Last updated: May 2025

Governed by the laws of England and Wales

By enrolling at Ashley Hamilton Dance Company (AHDC), you confirm that you have read, understood, and agreed to the following Terms & Conditions. These terms apply to all students, parents, and guardians.

1. Enrolment & Trial Classes

1.     A one-off, non-refundable enrolment fee of £20 is payable upon joining AHDC. This covers administration costs and includes an official AHDC t-shirt.

2.     Trial classes must be booked in advance and are subject to availability. The enrolment fee is not payable during a trial class and will only be charged upon full enrolment.

3.     Trial classes not cancelled with a minimum of 24 hours' notice may not be rebooked free of charge. AHDC reserves the right to charge for repeated no-shows.

4.     Enrolment continues automatically on a rolling monthly basis unless written notice is given in accordance with Section 3.

5.     AHDC reserves the right to decline or cancel an enrolment at its sole discretion.

2. Uniform & Appearance

6.     The AHDC uniform is compulsory and must be worn to every class unless otherwise stated by AHDC staff.

7.     At minimum, dancers must wear the official AHDC t-shirt, which is required from the point of full enrolment.

8.     Full uniform, including leggings or shorts and appropriate footwear, is available via our website or directly from the studio.

9.     Proper uniform ensures safety, professionalism, and a sense of unity within our team. Persistent non-compliance may result in the dancer being asked to sit out of class.

3. Payments & Fees

10.  Payments are due monthly, on the 1st of each month.

11.  Invoices are sent by email in advance. Payments must be made by the due date.

12.  A flat £15 administration fee will be applied to any payment not received by the due date. In addition, a £2 per day late fee will accrue from the day after the due date until full payment is received.

13.  If a payment plan is agreed, it must be adhered to in full. Missed or late payments may result in the plan being cancelled and the outstanding balance referred for debt recovery.

14.  Failure to pay within 7 days of the due date may result in the dancer being unable to attend classes until the account is cleared in full.

15.  Once a payment is made, it is non-refundable, including in cases of absence, holidays, or withdrawal.

16.  Refunds or credits are not issued for voluntary breaks or absences. In cases of continuous medical absence of four (4) or more weeks, a class credit (not a cash refund) may be considered at the sole discretion of the directors, subject to receipt of a valid GP letter. Credits will not exceed the value of the absent period and must be used within the same academic year.

17.  A minimum of four (4) weeks' written notice must be given to info@ashleyhamiltondance.com if you wish to leave AHDC. Notice must be received before the next invoice is issued. Fees for the notice period remain payable in full.

18.  Sibling and multi-class discounts are available at AHDC's discretion and reviewed termly. Discounts are only applied and maintained when all fees on the account are fully up to date. Accounts in arrears will have discounts suspended until the balance is cleared.

19.  AHDC reserves the right to review and increase fees on an annual basis. A minimum of 30 days' written notice will be provided to all enrolled families before any price increase takes effect.

20.  Spaces cannot be held during voluntary breaks or extended leave. Re-enrolment following a break is subject to availability and is not guaranteed.

3A. Fee Structure & Holidays

21.  AHDC fees are averaged across the year and divided into 12 equal monthly payments.

22.  The monthly fee remains the same each month, regardless of how many classes fall within that month.

23.  AHDC's annual schedule includes a short two-week Christmas break during which no classes run. Monthly fees remain payable during this period, as the yearly cost of tuition, staffing, and studio operations has been averaged to provide consistent monthly payments.

24.  AHDC also reserves the right to close for bank holidays or short maintenance periods. Such closures are included within the yearly fee structure and do not entitle families to a refund or credit.

4. Communication

25.  All official communication will be sent via WhatsApp, email, or posted on our website and social media pages.

26.  It is the responsibility of parents and guardians to ensure AHDC holds their correct and current contact details, and to actively monitor all communications.

27.  AHDC aims to respond to emails within 48 hours during term time. We cannot guarantee responses outside of term time.

5. Class Attendance & Cancellations

28.  Dancers must be dropped off on time and collected promptly at the end of class.

29.  A late collection fee of £15 will be charged for each 30-minute block (or part thereof) that a child is collected after the class end time. This fee is payable immediately and will be added to the next invoice.

30.  If your child is unable to attend a class due to illness, you must notify AHDC by 9am on the day of the missed class via WhatsApp or email. Failure to notify may affect any consideration for make-up classes.

31.  If there are any signs of sickness, vomiting, or stomach upset in your household on the day of a class, or within the 7 days prior, you must notify AHDC and keep your child at home. Children displaying these symptoms will not be permitted to attend for the safety of other students and staff.

32.  Regular attendance is essential, particularly when preparing for shows and performances.

33.  If AHDC cancels a class due to staff illness or other unforeseen circumstances, a make-up class will be offered where reasonably possible. Refunds are not issued for cancelled classes.

