Terms & Conditions

These terms and conditions govern your relationship with Vixen Dance & Fitness (“we“, “us“, “our“). By enrolling in our classes, you agree to comply with these Terms and Conditions. Please read them carefully.

Effective From: 01/02/2021

Updated Date: 19/04/2025

Fees, Deposits and Refunds

1. Free Trials

  • Students are entitled to one free trial class per style when first enrolling.

  • Free trials must be booked in advance and taken before formal enrolment.

  • If you do not attend your scheduled free trial, you forfeit your right to another free trial in that style. Any subsequent bookings will be chargeable as either a deposit or the full class fee.

  • Trial weeks are designed to allow students to explore new classes or styles, not to trial classes in which they are already enrolled.

  • Free trials cannot be used at random, on existing classes, or multiple times.

2. Class Fees

  • Classes are charged monthly via GoCardless or termly in full.

  • Payments are due on the 1st or 28th of each month.

  • If joining us part way through a term you will be charged for the remaining classes in that term. If you join us towards the end of a term or the end of the dance year, your enrolment will be carried forward to the following term.

  • Refunds are not available for non-attendance or withdrawal partway through a term.

3. GoCardless T&C’s

  • Payments are processed securely through GoCardless Which has it’s own data protection, privacy policy and Terms and Conditions. Please visit https://gocardless.com/ for information on how your payment information is handled.

  • You are responsible for ensuring your payment details remain up to date and that sufficient funds are available for each payment.

  • You are responsible for any bank charges incurred due to chargebacks, failed, late or returned payments. Any such charges will be added to your next invoice or may be requested by separate bank transfer and must be paid within 7 days notice.

4. Non-Attendance and Holidays

  • Please inform us of any non-attendance or holidays with a much notice as possible.

5. Cancelled Classes

  • If a class is cancelled by us due to unforeseen circumstances (e.g. illness). the class will either be rescheduled or credited to your account.

  • A class will only be credited to your account if a rescheduled class is not available.

6. Term Duration and Withdrawal

  • Students are initially enrolled for one full term (12–14 weeks). After this, enrolment automatically continues on a yearly basis unless written notice is provided.

  • To withdraw, written notice must be given by the end of each term. Please see the Band app for your termly dates.

  • Withdrawal partway through a term incurs a £60 cancellation fee per child enrolled.

7. Price Reviews

  • We reserve the right to review and adjust our fees. You will be given at least 28 days written notice of any fee changes.

8. Force Majeure

  • We shall not be liable for any failure to perform our obligations where such failure is due to events beyond our reasonable control (including but not limited to pandemics, natural disasters or government restrictions).

Payments

1. Payment Methods:

• Payments are processed monthly via GoCardless or termly in full via bank transfer.

• Weekly or “pay-as-you-go” payments are not available.

• Payments are deducted on either 1st or 28th of each month. You must confirm your preferred date upon enrolment.

• All fees must be paid in full before the end of the dance year. If the final scheduled payment date (28th) falls after the end of the dance year, we reserve the right to bring forward the final payment to ensure your account is settled in full.

2. Default Payments:

• If a payment defaults, GoCardless will attempt to recollect it. Additional charges incurred for failed payments will be added to your next invoice.

• If payments continue to default, we will contact you to resolve the issue. Persistent non-payment may result in exclusion from classes and further action.

3. Late Payment Charges:

• Payments overdue by more than 30 days may incur late payment interest at the statutory rate, plus a minimum recovery cost of £40.

• Failure to make payments on time may result in the suspension of your child’s class until the outstanding balance is cleared.

• We reserve the right to refer unpaid fees to a debt recovery service where necessary.

4. Refunds: No Refund Policy

• Refunds are not provided under any circumstances except where a class is cancelled by us and cannot be rescheduled.

• Cancelled classes by us will be rescheduled or credited if a rescheduled class is unavailable.

Register, Attendance and Absence

1. Register:

• Attendance is recorded for every class.

2. Non-Participation:

• Watching a class without participating is considered attendance and is chargeable.

3. Lateness:

• If you/your child will be late, notify us as soon as possible. Classes will proceed as scheduled.

