Terms and Conditions of Membership
By enrolling your child at Theatretrain, you accept these terms and conditions (“Terms & Conditions”) and sign your agreement to them as an ongoing agreement between you and Theatretrain (“Agreement”).
The Agreement is made between the parent/guardian (“Parent”, “you” or “your”) of each enrolled student (“Student”) and Theatretrain (“Theatretrain”, “we”, “our”, “us”) (trading as Theatretrain Ltd) and is valid at all times whilst the Student is enrolled in any Theatretrain Activity and until such time as written notice is given in accordance with these Terms & Conditions.
1.
INTRODUCTION
1.1
These Terms & Conditions apply to all our Theatretrain Companies, Termly sessions, classes and clubs (“Termly Classes”), Holiday Workshops/Camps/Clubs, Workshops, and any additional products and/or services offered by Theatretrain and/or its group of companies in the future for any Student (collectively “Theatretrain Activities”).
1.2
For participation of a Student in a Theatretrain Activity, all Parents are required to consent to these Terms & Conditions by signature or by ticking the acceptance box for these Terms & Conditions when submitting an electronic registration form online. We may update these Terms & Conditions from time to time.
1.3
Any changes to these Terms & Conditions require the written consent or approval of Theatretrain Ltd.
1.4
Termly Classes offering training in dance, drama, and singing will take place once per week during the Term, including online activities, as detailed at the time of booking.
1.5
“Holiday Workshop/Camp/Club” refers to Workshops (including online activities) run by some Theatretrain companies during the academic school holidays.
1.6
“Company Director” and/or “Centre Director” refers to the Director of a Theatretrain company at a particular location.
1.7
“Term” refers to one normal academic term of Theatretrain Companies during which termly sessions are run. The number of weeks in a term is variable, ranging from 11 to 15.
1.8
“Term Dates” refers to the dates for the relevant Term (Spring Term, Summer Term or Autumn Term).
1.9
“Workshop” refers to a one-off Class (including online activities) offering tuition in dance, drama, singing, and/or other performing arts-related activities delivered for a certain number of hours per day over one (1) to five (5) consecutive days, which can run at any time throughout the year.
1.10
“Online Activity” refers to online streamed lessons and online Workshops utilising the Zoom platform delivered by a Theatretrain centre.
1.11
“Notice Period” means a calendar period of 28 days from the date we receive your notice to cancel in accordance with clause 4.1.
1.12
“Childcare Payment Methods” refers to payments made using Tax-Free Childcare accounts, Childcare Vouchers, or by Standing Order from such accounts.
1.13
“Monthly Subscription” refers to a fixed recurring monthly fee for Termly Classes, payable on the first (1st) of each month by Direct Debit or Standing Order from a Childcare account. The Monthly Subscription is a pricing format and does not necessarily reflect the number of sessions in any given month or represent a pro-rata instalment of termly fees. Monthly Subscription payments are payable in full regardless of attendance or the number of sessions scheduled in that month.
1.14
“Registration Fee” refers to a one-off initial fee payable when a Student joins a Theatretrain Termly Class, covering enrolment administration, system setup, safeguarding registration, and initial onboarding. The Registration Fee is separate from Class fees, non-refundable, and not included in any Monthly Subscription payments.
2.
ENROLLING A NEW STUDENT IN A THEATRETRAIN ACTIVITY
2.1
To apply for a place for a new Student in a Theatretrain Activity, the Parent must agree to these Terms & Conditions and submit a registration form online.
2.2
Each Student’s place is allocated on a ‘first come, first served’ basis, subject to availability. Places are not guaranteed until payment is received, where applicable.
2.3
Places on Holiday Workshops and Summer Camps may require a holding deposit. The amount will vary; please check with the Company Director.
2.4
If Theatretrain is unable to accept the Student due to capacity reasons, the student may, at the Parent’s discretion, be placed on a waiting list.
3.
PAYMENTS
3.1
All Theatretrain Activities must be paid for in advance. If payments are in arrears, Theatretrain reserves the right to refuse entry until the balance is settled.
3.2
Enrolment on a Holiday Workshop/Summer Camp requires full payment in advance. A place may be secured with a non-refundable deposit at the discretion of your local Company Director. Parents must pay the outstanding balance by the first day of the Workshop/Camp.
3.3
On confirmation of your child’s place in a Theatretrain Activity, you will be issued with an Invoice, payment dates and details of accepted payment methods, which may include:
- Bank transfer
- Credit card (American Express is not accepted)
- Debit card
- Cheque
- Direct Debit
- Cash
- Childcare Payment Methods
4.
Cancellation Policy (Including Classes, Workshops, and Holiday Camps)
4.1
You must provide a minimum of twenty-eight (28) calendar days’ written notice to cancel any Theatretrain Activity booking, including Termly Classes, Workshops, and Holiday Camps. Notice must be given to the Company Director via email or post, or (where available) via the TT Gateway Customer Portal.
4.2
Fees for termly bookings remain payable during the Notice Period, whether or not the Student attends. This includes instances of sickness, holiday, or a decision by the Parent or Student not to attend.
4.3
No refunds will be provided for cancellations with less than 28 days’ notice.
4.4
Where available, cancellations for Termly Classes may be submitted via the TT Gateway Customer Portal (https://portal.theatretrain.co.uk/). The scheduled cancellation date will automatically apply the required twenty-eight (28) days’ notice period.
4.5
The cancellation will be processed overnight on the scheduled cancellation date. Any Termly invoices will be adjusted accordingly. Where fees have been paid for sessions falling after the cancellation date, these will be credited to the Parent’s account and either:
(a) applied against any outstanding payments, or
(b) where no balance remains due, refunded to the original payment method.
