Policies & Procedures
Embrace Grace, Elegance, and Artistry in Every Move
By enrolling in Exclusive Dance programs, dancers and their guardians agree to adhere to the terms and conditions outlined in this document. These terms ensure a clear understanding of the expectations between the studio and its members, helping maintain a high level of commitment, safeguard the well-being of all participants, and uphold the values of the Exclusive Dance community.
Attendance Expectations
Regular attendance is crucial to the success of both individual dancers and the team as a whole. Dancers are expected to attend all rehearsals, performances, and events as outlined in the schedule provided.
Missed Rehearsals
In the event that a dancer is unable to attend a scheduled rehearsal, at least one week’s notice is required. Exceptions are made in cases of unforeseen illness or emergencies, in which case notification must be provided as soon as possible.
Sickness Policy
If a dancer is unable to attend due to illness, parents/guardians must notify the studio by phone or email at the earliest opportunity. A medical certificate may be requested for extended absences.
Non-Compete and External Training
We encourage dancers to continue developing their skills through various forms of training. However, all dancers must prioritise their commitments to Exclusive Dance programs.
Training with Other Studios
Dancers may participate in classes or workshops at other studios, provided that these activities do not interfere with their commitment to Exclusive Dance rehearsals, performances, or team activities.
Conflict of Interest
Participation in other competitive teams or training programs that conflict with Exclusive Dance rehearsals, competitions, or performances is prohibited, unless explicitly approved in writing by Exclusive Dance management.
Health & Safety Policies
Medical Information
Parents/guardians must provide current medical information about the dancer, including any medical conditions, allergies, or injuries that may affect participation in dance activities.
Emergency Consent
Parents/guardians authorize Exclusive Dance to seek emergency medical treatment for the dancer if a parent/guardian cannot be reached promptly in the event of an emergency.
Tuition & Payments
Tuition
All fees for classes, rehearsals, competitions, and costumes must be paid by the due dates outlined in the payment schedule. Failure to do so may result in exclusion from classes or performances.
Failed Payments
If a payment fails, DSP Merchant Services will automatically reattempt on the following schedule: 3 days after the initial failure, 5 days after the second attempt, and 8 days after the third. Customers will receive notification of reattempt dates via email.Late PaymentsA late fee will apply to overdue payments. The specific late fee amount and any exemptions will be outlined in the payment policy. Prompt payment is required to avoid any disruption in participation.
Transaction Fees
A transaction fee is applied per debit/payment and varies based on payment method.
Additional Charges
Any extra charges accumulated throughout the term (e.g., competition fees, merchandise, or additional classes) will be included in the final debit for that term.
Alternative Payment Methods
Families paying manually through the portal or bank transfer must ensure payments are received on time. Failure to do so may result in late fees or restricted participation in classes/events.
End-of-Year Balance Requirement
All outstanding fees must be paid in full before participating in the end-of-year concert or enrolling in the next term/year.
Refunds
Exclusive Dance does not offer refunds for missed classes, rehearsals, or events, unless under exceptional circumstances approved by management.
DSP Merchant Services
To streamline and simplify the payment process, Exclusive Dance requires all families to enroll in DSP Merchant Services for processing payments. This ensures secure and timely payment for all classes, rehearsals, and related fees.
Enrolment Requirement
All families must complete their enrolment with DSP Merchant Services prior to the start of classes. This enrolment is mandatory for participation in any regular Exclusive Dance programs or activities.
Payment Schedule
Payments will be automatically processed on a fortnightly basis via DSP Merchant Services. Families will receive a breakdown of upcoming fees in advance, before the commencement of each term.
Payment Methods
DSP Merchant Services accepts a range of payment methods, including credit card and direct debit, offering flexibility for all customers.
Late Payments
If a payment fails to process, families will be notified immediately. Any failed payments must be resolved within 7 days to avoid late fees or suspension from classes and events.
By enrolling in DSP Merchant Services, customers agree to the regular payment schedule and acknowledge that failure to comply may result in additional fees or termination of services provided by Exclusive Dance.
