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Terms & Conditions

Spotlights Theatre School Limited | Terms & Conditions

V5.5 – July 2024

1.0. Introduction

1.1. Who we are: We are Spotlights Theatre School Limited. Registered in England & Wales: Registration No 5732185. Registered Office Swatton Barn, Badbury, Swindon, SN4 0EU

1.2. All references to Spotlights shall, where appropriate, include Spotlights Theatre School Limited, companies trading as Spotlights that have been authorised by Spotlights Theatre School Limited and/or the appointed Spotlights regional franchise office that provides you with the course(s) from time to time.

1.3. When you book or purchase any product or service from us, you are signifying your agreement to these Terms and Conditions.  It is your responsibility to familiarise yourself with them before you book or purchase any product or service from us. By enrolling your child at Spotlights, you accept these terms and conditions (“Terms & Conditions”) and your agreement to them as an ongoing agreement between you and Spotlights (“Agreement”).

1.4. We reserve the right to modify, cancel or append to these Terms and Conditions. The current Terms and Conditions always appear here on our Website. On renewal of Sessions or purchase of any Spotlights product or service, the most recent Terms and Conditions shall apply.

1.5. The Agreement is made between the parent/guardian (“Parent”, “you” or “your”) of each enrolled student (“Student”) by a Parent and Spotlights Theatre School Limited (“Spotlights”, “we”, “our”, “us”) (trading as Spotlights Theatre School) and is valid at all times whilst the Student is enrolled on any Spotlights activity and until such time as written notice is given in accordance with these Terms & Conditions.

1.6. These Terms & Conditions apply to all our Spotlights schools, Courses, Holiday Workshops/Camps, Workshops and any additional products and/or services offered by Spotlights and/or its group of companies in the future for any Student (collectively “Spotlights Activities”)

1.7. Any changes to these Terms & Conditions require the written consent or approval of Spotlights.

1.8. How we may contact you. If we have to contact you, we will do so by telephone or by writing to you at the email address or postal address you provided to us when you booked. In some cases, we may use SMS as a means of communication. “Writing” includes emails. When we use the words “writing” or “written” in these terms, this includes emails.

2.0. Definitions

2.1. A “Course” refers to a course of classes offering tuition in dance, drama, and singing which will be delivered during the Term (including online activities). Course classes will take place once per week for a certain number of hours, as detailed at the time of booking.

2.2. “Holiday Workshop/Camp” refers to Workshops (including online activities) run by some Spotlights schools and Spotlights Theatre School during the breaks between Terms.

2.3. “Term” refers to one normal academic term of Spotlights schools during which Courses are run.

2.4. “Term Dates” refers to the dates for the relevant Term.

2.5. “Workshop” refers to a one-off course (including online activities) offering tuition in dance, drama, singing and/or other performing arts related activities which will be delivered for a certain number of hours per day for a period of between one (1) and five (5) consecutive days and can run at any time throughout the year.

2.6. “Online activity” refers to online streamed lessons and online Workshops, either delivered by a Spotlights school or by Spotlights Theatre School.

2.7. “Sibling” is a younger brother, sister, half-brother, half-sister, step-brother or step-sister of a particular child.

3.0. What we do

3.1. Performing Arts lessons – Spotlights provides performing arts lessons to customers of all abilities. Certain locations may not offer all ranges of services. It is important to note a learner’s development is unique, based on a range of factors including their engagement in lessons and regularity of attendance. Spotlights cannot make any guarantees on the rate of progress of a learner and customers are paying for the lesson and not for an attainment outcome.

3.2. Weekly Classes

The following provisions shall apply in relation to Weekly Classes only.

3.2.1. FREE TRIAL LESSON

3.2.2. We will offer your child one Free Trial Lesson in a Class of their choice. This is providing:

  1. a) There is availability in the Class;
  2. b) Your child has not previously attended any other Free Trial Lesson

3.2.3. You must book the Free Trial Lesson in advance with the Spotlights office over the telephone or online on our Website.

