Studio Terms & Conditions

These terms bind every parent or guardian who enrols a dancer at Diamond Dance Company, and they apply from the date of signing.

1. Agreement, definitions and acceptance

1.1 Relationship to the parent letter. These terms sit alongside the Parent & Guardian Information letter and the current fee schedule. Where they differ, these terms apply.

1.2 Definitions.

• Studio — Diamond Dance Company, represented by its Director, Chane Venter.
• Account Holder — the parent or guardian who signs the enrolment form. The Account Holder is personally liable for all fees, regardless of any private arrangement between parents, guardians or third parties who pay on their behalf.
• Dancer — the child enrolled at the Studio.
• Studio Year — January to November, including months that contain school holidays.
• Due Date — the 1st day of each month for monthly payers, or the first day of term for termly payers.
• Missed Payment — any amount not received in full, in cleared funds, within 5 days of the Due Date. A reversed, returned or partial payment is a Missed Payment.
• Written Notice — an email to DiamondDance.admin@gmail.com or a WhatsApp message to the Director on 081 472 8077. Verbal notice, messages to a teacher, or simply not attending are not Written Notice.

1.3 Acceptance. Enrolling a Dancer for one or more dance styles counts as acceptance of these terms, whether the enrolment is made on a paper form or online through the Studio's website sign-up link once it is available. Paying the registration fee, or the Dancer attending any class after receiving these terms, also counts as acceptance.

1.4 Clauses to initial. Clauses marked (Initial) limit the Studio's liability or place costs or risk on the Account Holder. The Account Holder initials each one on the paper enrolment form to confirm it was read and understood. Online, the Account Holder ticks a box confirming they have read and accept these terms, including every clause marked (Initial), before the sign-up can be submitted. That confirmation has the same effect as a signature and initials.

2. Enrolment, registration and fees

2.1 Registration. The registration fee is R400 per Dancer per Studio Year. It is due on enrolment and again by February for each new Studio Year. It is non-refundable, and a class place is only reserved once it is paid.

2.2 Try-out class. Each Dancer receives one free try-out class, once only. A Dancer who attends any class after the try-out is enrolled, and fees are due from that month.

2.3 Fixed fees, not per class. (Initial) Tuition fees buy the Dancer's place in a class for the month or term. They are not a charge per class attended.

2.4 Every month of the Studio Year. Monthly fees are payable for every month of the Studio Year. This includes months with school holidays, public holidays, exam periods or fewer classes, which the fee already averages out.

2.5 Joining mid-month. A Dancer who joins after the 15th pays a pro-rata amount for that month.

2.6 Adding or dropping a style. An added style is charged from the month it starts. Dropping a style needs one full calendar month's Written Notice, as for leaving the Studio (clause 5).

2.7 Fee changes. Fees are reviewed once a year. Any increase takes effect only after at least 30 days' Written Notice to Account Holders.

2.8 Private and solo classes. These are booked and paid for before the lesson.A no-show, is charged in full. If the Studio cancels, the lesson is rescheduled.

2.9 Stretching & strengthening. These classes follow the same payment, notice and missed-class terms as tuition.

3. Payment terms, missed payments and recovery

3.1 How to pay. Pay by EFT or debit order into [bank, account name, account number], using the Dancer's full name as the reference. Send proof of payment to DiamondDance.admin@gmail.com. Cash payment is accepted for proof of payment.

3.2 When to pay. Monthly fees are paid in advance by the Due Date. Termly fees are paid in full before the first class of the term.

3.3 First Missed Payment. The Account Holder receives a written warning, and a late-payment admin fee of R50.00 is added to the account.

3.4 Second Missed Payment. (Initial) A second Missed Payment in the same Studio Year, consecutive or not, suspends the Dancer from all classes, rehearsals and exams. The suspension lasts until the account is settled in full, including admin fees.

3.5 Fees continue during suspension. (Initial) Monthly fees keep accruing while a Dancer is suspended. Suspension is not Written Notice of withdrawal.

3.6 Returned payments. A reversed or returned debit order or payment is a Missed Payment. Bank charges of R10 per returned item are added to the account.

3.7 No new commitments while in arrears. While an account is in arrears, the Studio will not submit exam or competition entries, order costumes, or release costumes, certificates or medals held for the Dancer.

3.8 How payments are allocated. Payments are applied to the oldest amount owing first, whatever reference is used.

3.9 Account queries. Any query about the account must be raised in writing within 14 days of the charge. Undisputed amounts remain payable while a query is resolved.

3.10 Siblings. Each Dancer has their own account entry, but the Account Holder is liable for all Dancers enrolled under their name. Arrears on one Dancer's fees trigger clauses 3.3 to 3.8 for all of them.

4. Missed classes, cancellations and closures

4.1 Classes the Dancer misses. (Initial) No refund, credit or reduction is given for classes the Dancer misses for any reason. This includes illness, injury, holidays, school commitments, transport problems or weather.

4.2 Planned closures. The Studio issues a calendar at the start of each Studio Year showing public holidays and school-holiday breaks. Planned closures do not reduce fees.

4.3 Classes the Studio cancels. If the Studio cancels a class (teacher illness, venue problems, power outages or load-shedding, severe weather or unrest), it will offer a make-up class within the same term where reasonably possible. No cash refunds are given for a single cancelled class.

4.4 Extended Studio closure. If the Studio itself cancels more than 3 consecutive weeks of a class and cannot make them up, the Account Holder receives a pro-rata credit for the lost classes.

4.5 Make-up classes. Make-up classes are offered at the Director's discretion, must be used within the same term, and cannot be carried forward or exchanged for private lessons.

4.6 Timetable and venue changes. The Studio may change class times, teachers or venue with at least 24 hours Written Notice. If a change makes attendance impossible, the Account Holder may withdraw on 24 hours Written Notice instead of a full month.

