Terms and Conditions | KOKO Dance Academy

Please read these Terms & Conditions carefully.
You will be asked to confirm your agreement multiple times during registration on ClassForKids, including ticking boxes and typing ‘Yes’ to acknowledge you have read and accepted our policies.

If these rules are not followed, KOKO Dance Academy may refuse class entry. We regularly review and update our policies and will do our best to keep parents, guardians, and teachers informed of any changes.

By completing registration, you confirm that you have read, understood, and agree to our Terms & Conditions, Code of Conduct, and related policies.

Section 1: Registration, Trial Payment and Ongoing Payment

1A: Registration

Parents/guardians must register their child via the ClassForKids system.
By doing so, they confirm they have read and agreed to the Terms & Conditions, Code of Conduct, and related policies of KOKO Dance Academy.

1B: Trial Payment

All trial fees must be paid in advance to reserve your child’s place.
Bookings are only confirmed once payment is received – you’ll get a confirmation email from ClassForKids.
The trial is for one class, over two consecutive weeks, per child.
If you'd like to try more than one class, a separate two-week trial must be booked and paid for per class.
This allows time to experience the class properly before committing. For more info on the benefits of the two-week trial, please see our website and ClassForKids booking page.

1C: Ongoing Payment

The trial lasts 2 weeks. After this, you’ll need to pay for any remaining weeks in that month not covered by the trial.
To continue in the class, you must set up a monthly subscription via ClassForKids before the next class. Your child will not be able to attend until this is done.
Monthly payments are taken automatically on the 1st of each month.
Monthly fees cover your child’s place for 38 weeks of classes, spread evenly over 11 months.
The fee is the same each month, whether your child attends every class or not.
We cannot change the payment date – this is set by the ClassForKids system.
Fees are not block payments.
We have a 1 month notice period. This must be submitted by email by the 7th of each month to stop payment for the following month (hello@kokodanceacademy.co.uk).
Fees are reviewed annually to reflect inflation and rising costs.
If fees are not paid and no communication is made, your child will not be able to attend.

1D: Commitment of 2 Months

Your first two classes are a trial to familiarise yourself with the academy. From the third class, a minimum 2-month commitment is required.
If you decide not to continue classes after your 2-week trial, kindly let us know.
If you decide not to continue into the second month, please see our cancellation policy for notice requirements.

1E: Uniform Policy

Uniform must be purchased through our Webshop by the end of your first full month.
Wearing uniform maintains professionalism, safety, and community in our classes.
KOKO Dance Academy is not responsible for lost or stolen items.
Found items will be kept in lost property where possible.

Section 2: Notice Period, Refunds, Payments & Late Pick Ups

2A. Notice Period

To end or change your Membership or Subscription, a Notice Period applies.
Notice must be emailed to hello@kokodanceacademy.co.uk before the 7th of the month.
Notices sent via SMS, WhatsApp, or Social Media are not accepted.
If notice is received after the 7th, payment for the following month will still be required, including any late charges.
You will receive an automated confirmation that we’ve received your notice. We will only respond further when actioning it, which may happen at any point during the month.

2B. Refunds

Missed sessions must still be paid for to keep your child’s place in class.
In cases like teacher illness or extreme weather, make-up sessions will be arranged.

2C. Late Payment Charges and Admin Fees

Subscription payments are automatically retried by ClassForKids, with the last attempt on the 6th of the month.
If a payment fails via ClassForKids, we will email you instructions on how to update your card details or resolve the issue. Please follow these instructions carefully.
Do not make bank transfers or alternative payments unless we specifically ask you to do so.
If payment is made outside ClassForKids (e.g., bank transfer), a £5 admin charge applies for the first offence only.
If payments continue to be made outside ClassForKids without setting up the subscription properly, your child will not be allowed to attend class, even if payment has been received.
Please set up your subscription on time to avoid denial of class entry.

2D. Payment Issues

If you face payment difficulties, please contact Principal Keziah to discuss your situation.

2E. Debt Recovery

If payment remains outstanding after 14 days without contact, we may take further action to recover the debt, which could include legal steps.
We encourage you to get in touch before this point so we can discuss possible solutions.

2F. Late Pick Ups

Teachers cannot supervise once classes have finished.

If you expect to be late, please contact Keziah on 07527 496617 as soon as possible to help us manage supervision and avoid fees where possible.
Late pick-ups beyond 5 minutes will incur an Emergency Childcare Fee of £5 for every additional 5 minutes.
This fee will be added to your next subscription payment as a covering charge.
We appreciate your understanding as teachers cannot stay long after classes.

