Terms and Conditions

1. Registration & Participant Information

• All participants must have a fully completed registration form prior to attending any session.

• It is the responsibility of the parent/carer to provide accurate, detailed information regarding their child’s needs, diagnoses, medical conditions, behaviours, and support requirements.

• Failure to disclose relevant information may impact our ability to provide a safe and supportive environment and may result in sessions being withdrawn.

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2. Holistic & Comprehensive Assessment 

• All new participants are required to complete a Holistic and Comprehensive Assessment before or alongside starting sessions.

• This assessment allows us to understand each child’s individual needs and provide appropriate support.

• The assessment fee must be paid in full at the time of booking.

• If the assessment fee remains unpaid after it has been clearly communicated that it is due, any booked sessions will be cancelled without refund or transfer.

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3. Payments

• We offer:

  • Pay-As-You-Go sessions

  • Class bundles (pre-paid sessions)

• All sessions must be paid for in advance to secure a space.

• This is not a rolling membership and spaces are not guaranteed without payment.

• All payments are non-refundable regardless of reasoning for cancellation. 

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4. Refund Policy

• All payments are strictly non-refundable.

• Missed sessions will not be refunded or transferred to another date.

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5. Cancellations & Attendance

• If a participant is unable to attend a session, parents/carers should inform us 48 hours in advance to receive an alternate date. Failure to provide this notice, regardless of reasoning, will result in cancellation of session and it will not be refunded or transferred to another date.

• No refunds or credits will be issued for non-attendance.

• SEND Gymnastics and Dance CIC reserves the right to cancel sessions due to unforeseen circumstances. In such cases, an alternative session will be offered.

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6. Behaviour & Safety Protocols 

To ensure a safe, inclusive, and supportive environment for all participants:​

• Parents/carers must inform staff of:

  • Triggers, sensory sensitivities, or behavioural considerations

  • Communication preferences (e.g. non-verbal, visual aids)

  • Any risks (e.g. elopement, aggression, self-harm behaviours)

• A parent/carer will be required to remain on-site if:

  • A child requires additional support beyond what staff can safely provide

  • This has been identified during assessment or sessions

• SEND Gymnastics and Dance CIC reserves the right to:

  • Pause participation if a child’s needs cannot be safely met within a group setting

  • Recommend alternative support or additional assistance

• We operate with a strong focus on:

  • Safeguarding

  • Inclusion

  • Emotional regulation

  • Positive behaviour support

• Additional Participants:
  If parents/carers wish for additional children to participate:

  • This must be disclosed in advance of the session

  • Approval must be obtained directly from SEND Gymnastics and Dance CIC

  • Additional fees will apply and will be confirmed prior to the session

  • SEND Gymnastics and Dance CIC reserves the right to decline the request

• Unauthorised Participation:
  If additional children participate without prior agreement:

  • The session may be stopped immediately, or

  • Additional fees will be charged at the discretion of SEND Gymnastics and Dance CIC

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7. Medical & Emergency Information

• Parents/carers must disclose all medical conditions, allergies, and medications.

• Any changes must be updated immediately.

• In the event of an emergency, first aid will be administered and emergency services contacted if necessary.

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8. Clothing & Personal Belongings

• Participants should wear comfortable, flexible clothing suitable for movement (e.g. leggings, t-shirts, leotards).

• Clothing should allow safe participation without restriction.

• No jewellery should be worn during gymnastics or dance sessions (except for medical or religious reasons where risk-assessed).

• Long hair should be tied back.

• Participants should bring a water bottle.

• SEND Gymnastics and Dance CIC is not responsible for lost or damaged personal belongings.

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9. Safeguarding & Duty of Care

• We are committed to safeguarding all children that participate in our programmes.

• Any safeguarding concerns will be handled in line with our safeguarding policy and UK legal requirements.

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10. Photography & Media

• Photos/videos may be taken for training or promotional purposes only with prior consent.

• Parents/carers can opt out or in at any time in writing.

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11. Liability

• Participation in any physical activity involves a level of physical activity and inherent risk.

• While all reasonable precautions are taken, SEND Gymnastics and Dance CIC cannot be held liable for injuries sustained during sessions, except where caused by negligence.

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12. Agreement

By registering and booking sessions, parents/carers confirm that they:

• Agree to these Terms & Conditions

• Understand the non-refundable payment policy

• Have provided accurate and complete information about their child

• Accept the safety protocols in place

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13. Home Visit Sessions

• Home visit sessions are available by prior arrangement only and are subject to availability.

• Additional Costs:
  Parents/carers are responsible for any additional costs associated with home visits, including but not limited to:

  • Travel fees

  • Parking charges

  • Congestion or toll charges (where applicable)
    These costs will be communicated by invoice and must be paid alongside the session fee. Refusal to pay the additional travel charges associated with the booking will result in the session(s) being cancelled and you will not be refunded.

• Participation Restrictions:
  Home visit sessions are designed as private 1:1 sessions for the registered participant only.
  Other children (including siblings or friends) are not permitted to participate in the session.

• Additional Participants:
  If parents/carers wish for additional children to participate:

  • This must be disclosed in advance of the session

  • Approval must be obtained directly from SEND Gymnastics and Dance CIC

  • Additional fees will apply and will be confirmed prior to the session

  • SEND Gymnastics and Dance CIC reserves the right to decline the request

• Unauthorised Participation:
  If additional children participate without prior agreement:

  • The session may be stopped immediately, or

  • Additional fees will be charged at the discretion of SEND Gymnastics and Dance CIC

• Confirmation Requirement:
  Any agreement regarding additional participants must be confirmed in writing by SEND Gymnastics and Dance CIC prior to the session taking place.