Terms & Conditions
The terms and conditions of Westend Academy will be issued on registration of a student, payment of fees is made as an agreement to these terms and conditions.
If for any reason the AWA terms and conditions are not agreed and fee payment is not received then this will result in the student being unable to attend classes at Westend Academy.
Copies of this can be found on our website https://westendacademy.co.uk/terms/ within our registration system and also in hard copy at our venue.
ACADEMI WESTEND ACADEMY – TERMS & CONDITIONS
IMPORTANT NOTICE
By registering a student and paying the required fees, parents/guardians agree to the Academi Westend Academy (AWA) Terms & Conditions. If fees are not paid, or these Terms & Conditions are not accepted, the student will not be permitted to attend classes.
Copies of all policies are available at www.westendacademy.co.uk, within our registration system and in hard copy at our venue.
SECTION 1 — TERMS & CONDITIONS
1. Commitment to the Term
Enrolling in a class constitutes a commitment to the full term. Spaces are reserved and staffing is arranged based on term enrolments. No reductions or refunds will be given for missed sessions, change of circumstances, or withdrawal once the term has begun.
2. Refunds & Cancellations
AWA does not issue refunds for:
• missed classes
• illness
• holidays
• change of personal schedule/circumstances
• mid term withdrawal
Once payment is made, the space is secured for the full term. No refunds or partial refunds will be issued under any circumstances.
3. Class Cancellations by AWA
• A replacement class will be offered where possible.
• If a replacement cannot be scheduled by AWA, a credit or refund will be issued at the Principal’s discretion.
4. Payment Terms
• Bookings are not confirmed until payment is received.
• Payment is due by the date stated in the contact email to parents and no later than the first class of the term (with agreement by the Principal).
• Late payments incur a £10+ late fee unless agreed in advance with the Pricipal.
• Students may not attend if fees remain unpaid by the start of term.
• Payment methods: Cash, Bank Transfer, Card via the ClassForKids registration system (ClassForKids payments may incur platform fees).
4.1. Arrival / Collection and safety of pupils
- Parents / Guardians are not permitted to stay with their child during class times.
- Children are to be dropped off at their class start time and collected at class pick up time.
- If a child under 18 is permitted by a parent/guardian to walk or make their way home from a class/rehearsal/ show then written consent must be provided by the child’s parent/guardian.
- For the safety of our pupils and teachers, Doors to the studio are kept locked at all times during classes. Westend Academy is fitted with both a ring door bell and internal and external CCTV.
5. Payment, Late Fees & Non Payment
A. Term Commitment & Fees
• Enrolment reserves a place for the full term. Fees are due in advance and are non refundable once a students place has been secured when that payment has been received (including mid term withdrawal or missed sessions for any reason).
• Bookings are not confirmed until payment is received. Unpaid places may be offered to the waiting list.
B. Due Date
Unless otherwise stated on the invoice, payment is due by the date stated in the contact email to parents and no later than the first class of the term (with agreement by the Principal).
C. Late Fees & Interest (Consumers)
To encourage timely payment and cover reasonable administration costs, the following apply to overdue consumer accounts:
• After Payment Due Date: £10 late administration fee added.
• Day 10 late: a further £15 administration fee added (total admin £25).
• From Day 11 onward: interest at 1% per month (simple) on the overdue balance until paid (calculated daily, applied monthly).
• These charges reflect additional administration, credit control activity and cash flow costs. The commercial late payment regime for businesses does not apply to consumer debts.
D. Suspension for Non Payment
If fees are not received by the due date, AWA may suspend the pupil’s attendance until payment (including any late fees/interest) is made. Suspension does not reduce or waive fees for the term.
E. Payment Plans (Discretionary)
We may agree a payment plan in writing. Missing a plan instalment makes the full remaining balance immediately due and late fees/interest apply.
