All staff, freelance teachers, volunteers, assistants and other individuals working on behalf of HB are expected to follow our Safeguarding Children and Child Protection Policy and, where applicable, our Safeguarding Adults Policy.
11.3 All safeguarding concerns will be taken seriously and dealt with in accordance with our safeguarding procedures and applicable statutory guidance.
11.4 Parents and guardians are expected to provide accurate and up-to-date information where this is necessary to support the safety, health or wellbeing of their child.
11.5 Parents and guardians are expected to cooperate with reasonable safeguarding measures and requests made by HB where these are necessary to protect a child or another member of the school community.
11.6 Where a safeguarding concern arises, HB may share relevant information with appropriate professionals, organisations or statutory agencies where this is necessary, proportionate or required by law. This may take place without parental consent where permitted or required for safeguarding purposes.
11.7 Where a safeguarding concern involves a student, parent or guardian, member of staff, volunteer or other person connected with the school, HB may take appropriate action to protect the safety and wellbeing of those involved. This may include restricting participation, suspending a student's membership or terminating membership where appropriate.
11.8 Our Safeguarding Children and Child Protection Policy and Safeguarding Adults Policy provide further information about our safeguarding responsibilities, procedures and reporting arrangements.
12. COMMUNICATION
12.1 Email is our primary method of formal communication with parents and guardians. Parents and guardians are responsible for ensuring that the contact details provided to HB are accurate and up to date.
12.2 Parents and guardians should regularly check their email, including junk and spam folders, for important information from HB.
12.3 HB may also use approved messaging platforms, newsletters and social media to share general school updates, reminders, celebrations and information about classes and events.
12.4 Parents and guardians should raise individual concerns directly with HB rather than using public social media, group messaging platforms or other public forums.
12.5 We welcome open and respectful communication and will always aim to listen to concerns and resolve issues where possible.
12.6 Parents and guardians are expected to communicate respectfully with HB staff and other members of the school community. Abusive, threatening, intimidating or persistently inappropriate communication may be addressed under the HB Code of Conduct and may result in further action.
12.7 Where a concern or complaint is raised, parents and guardians are expected to allow HB reasonable opportunity to consider the matter and respond appropriately.
12.8 We may not be able to respond immediately to messages or enquiries. We will aim to respond within a reasonable timeframe, taking into account the nature and urgency of the matter.
12.9 Safeguarding concerns should be raised directly with HB and will be handled in accordance with our Safeguarding Policies.
13. PERSONAL BELONGINGS
13.1 Students are advised not to bring valuable or unnecessary personal belongings to classes or events.
13.2 Any belongings brought to the venue should be clearly labelled with the student's name where possible.
13.3 Students remain responsible for their personal belongings while attending HB. We cannot accept responsibility for loss or damage to personal belongings except where liability cannot legally be excluded.
14. MEDICAL INFORMATION AND EMERGENCY CARE
14.1 Parents and guardians must provide accurate and up-to-date information about any medical conditions, allergies, injuries, additional needs or other circumstances that may affect their child's health, safety or ability to participate in classes.
14.2 Parents and guardians are responsible for informing HB promptly of any changes to their child's medical or emergency information.
14.3 Where a student requires medication such as an inhaler or EpiPen during their time at HB, parents and guardians must provide the medication to the class teacher at the beginning of the session. Parents and guardians are responsible for ensuring that medication provided to HB is in date, clearly labelled and accompanied by any relevant instructions.
14.4 If a student becomes unwell or is injured during a class or event, HB staff will take appropriate action and contact the parent or guardian where necessary.
14.5 In an emergency, HB may contact the emergency services and provide relevant information to medical professionals where this is necessary to protect the child's health or safety.
14.6 Where a parent or guardian cannot be contacted promptly, HB staff may take reasonable action to protect the child's health and safety, including seeking emergency medical assistance where necessary.
14.7 Parents and guardians should not send a child to class if they are unwell or if their condition means they are not fit to participate safely.
14.8 Further information about health, safety and safeguarding arrangements can be found in our Safeguarding Policies.
15. PRIVACY AND DATA PROTECTION
15.1 HB takes the privacy and security of personal information seriously.
15.2 Personal information will be collected, stored, used and shared in accordance with our Privacy Policy and applicable UK data protection legislation.
15.3 By enrolling your child, you acknowledge that HB needs to process personal information in order to provide classes safely, manage enrolment and payments, communicate with families and meet our safeguarding and legal responsibilities.
15.4 Our Privacy Policy explains what personal information we collect, how we use and protect it, when it may be shared and the rights available to you.
15.5 Parents and guardians are responsible for ensuring that the personal and emergency information provided to HB remains accurate and up to date.
16. CHANGES TO CLASSES, TIMETABLES AND SCHOOL ARRANGEMENTS
16.1 We may occasionally need to make reasonable changes to class times, teachers, venues or timetables due to staffing, venue availability, operational requirements, safeguarding, health and safety or circumstances outside our reasonable control.
16.2 Where possible, we will provide parents and guardians with reasonable notice of significant changes.
16.3 We will make reasonable efforts to provide a suitable alternative where a significant change means that the original class arrangement can no longer continue.
16.4 Where a class is permanently changed, combined with another class or discontinued, Section 2 of these Terms & Conditions will apply where relevant.
16.5 If a class cannot take place due to circumstances outside HB's reasonable control, we will communicate the situation to affected families and make reasonable efforts to provide an alternative arrangement where possible.
17. COMPLAINTS AND CONCERNS
17.1 We want families to feel comfortable raising concerns with us. In the first instance, concerns should be raised directly with Hailey Black or an appropriate member of the HB team.
17.2 We will listen to concerns and aim to consider them fairly and respond within a reasonable timeframe.
17.3 Where appropriate, we may ask for further information or clarification so that we can properly understand and consider the concern.
17.4 Safeguarding concerns will be dealt with in accordance with our Safeguarding Policies and may require a different process from general complaints or concerns.
17.5 Parents and guardians should not confront other children, parents or families directly about incidents or concerns relating to the school. These matters should be brought to the attention of HB so that they can be handled appropriately.
17.6 Parents and guardians are expected to communicate respectfully when raising a concern. Abusive, threatening or intimidating communication will not be tolerated and may be addressed under the HB Code of Conduct.
17.7 Where a concern relates to the conduct of a member of staff, volunteer, student or parent/guardian, HB will consider the matter in accordance with the relevant school policies and procedures.
18. GENERAL
18.1 These Terms & Conditions should be read alongside the HB Code of Conduct, Safeguarding Policies and Privacy Policy.
18.2 If any part of these Terms & Conditions is found to be unlawful or unenforceable, the remaining provisions will continue to apply to the extent permitted by law. These Terms & Conditions do not affect any rights you may have under applicable law.
18.3 These Terms & Conditions are governed by the law applicable in England and Wales.
18.4 We may update these Terms & Conditions when necessary. The current version will be made available to families, and any material changes will be communicated appropriately.
CONTACT
Hailey Black School of Dance
Email: haileyblackdance@hotmail.com
Telephone: 07455 407290
AGREEMENT
By enrolling your child at Hailey Black School of Dance, you confirm that you have read and agree to these Terms & Conditions and understand that they form part of the agreement between you and Hailey Black School of Dance.
Hailey Black School of Dance 2026–27