3.2.4. At the time of booking, the Free Trial Lesson must take place within the first four (4) weeks of the start of the Term.

3.2.5. You must provide us with such contact, identification and health details as are requested by us so that we can assume responsibility for your child during the Lesson.

3.3. Discounts

3.3.1. Sibling discounts only apply to the younger children if, at the time of renewal or booking, the eldest child’s Booked Course extend up to the younger child’s first new Booked Course and all Siblings are attending the same Session. Details of sibling discounts are published on our website www.spotlights.co.uk

3.3.2. All discounts must be claimed at the time of booking. No retrospective discounts or refunds will be offered.

4.0. Holiday Workshops / Camps

The following provisions shall apply in relation to Holiday Courses only.

4.1. PAYMENT

4.1.1. The cost of Holiday Courses and valid methods of payment are available on our Website.

4.1.2. For the avoidance of doubt, the Free Trial Lesson detailed in section 3.2.1 above does not apply to Workshops or Holiday Workshops/Camps.

4.1.3. The full cost of the Holiday Course minus any agreed discounts must be paid at the time of booking the Holiday Course.

4.1.4. If full payment is not received at the time of booking the Holiday Course, we reserve the right to cancel the booking.

4.2. ROLES

4.2.1. While we endeavour to offer most children a speaking or singing solo role, this is not always possible and bookings contain no guarantees to this effect.

4.3. MISSED SESSIONS

4.3.1. No refunds or Make-Up Sessions are available for Missed Sessions during an Holiday Course under any circumstances.

4.4. CHANGES & CANCELLATIONS

4.4.1. If you have booked an Holiday Course and you now wish to cancel:

a) If you inform us more than three weeks before the commencement of the Holiday Course, we will credit Your Account with 100% of the amount paid.

b) If you inform us between one and three weeks before the commencement of the Holiday Course, you will forfeit 50% of the amount paid. We will credit Your Account with the other 50%.

c) If you inform us less than one week before the commencement of the Holiday Course, you will forfeit the entire amount paid for the Holiday Course.

4.4.2. If you have booked a Holiday Course and, before it commences, you inform us you wish to change your booking from one Holiday Course to another in the same holiday period, subject to availability, the payment of any difference in cost and our complete discretion, you may do so without financial penalty.

5.0  Products

5.1. Spotlights sells and provides a range of products to support the learner to dance, act and sing.

6.0  Lesson Fees – General Terms

6.1. Spotlights currently offers clients two ways to pay:

6.1.1 Pay in Advance: booked in blocks of lessons in advance; and

6.1.2 Pay Monthly: rolling 30-day contract with the ability to cancel any time online with 30 days’ notice – this does not include any Force Majeure circumstances i.e. National Lockdown.

6.2. Different terms apply depending on which choice you make which are set out below.

6.3. Please note Pay Monthly may only be offered for certain courses.

6.4  You will be informed of the options available to you at the time of booking.

6.5  Once your booking is in place you will receive a confirmation email detailing what you have booked and providing you with links to relevant class information, our latest Terms & Conditions and access to your personal online account page where you can view your payment details at which point a contract will come into existence between you and Spotlights.

6.7  It is your responsibility to change the generic online account password issued by Spotlights for first access or when re-setting a forgotten password via your local office. This should be a confidential password, unique to you, which you should keep safe and secure.

6.8  Fees can only be paid online via the Spotlights booking system which can be accessed at www.spotlights.co.uk. Please note payment should not be made to teachers under any circumstances and your lessons may not be deemed paid if payment is made to teachers directly.

6.9. All fees and charges are itemised and available to view on your online account which can be accessed at: www.spotlights.co.uk

6.10. In the absence of prior written agreement to the contrary, payment of our charges is required on booking a course. Failure to make payment within 28 days of the Course starting date may result in the matter being referred to our debt collection agents whose charges will be added to your account and payable in addition to the Course Fees.