Competition & Performance Commitments
Mandatory Participation
Participation in required competitions, performances, and events is determined by class enrollment. While these requirements are communicated as early as possible, schedule changes may occur due to external factors, such as competition adjustments or exam schedules.
Additional Costs
Participation in competitions may incur additional expenses, such as entry fees, travel, accommodation, and coaching fees. Some of these costs will be added to your invoice, while others, such as travel arrangements, are your responsibility. Where possible, Exclusive Dance will arrange fundraisers to support dancers' participation in these events.
Code of Conduct
Dancers and their families are expected to maintain a high standard of behaviour at all times, both inside and outside the studio.
Respect and Behaviour
Treating instructors, fellow dancers, and staff with respect.
Adhering to all studio rules regarding attire, punctuality, and studio policies.
Avoiding any behaviour that may negatively impact the reputation of the studio.
Anti-Bullying Policy
Exclusive Dance has a zero-tolerance policy for bullying, harassment, or discrimination. Clear procedures for reporting and addressing any issues are in place.
Social Media Etiquette
Dancers and families are expected to uphold respectful online behaviour and maintain confidentiality. Any actions or comments on social media that negatively impact the studio will be addressed accordingly.
Communication Protocols
Official Channels
All communication should be conducted through designated channels, such as official emails and the studio BAND app, to ensure effective and consistent information distribution.
Responsiveness
Parents/guardians are expected to respond to communications within a reasonable timeframe to ensure smooth studio operations.
Data Protection
Exclusive Dance is committed to protecting the personal information of dancers and their families. Personal data, including contact details, medical information, and payment information, will only be used for administering studio programs and ensuring dancer safety. This data will not be shared with third parties without explicit consent, except where required by law.
Consent for Communications
By enrolling in Exclusive Dance, you consent to receive communications regarding schedules, updates, events, and promotional materials. These may be sent via email, text, or other digital platforms.
Media & Promotion
By enrolling in Exclusive Dance, dancers and their guardians grant permission for the studio to use photos and videos of the dancer for promotional and marketing purposes, including social media, the studio website, and print materials.
Choreography Ownership
All choreography taught at Exclusive Dance is the intellectual property of the studio. It may not be replicated or taught elsewhere without prior permission from Exclusive Dance management.
Unforeseen Events
Exclusive Dance is not liable for any cancellations, delays, or alterations to programs, rehearsals, performances, or competitions due to events beyond its control. These may include, but are not limited to, natural disasters, pandemics, government restrictions, or other emergencies. In such cases, the studio will make every effort to reschedule or provide alternative arrangements. Refunds or credits for missed sessions will be considered on a case-by-case basis, in line with the studio’s policies and the specific circumstances.
Confidentiality
Dancers and their families agree to maintain the confidentiality of any proprietary studio information, including choreography, competition routines, and business practices. This information may not be shared, copied, or distributed outside the studio without prior written consent. Breaches of confidentiality may result in disciplinary action, including removal from the program.
Liability Waiver
While Exclusive Dance takes all necessary precautions to ensure the safety and well-being of its dancers, the studio is not liable for any injuries sustained during classes, rehearsals, performances, or competitions. Parents/guardians acknowledge the inherent risks of dance and waive claims against Exclusive Dance for injuries or damages incurred during activities.
Property Liability
Exclusive Dance is not responsible for any loss, theft, or damage to personal property brought into the studio, including mobile phones, tablets, or other valuables.
Emergency Medical Treatment
Exclusive Dance may seek emergency medical treatment if a parent/guardian cannot be reached. All medical expenses are the responsibility of the parent/guardian.
Termination of Enrolment
Exclusive Dance reserves the right to terminate a dancer’s enrolment for reasons including repeated absences, breaches of the code of conduct, or failure to adhere to these terms and conditions.
Notice Period
If a dancer wishes to withdraw from any Exclusive Dance program, written notice of at least 30 days must be provided. During this notice period, all scheduled classes and fees will remain applicable, and any outstanding financial obligations must be settled before the withdrawal is finalised. Failure to provide the required notice may result in additional fees.
Outstanding Balances
If a dancer withdraws with an unpaid balance, the outstanding amount must be settled within the notice period. Unpaid balances will be referred to a debt collection agency at the family's expense.