F. Final Demand & Collections
If an account remains unpaid after our final reminder, we may:
• Issue a Final Demand;
• Send a formal Letter of Claim in accordance with the Pre Action Protocol for Debt Claims (giving at least 30 days to respond);
• Instruct a regulated debt collection agency or commence a county court claim. We may seek to recover court fees and contractual interest where allowed.
G. Court Claims
If a court claim is necessary, we will follow the small claims process in the County Court. If judgment is awarded, we may take enforcement action (for example, court bailiffs) to recover unpaid sums, interest and the court fee.
H. Contact Details & Invoicing
Parents/guardians must keep contact and billing details current by updating the ClassForKids regististration system. Invoices are issued electronically unless a paper copy is requested.
Parent Notes (Summary)
• Payment is due by the date stated in the contact email to parents and no later than the first class of the term (with agreement by the Principal).
• Late fees: £10 after 10 days, +£15 after 20 days, then 1% per month interest.
• Non payment may mean we pause your child’s place until the account is cleared.
• We don’t refund secured student places, mid term withdrawals or missed classes.
• Talk to us early if you need a payment plan.
6. Behaviour & Conduct
AWA reserves the right to remove any student without refund for bullying, disruptive behaviour, or unsafe conduct.
7. Medical & Contact Information
All medical conditions must be declared at registration and kept up to date. Please inform AWA of any changes by email or phone.
8. Photography & Filming
Parents must notify AWA in writing if they do not consent to marketing use of images/videos.
9. Illness
• Students must not attend class within 48 hours of any sickness/diarrhoea.
• Fever, diarrhoea, vomiting, or contagious infections require staying at home until safe to return.
10. Uniform
Uniform is compulsory and must be purchased through our shop at AWA (excluding adult classes).
11. Additional Fees
• Junior Stage School, Musical Theatre & Drama: £5 per term for class packs (added to the termly fee).
• Replacement folders: £2.
12. Discounts
Sibling discounts apply up to age 16.
13. Summer School Policy
• No refunds for parent cancellation, sickness or non attendance.
14. Withdrawal Policy
If a parent wishes to withdraw a student, written notice must be given before the next term invoice is issued. Withdrawal mid term does not remove liability for full term fees.
15. Injury Disclaimer
Parents accept that dance is a physical activity and minor injuries can occur. AWA is not liable for injuries except in cases of proven negligence.
16. Teacher & Timetable Changes
AWA may change teachers or class times where necessary. No refunds are due for reasonable changes.
17. Missed Classes
Missed classes cannot be transferred, refunded or carried forward.
SICKNESS & INFECTION CONTROL POLICY (2026)
To protect our pupils, families and staff, Westend Academy follows current UK Public Health guidance for childhood illness and infection control.
1. When Children MUST Stay Home
• Fever/high temperature.
• Sickness or diarrhoea (stay home for 48 hours after the last episode).
• A contagious infection (e.g., conjunctivitis, COVID, flu, chickenpox, strep, impetigo).
• Any illness that would prevent safe participation in class.
• Any symptoms that could spread infection to others.
If a child becomes unwell during class, parents will be contacted for immediate collection.
2. Returning to Class
• Well enough to fully participate.
• Fever free for 24 hours without medication.
• Completed the 48 hour rule for sickness/diarrhea.
• No longer contagious if diagnosed with an infection.
• Followed any medical advice given.
AWA reserves the right to refuse attendance if a pupil appears unwell.
3. Hygiene Measures
• Regular cleaning of studios, surfaces, barres and equipment.
• Hand sanitiser available at entry/exit points.
• Encouraging regular handwashing.
• Toilets and shared areas cleaned frequently.
• Minimising shared equipment where possible.
4. If a Child Becomes Unwell During Class
• Move the child to a supervised safe space.
• Contact parents for immediate collection.
• Clean the space/equipment before further use.
• Notify other parents if required by public health guidance.
5. Serious or Notifiable Illnesses
• COVID
• Influenza
• Strep A
• Chickenpox
• Measles
• Any illness requiring reporting under Public Health guidance