34.  If AHDC must close temporarily due to circumstances beyond our control (e.g. adverse weather, building issues, government restrictions), online or make-up classes will be offered where possible. Refunds are not guaranteed in these circumstances.

6. Studio Facilities & Conduct

35.  Parents and guardians must wait in the designated waiting area and must not enter the studio during class time unless specifically invited by a member of AHDC staff.

36.  Only water is permitted inside the studio.

37.  All belongings must be clearly labelled. AHDC accepts no responsibility for lost, stolen, or damaged personal property.

38.  The studio is a shared, respectful space. Noise levels in waiting areas must be kept to a minimum.

39.  Once enrolled in a class, requests to change day, time, or class group cannot be guaranteed and are subject to availability. AHDC will endeavour to accommodate reasonable requests but is under no obligation to do so. Changes cannot be made mid-month once an invoice has been issued for that period.

7. Behaviour & Conduct

40.  All students are expected to behave respectfully and follow instructions from AHDC staff at all times.

41.  Disruptive, disrespectful, or unsafe behaviour may result in the student being removed from class without refund for that session.

42.  AHDC reserves the right to permanently terminate a student's place if their behaviour — or the behaviour of their parent or guardian — compromises the safety, wellbeing, or enjoyment of others. In such cases, no refund of the current month's fees will be issued and the notice period in Section 3 will not apply.

8. Shows & Performances

43.  Participation in shows is optional but highly encouraged. Once a dancer has been committed to a show, full attendance at all rehearsals is required.

44.  Some shows may include a non-refundable show fee to cover venue, costume, and staffing costs. These fees will be clearly communicated in advance.

45.  Show fees must be paid by the specified deadline. Failure to pay by the deadline may result in the dancer's place in the show being forfeited. No refund of previously paid fees will be issued in this circumstance.

46.  Refunds will not be issued if a dancer withdraws from a show after committing to participate.

47.  Costume fees are separate from class fees and are payable upon request by the specified deadline.

9. Elite Teams

48.  Places on AHDC's Elite Teams (including Mini Elites and Junior Elites) are by invitation only and are awarded entirely at the discretion of AHDC directors and teaching staff.

49.  Elite Team places may be reviewed, suspended, or withdrawn at any time at AHDC's sole discretion, including where attendance, attitude, or conduct is deemed unsatisfactory.

50.  Removal from an Elite Team does not entitle a student to a refund, class transfer, or any other compensation.

51.  Elite Team members are expected to represent AHDC with professionalism at all times, both inside and outside the studio.

10. Private Lessons

52.  Private lessons must be paid in advance and are non-refundable.

53.  A minimum of 24 hours' notice is required to cancel or reschedule a private lesson. Cancellations with less than 24 hours' notice will be charged in full.

54.  Late arrivals will not receive additional time to compensate for time lost.

11. Photography & Media Consent

55.  AHDC may take photographs and videos during classes, rehearsals, and events for promotional and marketing purposes, including use on social media, our website, and printed materials.

56.  If you do not consent to your child being photographed or filmed, you must notify us in writing by email to info@ashleyhamiltondance.com prior to enrolment or prior to any event. Without written opt-out, consent will be assumed.

57.  AHDC is not obligated to retrospectively remove images or videos that were captured and published prior to receipt of an opt-out request.

58.  Photography or filming by parents and guardians during classes, rehearsals, or backstage at shows is strictly prohibited unless explicitly authorised by AHDC staff.

12. Health, Safety & First Aid

59.  Parents and guardians must inform AHDC of any medical conditions, allergies, injuries, or additional needs prior to the student's first class, and must keep this information up to date.

60.  In a medical emergency, staff are authorised to administer basic first aid and call emergency services. Parents will be contacted immediately.

61.  By enrolling, you consent to emergency care being administered to your child unless you have explicitly stated otherwise in writing.

62.  AHDC accepts no liability for injury sustained during classes where the student has followed instructor guidance and reasonable safety measures have been observed. Participation in all dance, acrobatics, gymnastics, and cheerleading classes is undertaken at the student's own risk.

63.  It is the responsibility of the parent or guardian to ensure their child is medically fit to attend each class. AHDC will not be liable for any accidents or injuries related to an undisclosed medical condition.

64.  Due to the physical nature of dance, acrobatics, and gymnastics, AHDC teachers may use appropriate physical contact with students as part of instruction. This includes demonstrating movements, spotting during acrobatic or gymnastic skills, and adjusting posture or technique. By enrolling, you consent to this contact as part of the curriculum. All teaching staff are DBS checked.

13. Safeguarding & Chaperoning

65.  AHDC follows strict safeguarding procedures in line with national child protection standards. All teaching staff hold current DBS checks.