6.11. Course Fees are payable for the entire term whether your child attends every lesson or not. Please note that absence due to holidays / school trips / parties etc will not be refunded. For any class cancelled by Spotlights Theatre School due to bad weather or other reasons outside of Spotlights Theatre School control an alternative class will be offered on a best endeavours basis. An alternative class may be offered online. No refund will be offered for cancelled classes.

6.12. Once a course has commenced, no refund is permitted in the event of non-attendance

6.13. Any initial lesson with Spotlights is an Assessment Lesson where our Teachers will ensure the learner is in an appropriate class for them. Please be aware, any changes in class may result in a different day and time being offered.

7.0. Pay In Advance Lesson Fees and Payment

7.1. Lesson fees (Pay In Advance):

7.1.1. Fees for lessons may vary from venue to venue depending on local factors. For specific details please refer to your local Spotlights Booking Office or check on the Spotlights website at www.spotlights.co.uk

7.1.2. All course fees must be paid in full in advance of the start date of a course.

7.1.3. Payment can on be made via Debit / Credit Card only, online at www.spotlights.co.uk

7.1.4. Students may not be allowed to participate in any lessons until the fees are paid in full.

7.2. Payment of Fees: Any lessons paid for, but not taken within a period of 3 months will be deemed to have been taken at which time there will be no refund offered.

7.3. Pay In Advance Cancellation:

7.3.1. Unless Spotlights is otherwise notified in writing by email by you before the sixth (6th) week of the Course, a Student is automatically re-enrolled onto the Course for the following Term. Please note that a message left on an answer phone or voicemail is not considered as satisfactory notice. Please note that a conversation with a Spotlights teacher is not considered satisfactory notice.

7.3.2. If you do not notify Spotlights before the sixth (6th) week of the Course that you do not wish a Student to be re-enrolled onto the following Term of the Course, then you will remain liable for half of the full Term fees in respect of the next Term, regardless of attendance of the Student.

7.3.3. This period of notice also applies if you cancel your Student(s) place on a Course part way through a Term. A balance of half of the full Term fees plus a £25 administration fee will be retained in lieu of notice. Any balance remaining (after the cancellation terms have been met) will be refunded.  We will endeavour to process this within 15 working days

7.3.4  For security reasons, Credits can only be applied to the card used to make payment.

7.4. Pay In Advance – Automatic Rollover

7.4.1. As per 7.3.1 unless Spotlights is otherwise notified in writing by you before the sixth (6th) week of the Course, a Student is automatically re-enrolled onto the Course for the following Term. Pay In Advance payment is due for the next Term of Course fees before the start date of the Term. You will receive details of your next Pay In Advance request from us by email.

8.0. Pay Monthly Lesson Fees

8.1. Lesson Fees (Pay Monthly):

8.1.1. Spotlights offers a Pay Monthly option for customers that offers great value and convenience. Pay monthly customers benefit from:

  • worry free automatic reenrolment on the next course – your child’s place within the class is secure;
  • lower lesson cost with the added benefit of paying monthly;
  • easy to cancel online, anytime

8.1.2. This Pay Monthly option is offered with no minimum contract term. The notice period for cancellation is 30 days and you can cancel online, any time. This does not include any Force Majeure circumstances i.e. National Lockdown.

8.1.3. The Pay Monthly price is calculated based on a 36-week teaching year inclusive of holidays where teaching courses does not take place. In the event a course consists of a different number of weeks this will be reflected in the monthly amount you pay.

8.1.4  We will notify you of any changes to the monthly amount at least 30 days before it is due to change.

8.1.5. Students may not be allowed to participate in any Spotlights lessons if monthly payments have been missed

8.2  Pay Monthly – Payment of fees:

8.2.1. When booking your lesson our system will advise you of the monthly fee which is payable in advance.

8.2.2. Our policy is to hold one month as a deposit which will be returned to you, less any amounts due, upon cancellation. Please be aware we will not give credit for lessons within the 30-day notice period if you choose or are unable to attend.