Section 3: Optional Opportunities

We offer two main performances each year, open to all KOKO Dance Academy students. Participation involves additional fees, which will be communicated clearly in advance and are non-refundable.
Other events and performances may occur on an ad hoc basis. These will be communicated with plenty of notice.
We follow our Photography and Videography Policy for all events.

Section 4: Late Arrivals and Parents Watching

Students must arrive on time to minimise disruption and reduce injury risk.
We understand lateness happens occasionally; however, late arrivals may be asked to observe, avoid full-out dancing, or refrain from big movements for safety reasons.
Parents may only watch during designated Parent Watch Weeks (“WOW Weeks”).
Watching classes through windows or at unscheduled times is discouraged, due to both distraction and safeguarding concerns.
For shy or anxious students, trial attendance with parent watching can be arranged on a case-by-case basis. Please contact us in advance to discuss this.

Section 5: Communications Policy

We expect respectful and calm communication at all times.
WhatsApp is used primarily for class updates and group messaging. We respond to messages in batches during business hours, rather than instantly as messages arrive.
Messages about any concerns, complaints, or issues — big or small — should be sent by email. WhatsApp and instant messaging apps are not the right place for this because messages can be overlooked, misinterpreted, or not recorded properly.
Allow up to 48 hours for a reply during business days.
Please do not message teachers or staff members’ personal phone numbers or social media accounts with work-related matters. Only contact personal numbers if you have been explicitly invited by Keziah (Principal) to do so.

👉 For full details, see our Communications Policy.

Section 6: Behaviour Policy

We aim for a friendly but disciplined environment. Please note:

Students must behave respectfully and follow class rules.
Disruptive behaviour may result in being asked to leave the session.
Persistent or serious issues may lead to removal from the academy.
Parents/guardians are also expected to behave respectfully.
Discrimination, bullying, or aggressive behaviour will not be tolerated.
No refunds will be issued if removal is necessary due to behaviour.
Please raise any concerns with us early.

👉 [Code of Conduct Policy]

👉 [Anti-Bullying Policy]

Section 7: Health and Safety

We take every care to create a safe environment, but minor accidents can still happen
KOKO Dance Academy is not liable for injuries unless caused by proven negligence
We are not responsible for errors or omissions on registration forms
Students are only supervised during their class time
Young children must be collected promptly from the classroom door after class
Older students with permission to leave independently are not supervised outside class
We do not take responsibility for personal items lost, damaged, or stolen

👉 Full safety information: KOKO Safety & Protection Folder

Section 8: Appropriate Physical Contact Policy

Dance may involve physical contact to safely correct technique or alignment. At KOKO Dance Academy:

Any contact is kept appropriate, professional, and minimal.
Teachers aim to support learning with care and sensitivity to each student’s comfort.
No contact will involve force or equipment.
Students and parents are encouraged to raise any concerns.

👉 For full details, please see our Appropriate Physical Contact Policy.

Section 9: Media Use Rights Permission

We may take photos and videos of students to use for promotional and educational purposes.
No names or personal info will be shared with these images, unless we have permission.
Media may appear on social media, our website, in printed materials, or funding applications.
If you do not give permission, you must inform us clearly and confirm we’ve acknowledged it.
We cannot be held responsible if this is not noted on your registration form.

👉 For full details, see our Photography and Filming Policy.

Section 10: Safeguarding

Student welfare and wellbeing are our top priorities.
We act swiftly and responsibly on any concerns about safety or wellbeing.
All staff are self-employed contractors with valid DBS checks and Public Liability Insurance.
Visitors and volunteers without enhanced DBS clearance will not be left alone with children.
Parents are not permitted to watch regular classes to protect safeguarding and minimise distractions.
Parent watching is allowed during scheduled “WOW Weeks” and performances.
We reserve the right to amend these terms for the benefit of the business, staff, or participants.

👉 See our Safeguarding and Child Protection Policy for full details.

Section 11: Privacy and Data Protection

KOKO Dance Academy respects your privacy and protects your personal data.
Personal contact information is only shared if legally required or with your permission.
We may contact you about academy services, events, or opportunities we think might interest you.
We handle all personal data according to GDPR and our Privacy Policy.

👉 You can find more details in our Privacy Policy.

By attending our classes, you agree to these Terms and Conditions. Your attendance confirms your acceptance. KOKO Dance Academy reserves the right to update or change these terms at any time without prior notice.