66.  Parents and guardians are not permitted backstage or in changing areas unless registered as an official, AHDC-approved chaperone.

67.  All show-day chaperones must be approved by AHDC in advance and must be DBS-checked or directly supervised by a DBS-checked member of staff throughout.

14. Social Media & Public Conduct

68.  All members of the AHDC community — including parents, guardians, and students — are expected to conduct themselves respectfully online and in public in relation to AHDC, its staff, and its families.

69.  Any concerns, complaints, or feedback must be raised directly with AHDC management via email to info@ashleyhamiltondance.com, and not aired publicly on social media or review platforms.

70.  AHDC reserves the right to terminate a family's enrolment, without refund of current monthly fees, where their conduct on social media or in public is deemed by AHDC to bring the school, its staff, or its community into disrepute.

15. Data Protection (GDPR)

71.  AHDC collects and stores personal data — including names, contact details, and medical information — solely for the purpose of operating safely and efficiently.

72.  All data is stored securely and will not be shared with third parties without explicit consent, except where required by law or for safeguarding purposes.

73.  By enrolling, you consent to AHDC securely storing your data for operational, communication, and safeguarding purposes.

74.  You may request access to or deletion of your data at any time by emailing info@ashleyhamiltondance.com.

16. Limitation of Liability

75.  Nothing in these Terms & Conditions limits or excludes AHDC's liability for death or personal injury caused by AHDC's negligence, or for fraud or fraudulent misrepresentation.

76.  Subject to clause 16.1, AHDC's total liability to you — whether in contract, tort (including negligence), or otherwise — arising from or in connection with your child's attendance shall be limited to £100 per individual claim. Across all connected or unconnected claims in any 12-month period, liability shall be limited to the total fees paid by you to AHDC during that period.

77.  Any claim against AHDC must be notified to us in writing within six months of the relevant incident. AHDC shall not be liable for any claim notified after this time.

78.  AHDC shall not be liable for any loss or theft of personal possessions. All property brought into the studio is done so at the owner's risk.

79.  AHDC shall not be liable for any failure or delay in performance of its obligations arising from circumstances beyond its reasonable control, including but not limited to adverse weather, fire, flood, government restrictions, or supplier failure.

17. Indemnity

80.  In the event that you, your child, or any person you bring to AHDC causes harm, damage, loss, or injury to any other person or property during a class, rehearsal, event, or any time on AHDC premises, you agree to fully indemnify AHDC and reimburse us for all resulting claims, losses, damages, costs (including reasonable legal fees), and any other liability suffered by AHDC as a result.

18. Intellectual Property

81.  All choreography, teaching materials, music arrangements, routines, and session content created or used by AHDC remain the sole intellectual property of AHDC. All rights are reserved.

82.  Parents, guardians, and students may not copy, reproduce, share commercially, or publicly disclose the format, content, or choreography of any AHDC class, rehearsal, or performance without prior written consent from AHDC.

83.  This includes sharing full routine recordings on social media or with third parties, including other dance schools or competition organisers, without AHDC's express written permission.

19. Birthday Parties & Studio Hire

84.  Separate terms apply to birthday party packages and studio hire bookings. These will be provided at the point of booking.

85.  Deposits for parties and studio hire are non-refundable.

86.  AHDC reserves the right to cancel a booking in exceptional circumstances. In such cases, a full refund of any fees paid will be issued.

20. Fundraising & Scholarships

87.  AHDC runs regular fundraising activities — such as raffles and sponsored events — to enhance studio facilities and support scholarships for dancers from less advantaged backgrounds.

88.  Participation in fundraising is entirely optional.

21. Waiting Lists

89.  Being placed on an AHDC waiting list does not guarantee a place in any class.

90.  AHDC will contact families on the waiting list when a space becomes available. AHDC is not liable if a suitable space does not become available.

91.  Waiting list positions are not transferable between classes or students.

22. Severance

92.  If any court or competent authority finds that any provision of these Terms & Conditions (or part of any provision) is invalid, illegal, or unenforceable, that provision or part-provision shall be deemed deleted to the extent required. The validity and enforceability of all remaining provisions shall not be affected.

23. Amendments to These Terms

93.  AHDC reserves the right to amend these Terms & Conditions at any time. Updated terms will be published on our website and families will be notified via WhatsApp or email.

94.  Continued attendance following notification of updated terms will be deemed acceptance of those terms.

24. Competitions

95. Competition entries, costumes, travel, accommodation, and any associated competition costs are separate from standard tuition fees and are non-refundable once committed to, entered, or booked.

96. AHDC reserves the right to determine which dancers, routines, groups, duets, trios, or teams attend competitions and events. All competition placements, entries, categories, and performance opportunities are entirely at the discretion of AHDC directors and teaching staff.

By attending classes at AHDC, you confirm that you have read, understood, and agreed to these Terms & Conditions.