4. Missed Classes:

• Non-attended classes are non-refundable.

5. Illness Policy:

  • Students should not attend class if they are unwell, especially if showing symptoms of contagious illness (e.g., vomiting, diarrhoea, fever, flu, COVID-19, or other infections).

  • Students must be symptom-free for at least 48 hours after sickness or diarrhoea before returning.

  • We reserve the right to refuse participation if a student is deemed unfit to safely take part in class.

Withdrawal from Classes

1. End-of-Term Withdrawal:

• Written notice must be provided by the end of the 12–14 week term if you do not wish to continue.

2. Mid-Term Withdrawal:

• Withdrawal partway through a term incurs a £60 cancellation fee per child enrolled.

Permission

1. Consent Forms:

• A signed consent form is required for participation. This includes providing medical details for safety purposes.

• Permission is also required for the instructor (a certified first aider) to administer first aid in emergencies. You may opt out of this at any time.

2. Media Consent:

• You may opt into or out of photographic/video consent for social media purposes, in line with our Social Media Policy.

3. Physical Contact:

• Physical contact may be necessary for safety or instruction. Contact us with any concerns.

4. Waiver for Independent Arrival and Departure:

  • For children aged 10 and over, a waiver must be completed by their legal parent or guardian if they wish to arrive at or leave classes without an adult present. This ensures we maintain a safe and accountable environment in line with our safeguarding policy. For further details, please refer to our Safeguarding Policy or contact us directly.

5. Waiver for Kitchen Appliances Permission

  • For children who are training for multiple hours and would like to use the kitchen appliances to store, cook or reheat food, a permission waiver must be completed by their legal parent or guardian. This ensures we maintain a safe environment in line with our safeguarding policy. For further details, please refer to our Safeguarding Policy or contact us directly.

  • All communication regarding students will be sent to the primary account holder.

  • We are not responsible for incorrect contact information provided by account holders.

  • All communication must be directed through the Band app, email, or our official Vixen Dance & Circus Facebook page.

  • Communication via personal social media accounts, private messages, or teacher personal phones is not permitted.

Communication & Correspondence

Content, GDPR & Data Protection

  • We reserve the right to change timetables, advertisements, or content without prior notice.

  • All published content is accurate at the time of publication but may be subject to change.

  • Terms and conditions may be updated for the benefit of students, parents, participants, or Vixen Dance & Fitness.

  • Your personal data is handled in accordance with GDPR and our Data Protection Policy. By enrolling, you consent to the processing of your data as outlined in our Privacy Policy.

Uniform Policy

  • Uniforms are mandatory for all students. Parents may purchase from our supplier via the Vixen Store or source equivalent items elsewhere (e.g., Amazon), provided they meet our colour, style and safety requirements.

  • Students have one full term (12–14 weeks) to ensure they are enjoying classes before uniforms will be required.

  • Required uniform:

    • Acro: Red/black form fitting exercise wear (e.g. crop tops, leggings, unitards, catsuits, leotards, shorts, joggers)

    • Musical Theatre: Red t-shirt, black leggings/shorts/joggers, and black or nude jazz shoes.

    • Aerial: White/black form fitting exercise wear (e.g. crop tops, leggings, unitards, catsuits, leotards, shorts, joggers) .

  • Failure to comply with the uniform policy may result in students being unable to participate in classes, shows, events or exams.

Show Participation

  • Shows, recitals, and events are optional but may incur additional charges for costumes, props, tickets, attendance, or other associated costs.

  • Students must be able to attend both technical and dress rehearsals to participate in shows.

  • Any lessons missed during the term may result in students being excluded from those sections unless they arrange a private lesson (chargeable) to catch up.

Code of Conduct

  • Students and parents are expected to behave respectfully towards teachers, staff, and other students at all times.

  • Disruptive, disrespectful, or unsafe behaviour may result in suspension or permanent exclusion without refund.

  • Parents are not permitted to challenge teaching methods or discipline during class time; concerns must be raised privately with management.

Agreement to T&Cs

  • By enrolling in classes with Vixen Dance & Fitness, you agree to these Terms and Conditions. Please contact Bella with any questions or concerns.