8.2.3. The deposit is payable each time a contract is taken out with Spotlights, even if a Customer leaves or joins in quick succession. Your attention is drawn to the fact this would make cancellation and re-joining within 30 days result in no cash saving.

8.2.4. Payment can on be made via Debit/Credit Card only, online at www.spotlights.co.uk

8.2.5. If your account is in credit, the initial payment will be made up of the remainder of the current month and a full month in deposit. Your credit will then be used to offset your subsequent monthly payments.

8.3  Pay Monthly Cancellation:

8.3.1. You can cancel your Monthly Plan anytime, online via your account at www.spotlights.co.uk – please note all Pay Monthly plans are subject to 30 days notice.

8.3.2. The system will allow you to choose the date of your last lesson and advise you of any charges you are due to pay or credits you are due to receive including the deposit.

8.3.3. Any credits on your final balance including any additional credits that accrue during the 30 day cancellation period, can be repaid to you after your last lesson with Spotlights.

8.3.4. To request repayment of any amounts due please Contact your local Spotlights office via www.spotlights.co.uk/contact where we will endeavour to process this within 15 working days.

8.3.5. For security reasons, Credits can only be applied to the card used to make payment.

9.0. General Terms

9.1.1. By agreeing to these terms and conditions, and under the Continuous Payment Authority, you authorise us to automatically charge the card on file for any unpaid lesson fees, without the need for manual intervention by the customer.

9.1.2  Adverse Weather Conditions

Unfortunately, in this country, we are often on the receiving end of some really bad weather. Heavy rain, gale force winds, snow, ice, etc! This can sometimes result in a school or class venue being closed because the venue’s staff can’t get to work. If this happens, we will let you know with as much notice as possible. If possible, a catch-up lesson will be offered. Where this is not possible a credit will be applied to your account. But if the venue is open, our lessons will go ahead. Where a lesson does go ahead and you don’t attend we won’t credit any missed lessons.

9.1.3. Student Medical Details/Additional Support Needs (ASN)

9.1.3.1.  At Spotlights, student Medical Details and Additional Support Needs (ASN) information are essential for the safe running of our classes and for reference in emergency situations.  Parents and carers of students under 18, are reminded that it is their responsibility to supply up to date, relevant Medical Details and/or ASN information at least every 12 months and when there are any changes to a student’s medical condition and/or ASN. If the zstudent is under 18 years of age their parent or guardian should provide these details on their behalf.

9.1.3.2.  Medical/ASN details can be updated at any time via your online account at www.spotlights.co.uk. You will also be prompted to complete the medical information when logging in if medical details are:

(a) not present;

(b) incomplete; and/or

(c) have not been updated in the last 12 months

9.1.4.  Please note that you will not be able to access the rest of your account until medical details have been updated where required.

9.1.5.  Spotlights will not be liable in any way should details have been completed inaccurately or incompletely.

9.1.6.  Spotlights keeps all such records entirely secure and only accessible by specified individuals within the organisation.

9.1.7.  All information obtained will be kept in accordance with all relevant data protection laws as are in force and in place from time to time, as well as in accordance with Spotlights’s Privacy Policy, copies of which are available on Spotlight’s website at www.spotlights.co.uk

9.1.8.  Students participate at their own risk and are obliged to inform Spotlights and its staff of any existing injuries or medical condition. All application forms must have any known medical conditions stated and any changes to such information must be notified to Spotlights immediately in writing.

9.1.9.  If you are unsure whether a Student should participate in any activity please consult the Student’s GP before enrolling the Student on a Spotlights Activity.

9.1.9.1.  Any medication left on the school premises must be clearly labelled and the Student should, unless Spotlights has agreed in writing otherwise, be able to administer it themselves.