4.6
Until the cancellation is processed, all fees remain payable in accordance with the notice period, whether or not the Student attends.
4.7
Cancellation Timing and Auto-Enrolment
Where notice is given after automatic re-enrolment has occurred (including during end-of-term periods or holiday breaks), the Notice Period will still apply as a continuous calendar 28-day period.
If the scheduled cancellation date falls after the start of the next Term, any Termly invoice already issued for the following Term will remain payable during the Notice Period but will be adjusted once the Notice Period ends. Any fees relating to sessions falling after the scheduled cancellation date will then be credited and, where appropriate, refunded.
For Monthly Subscriptions, any invoice which falls due during the Notice Period (including one raised on the 1st of the month) remains payable in full, even if it covers dates after the scheduled cancellation date. No further invoices will be raised after the Notice Period ends.
4A.
Notice Period for Monthly Subscription Payments (Direct Debit or Childcare Standing Order)
4A.1
For Monthly Subscriptions, the twenty-eight (28) days’ Notice Period always applies. Monthly Subscription invoices are charged on the first (1st) of the month and are payable in full, regardless of how many sessions take place in that month, how many the Student attends, or whether a cancellation falls partway through that month.
If the scheduled cancellation date (end of the Notice Period) falls on or after the first (1st) day of the month, the Monthly Subscription invoice for that month remains payable in full.
4A.2
For Monthly Subscriptions paid by Direct Debit, any monthly invoice which falls within the Notice Period will be taken automatically. No further Direct Debit invoices or charges will be raised after the scheduled cancellation date. Parents should not cancel the Direct Debit themselves, as this may disrupt the correct closure of the account.
4A.3
For Monthly Subscriptions paid by Standing Order from a Childcare account, payments must continue until the end of the Notice Period. Parents are responsible for cancelling their Childcare Standing Order only after the end of the Notice Period (the scheduled cancellation date).
5.
TERMLY CLASSES
5.1
The Registration Fee is payable only once per Student upon their first enrolment in a Theatretrain Termly Class. It is not charged again for subsequent Terms, nor if a Student leaves and later re-joins Theatretrain, provided the Student’s registration details remain valid. The Registration Fee is separate from Class fees, non-refundable, and not included in any Monthly Subscription payments. (See clause 1.14 for definition.)
5.2
A Theatretrain company offers a sibling discount of fifty percent (50%) on Class fees for the second child of the same family attending a Main Company Session at the same time, at the discretion of your local Company Director. Only one discount may apply to an individual child at any one time.
5.3
Once enrolled in a Class, Term Dates for the next Term will be made known to Parents in writing at the end of the current Term. Term dates are also available on your local Theatretrain Company’s website.
5.4
Unless Theatretrain is notified in writing by you in accordance with clause 4.1 before the eighth (8th) week of the current Class Term, a Student is automatically re-enrolled for the following Term.
5.5
Payment for the next Term’s Class fees is due in full before the start of the Term, unless the fees are being paid via a Monthly Subscription or subject to an alternative payment arrangement agreed with the Company Director.
5.6
Fees for termly bookings are payable in full and are non-refundable. This applies even if the Student is unable to attend one or more sessions for any reason, including but not limited to illness, holidays, or personal decisions not to attend.
5.7
Performance costs incurred by the Company Director may include, but are not limited to, costumes, show t-shirts, props, and coach travel. If the Student withdraws from the performance within eight (8) weeks of the show date, these costs remain the Parent’s responsibility.
6.
USE OF PERSONAL INFORMATION
6.1
We are committed to safeguarding the personal data of our students and their parents/guardians. Personal data collected during the registration process and throughout your association with Theatretrain will be retained for as long as the student is enrolled in any Theatretrain Activity. After the student ceases participation, we will retain personal data for a specific period to comply with legal obligations, financial record-keeping, and for safeguarding purposes. After this period, all personal data will be securely deleted or anonymised, unless further retention is required by law. For more detailed information, please refer to our Privacy Policy. Privacy Policy – Theatretrain
6.2
Theatretrain owns all intellectual property rights, including but not limited to its websites, trademarks, logos, and any content created during Theatretrain Activities, including recordings, photos, and videos (unless otherwise agreed in writing).
7.
HEALTH AND SAFETY
7.1
While Theatretrain takes all reasonable steps to ensure student safety, participation in physical activities carries an inherent risk of injury. By enrolling, Parents acknowledge this risk. Parents must inform Theatretrain of any medical conditions or injuries in writing.
7.2
Students must wear appropriate footwear and clothing at all times and adhere to the Uniform policy. Jewellery is not permitted and long hair must be tied back for health and safety reasons.
7.3
In the event of illness or emergency, Parents will be contacted via the primary contact and/or emergency contact details provided. It is the Parent’s responsibility to ensure these details are up to date.
7.4
All online activities are recorded and held for four (4) weeks for safeguarding and quality review purposes.
8.
8.1
GENERAL
Theatretrain may refuse a Student entry if behaviour is deemed unacceptable.
8.2
Theatretrain reserves the right to make changes to timetables, staff, or programme delivery mechanisms in unforeseen circumstances.
8.3
Theatretrain Activity fees are subject to annual review and may be adjusted. Any fee changes will be communicated to Parents with a minimum of four (4) weeks’ notice.
8.4
All Students must be collected on time after sessions. Consistent late collection may incur additional charges.
8.5
These Terms & Conditions are governed by the laws of England and Wales.