4.7 Events outside the Studio's control. The Studio is not liable for failing to deliver classes because of events beyond its reasonable control, such as natural disasters, epidemics, government restrictions or utility failures. Clause 4.4 still applies.

5. Notice, withdrawal and pauses

5.1 One full calendar month. (Initial) To withdraw a Dancer or drop a style, the Account Holder gives one full calendar month's Written Notice. The notice month is the calendar month after the notice is received. Example: notice received on 10 May makes June the notice month, and fees are payable up to 30 June.

5.2 Notice month is payable. Fees for the notice month are payable whether or not the Dancer attends.

5.3 What is not notice. Stopping attendance, cancelling a debit order, leaving a WhatsApp group or telling a teacher is not notice. Fees keep accruing until valid Written Notice is received.

5.4 Termly payers. A termly payer who withdraws mid-term pays for the notice month. Any prepaid amount beyond the notice month is refunded or credited within 30 days, less any amount owing.

5.5 Commitments survive withdrawal. (Initial) Exam entries, competition entries, costume orders and choreography fees committed before notice was given remain payable in full.

5.6 No pauses to avoid fees. Enrolment cannot be paused to skip fees. The only exception is a medical absence of 4 weeks or more, supported by a doctor's note and agreed in writing with the Director.

5.7 Returning after leaving. A Dancer who leaves and later returns pays a new registration fee, and a place is subject to availability.

5.8 Termination by the Studio. The Studio may end an enrolment for arrears (clause 3.6) or a conduct breach (clause 7.1) by Written Notice. Fees up to the termination date remain payable. Re-enrolment after termination for arrears is only possible after full settlement, at the Director's discretion.

6. Exams, competitions, costumes and the show

6.1 Exams. Exams are optional. Once a Dancer is entered, the entry fee is due by April and is non-refundable after the IDF entry deadline, whether or not the Dancer sits the exam. Extra exam coaching is charged at the private-class rate.

6.2 Committing to a competition. Competitions are opt-in. A Dancer is committed once the Account Holder pays the competition's dance costume.

6.3 Costs after commitment. (Initial) From commitment, the Account Holder pays the Dancer's full share of entry fees. This applies even if the Dancer later withdraws, is injured or leaves the Studio, because group items are choreographed and entered around each dancer.

6.4 Travel and attendance costs. Travel, accommodation, meals and spectator tickets for the Dancer and family are the Account Holder's cost.

6.5 Outside competitions. Entering a competition outside the Studio's plan needs the Director's verbal agreement in advance. Studio choreography, costumes and the Studio's name may not be used without it.

6.6 Costumes. Costumes are ordered only after paid in full. Ordered costumes are non-refundable. Borrowed or hired Studio costumes are returned clean and undamaged within 7 days of the event, or the replacement cost is charged.

6.7 End-of-year show. All enrolled Dancers are invited to take part in the November show. Tickets are sold separately and are non-refundable. A Dancer who withdraws after being cast remains liable for their costume costs.

6.8 Casting. Placement in group items, solos and front lines is at the Director's sole discretion. Payment does not guarantee a role or position.

6.9 Choreography belongs to the Studio. (Initial) All choreography, music edits and routines created by the Studio remain Studio property. They may not be performed, taught, recorded for distribution or entered elsewhere without written consent, including after the Dancer leaves.

7. Conduct, safety, privacy and general terms

7.1 Conduct. The Studio has zero tolerance for behaviour by a Dancer, parent or guardian that intentionally disrupts classes or harms the learning environment. The Director may suspend or end an enrolment for such conduct, and fees up to that date remain payable.

7.2 Watching and recording classes. Parents and guardians may not sit in on, film or photograph regular classes. This protects the Dancers' focus and privacy and the Studio's choreography.

7.3 Raising concerns. Concerns are raised privately with the Director, not during class, in group chats or on social media.

7.4 Drop-off and collection. Dancers are dropped off no earlier than [10] minutes before class and collected on time. The Studio is not responsible for Dancers outside class times. Collection is expected to be on time

7.5 Communication. Official notices go out by WhatsApp broadcast and/or email. The Account Holder keeps contact details current, and a notice sent to the latest details given is treated as received.

7.6 Health and injury. (Initial) The Account Holder discloses any medical condition, allergy or injury on enrolment and updates it when it changes. Dance carries an inherent risk of injury. The Studio is liable only for harm caused by its own negligence, and nothing in these terms excludes liability for gross negligence.

7.7 Emergency treatment. (Initial) If the Account Holder cannot be reached in an emergency, the Account Holder authorises the Studio to obtain medical treatment for the Dancer. Any resulting costs are the Account Holder's.

7.8 Belongings. The Studio is not responsible for lost, stolen or damaged personal belongings.

7.9 Photos and video. The Studio photographs or films Dancers for marketing only with the Account Holder's opt-in consent on the enrolment form. Consent can be withdrawn by Written Notice at any time.

7.10 Personal information. The Studio collects personal information for enrolment, billing, safety, and exam and competition entries, in line with the Protection of Personal Information Act (POPIA). It is shared only where needed, for example with the IDF, competition organisers or a collection agent.

7.11 Changes to these terms. The Studio may amend these terms with 30 days' Written Notice. An Account Holder who does not accept an amendment may withdraw under clause 5 before it takes effect.

7.12 General. South African law governs these terms. If any clause is found invalid, the rest remain in force. A decision not to enforce a clause once does not waive it. These terms, the enrolment form and the current fee schedule form the whole agreement.

Acknowledgement and signature

I have read and understood these Terms & Conditions, have initialled each clause marked (Initial), and accept them as the Account Holder.