Policies and Procedures

Thanks for training with us. These are the rules that keep things fair for every family.

If anything here differs from the agreement you signed, your signed agreement wins. After-School Academy and club memberships follow their own program agreements.

Your account

Questions about your schedule, billing or payment details? Call us at 604 936 9929 or email your school, and we’ll take care of it.

Joining

Every member signs our enrolment agreement and waiver before their first class. For students under 19, a parent or legal guardian signs.

Starting costs are a one-time $95 registration fee + GST. Join on the day of your first class and we waive it. Every new member gets their uniform as a gift.

Month to month, no contract term

Memberships run month to month and renew automatically on the 1st. You can leave whenever you choose with notice (below). If you start partway through a month, your first month is prorated.

Changed your mind? You have 10 days

Cancel for any reason within 10 days of receiving your agreement, in writing, and we’ll refund your tuition and registration fee. The uniform is yours to keep.

Cancelling

Email your school at least 30 days before your next payment date (the 1st). Notice 30 or more days before the 1st means no further payments. Less than 30 days means the upcoming month is processed and your membership ends at the close of that month. We don’t refund or prorate partial months.

Freezes

You can freeze up to two months per calendar year: two 1-month freezes or one 2-month freeze. Each freeze is at least one full calendar month. There’s no freeze fee. Billing continues while you’re frozen, and every dollar comes back as credit toward the months after you return. Tell us in writing at least 5 days before the 1st. A freeze keeps your rate and your spot. A cancellation doesn’t.

Your rate

Your monthly rate holds for as long as you stay enrolled, apart from a 4% increase each April, with at least 30 days’ notice by email. A freeze counts as staying enrolled. If you cancel and come back later, you rejoin at the new-member price at that time.

Belt testing, clubs, camps, events and After-School Academy are priced separately and can change with 30 days’ notice. Belt testing fees are charged on test day.

Family discount

When two or more family members train with us, the second gets 5% off monthly tuition, and the third and each one after get 10% off. The discount goes to the younger members. It applies to twice-a-week memberships only, not the once-a-week Little Ninjas membership or clubs.

Payments

Tuition is charged on the 1st. Pre-authorized debit is our standard payment method. If it doesn’t work for your family, talk to us before your first payment. Our prices are before GST, and GST is added to each charge. A $20 late fee applies when a payment is more than 7 days late, and a $40 fee applies to any returned or declined payment.

Missed classes and closures

We don’t refund or credit classes missed for illness, injury, vacation, other commitments or weather. We close for statutory holidays and for two one-week breaks a year, one in summer and one in winter. Tuition already accounts for them, and you can book make-up classes for those weeks.

If we ever have to close because of a government order, an emergency or extreme weather, we’ll move classes online, offer make-up classes or credits, or pause memberships until we reopen.

Classes and belts

You train at one school and book set class times. Instructors and schedules can change, so a specific instructor isn’t guaranteed. Belts are earned through skill, attendance and attitude, never on a set timeline.

Health and safety

Before the first class, tell us in writing about any injury, medical condition, allergy or medication we should know about, including an EpiPen or inhaler, and let us know if anything changes. Keep the emergency contact in your account up to date. In an emergency, our staff give first aid and get medical help if we can’t reach you.

Please leave valuables at home. We can’t be responsible for lost or stolen items.

Photos and video

We photograph and film classes, belt tests, tournaments and events, and share them on our website, social media and in print. Appearing in group and event photos is part of training with us. For individual photos and features of your child, you can withdraw consent any time in writing.

Your rights under BC law

You can also cancel without penalty with a doctor’s note, if you move more than 30 km away and we can’t offer a comparable option, or if we materially change the program. Any refund is worked out on the unused part of your membership, as BC rules set out.

Conduct

We may suspend or end a membership, without refunding the current month, for unsafe behaviour, harassment or conduct that disrupts class, by a student or a parent.

Changes to these terms

If we change our terms, we’ll email you at least 30 days before the change takes effect. If you don’t accept it, you can cancel before then and no further payments are processed.