9.2.  Students must wear suitable footwear and clothing at all times, including Spotlights uniform for all Courses. Spotlights uniform consists of a Spotlights branded t-shirt and sweatshirt (available to order via the Spotlights online shop). Plain black bottoms (supplied by you). Suitable footwear consists of black jazz shoes (available to order via the Spotlights online shop) or jazz sneakers (supplied by you).

9.3.  If a Student is unwell or has an accident requiring emergency treatment, the Parent will be contacted via the emergency contact details provided below or on the enrolment form. This number must always be contactable whilst the Student is attending the Spotlights Activity.

9.3.1.  Parents are solely responsible for ensuring that the emergency contact details on Spotlights records are up to date.

9.3.2.  First Aid. Any medical information provided is only used for the purpose of ensuring that appropriate arrangements are made to enable a child to participate in classes without danger to their health and in the event of a medical emergency, to be provided to the emergency services. In the event of an accident we may need to administer first aid to your child. If you do not wish for your child to receive first aid treatment from us, please let us know in writing.

9.4.  All online activities are recorded and held for a period of four weeks for safeguarding and quality review purposes.

9.5. Valuables: Spotlights will not accept liability for the loss of or damage to any personal effects brought by a student to any session and you are therefore requested to ensure that no valuable items are brought to the lessons.

9.5.1.  Mobile phones: If your child brings a phone to class this must be switched off during school hours. Spotlights Theatre School cannot be held responsible for any lost or damaged phones.

9.6. Attendance:

9.6.1. Students must be collected from Spotlights no more than 5 minutes after the lesson has ended.  No child will be released until they are collected by an appointed responsible adult.

9.1.2.  The responsible adult must be contactable for the duration of the lesson.

9.7.  Teachers

9.7.1.  Spotlights, only work with Performing Arts Teachers who are fully qualified and have current Enhanced DBS Disclosure from England and Wales, Disclosure Scotland and Access Northern Ireland.

9.7.2.  Spotlights will endeavour to provide consistency with teachers on a week to week basis.

9.7.3.  The suitability and subsequent appointment of a teacher shall be at the absolute discretion of Spotlights at all times.

9.7.4.  Should a teacher start to teach a course but fail to complete the full course of lessons, which have been paid for, this will not constitute grounds for full or part refund of fees as long as Spotlights find a suitable replacement teacher to teach the remainder of the course.  Should Spotlights not be able to find a suitable replacement teacher, a credit will be offered towards the cost of a future course once a suitable teacher has been found.

9.7.5.  If you have any concerns as to the conduct or suitability of a Spotlights teacher, please contact the Spotlights office who will discuss the matter with you and attempt to address any concerns you may have.

9.8.  Behaviour

9.8.1.  All those attending a Spotlights class or lesson, including the responsible adults and those attending with the responsible adult, must obey all instructions and commands issued by Spotlights, the instructor and any school staff.

9.8.2.  In the event of a student, parent, guardian, sibling or other associate refusing to obey an instruction from a member of staff, or behaving in an unruly manner towards a member of staff, or any other person or causing damage to school premises, or any of the furniture fixtures or equipment in those premises the student shall not be permitted to continue with the lessons.

9.8.3.  In such circumstances Spotlights Theatre School Limited shall then have the right to terminate the contract and the student shall not be accepted for any future course organised by Spotlights Theatre School Limited anywhere.  Spotlights shall refund any charges paid for courses not taken following termination.

9.8.4.  Anti-Bullying Policy

Spotlights has zero tolerance for any form of bullying. Any child demonstrating acts of bullying, harassment, and other forms of aggression and violence may be permanently excluded from Spotlights classes without notice. In such circumstances Spotlights Theatre School Limited shall then have the right to terminate the contract and the student shall not be accepted for any future course organised by Spotlights Theatre School Limited anywhere.  Spotlights shall refund any charges paid for courses not taken following termination.

9.9.  Condition of school and venue premises

9.9.1. Whilst Spotlights will make all reasonable efforts to ensure that the condition of the school / venue premises including the changing rooms, washing facilities are in suitable condition, we do not accept liability for any injury to a student which may be caused by any defect that Spotlights has no reasonable control over.

9.9.2.  If you have any concerns or comments regarding the condition of the premises, please let the instructor know and we will do our best to deal with it in a timely manner.

9.10. Transmission of infections: Any student known to be or found to be suffering from any infectious ailment or condition will not be allowed to participate in the lesson and it is the responsibility of the parent or guardian of the student to ensure that the student is fit and well enough to participate.  Spotlights will not accept liability for any infection passed to a student by another student on the course.

9.11. Our responsibility for losses or damages suffered by you

9.11.1  If we fail to comply with these terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breaking this contract or our failing to use reasonable care and skill, but we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if either it is obvious that it will happen or if, at the time the contract was made, both we and you knew it might happen, for example, if you discussed it with us during the sales process.

9.11.2. We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors; for fraud or fraudulent misrepresentation; for breach of your legal rights in relation to our services.

9.12. Client safety rules

9.12.2. No student should enter the school or venue without a member of Spotlights staff being already present.

9.12.3. The member who registers a student with Spotlights must bring the child to the lesson, unless you have advised us of an appropriate adult to collect the student on your behalf.

9.13. Disclaimer

By attending a course you do so fully in the knowledge that whilst Spotlights will do all that it can to ensure the safety of those it is providing lessons to, accidents can happen.  By attending a Spotlights course you are accepting this inherent risk and acknowledge that none of Spotlights, nor any of the venue owners shall be liable for any death, personal injury or illness not caused by its or their negligence.  Nothing in this disclaimer shall limit or exclude Spotlights’s liability for death or personal injury where such death or personal injury is caused by Spotlights’s negligence.

9.14. Spotlights may, at its own discretion, refuse a Student entry to a Spotlights Activity or session of a Spotlights Activity if it is felt that the Student’s behaviour is unacceptable

9.15. Spotlights reserves the right to make changes to the timetable, the teaching staff,  the advertised programme or the programme delivery mechanism (for clarity this may mean that we switch to online classes) in the event of illness or other circumstances beyond our control.

9.16. Where a session of a Spotlights Activity has to be cancelled by Spotlights, Principals will give as much notice as possible. In the event of a last minute session cancellation, you will be notified by email, text message, a call to your mobile phone or through a designated Spotlights social media site. Parents must ensure that they provide their Principal with up-to-date contact details.

In the event of a Spotlights Activity being cancelled, Spotlights will provide substitute lessons where possible either at an alternative time, venue or online.  If no alternative can be offered, Spotlights will provide refunds for lessons that are unable to be fulfilled.

9.17. It is occasionally necessary to change the time and/or venue of a Spotlights Activity session. This will only be done if absolutely necessary and Spotlights will do its best to keep class times, programme delivery mechanisms and/or locations as similar as possible but unfortunately this cannot always be guaranteed.

9.18. In the event that a Student is unable to attend a Spotlights Activity session, due to sickness, holiday or a decision by the Parent or Student not to attend, Spotlights regrets that it is unable to refund any payment.

9.19. All Students must be collected on time after a session. Spotlights is unable to supervise Students after a session and consistent late collection will result in additional charges.

9.20. Spotlights Activity fees are reviewed annually and may be increased each year.

9.21. These Terms & Conditions constitute the entire agreement between the parties which supersedes and extinguishes all previous agreements, promises, assurances, warranties, representations and understandings between them, whether written or oral, relating to its subject matter.

9.22. In the event that one or more of the provisions of the Agreement are found to be unlawful or otherwise unenforceable, those provisions shall be deemed severed from the remainder of the Agreement.

9.23. The Agreement shall be governed by, and construed in accordance with, the laws of England and Wales and any dispute, proceedings or claim shall fall within the jurisdiction of the English courts.