TERMS AND CONDITIONS | The Hutch Studio

Effective date: 1st January 2027

Welcome to The Hutch Studio! We are delighted to welcome your child to our performing arts community. Our aim is to provide a safe, inclusive and enjoyable environment where children and young people can develop their confidence, creativity, performance skills and teamwork.

These Terms and Conditions explain the arrangements for attending our evening and weekend classes. By registering your child, you agree to the following terms on their behalf.

1. Enrolment and Registration

1.1. All students must be registered by a parent or legal guardian before attending classes.

1.2. Parents and guardians must provide accurate and up-to-date contact details, emergency contact information and any relevant medical, allergy, additional needs or accessibility information.

1.3. Parents and guardians are responsible for informing the school of any changes to their child's circumstances that may affect their safety, wellbeing or participation in classes.

1.4. Places are subject to availability. Registration does not guarantee a place until confirmation has been provided by the school and any applicable registration fee has been paid.

1.5. Parents and guardians must notify the school of any relevant changes to the authorised collection arrangements for their child.

1.6 All parents and guardians must download the Class Manager App to receive updates and communications. A link to download the app will be provided during the registration process.

1.7 No auditions are required for initial entry into standard classes; all skill levels and abilities are accepted. Pupils can join year-round if spaces are available in their respective age group.

1.8 Open to children and young people aged 5 to 18 years old.

1.9 Weekly class observation for parents is not offered.

2. Classes and Timetables

2.1. Classes will take place on the evenings and weekends specified in the published timetable.

2.2. Class times, venues, tutors and activities may occasionally change due to operational requirements. We will provide reasonable notice of any significant changes wherever possible.

2.3. The school reserves the right to combine, rearrange or cancel classes where necessary, including where minimum enrolment numbers are not met or a tutor is unavailable.

2.4. We will communicate any material changes to parents or guardians using our usual communication channels.

3. Fees and Payments

3.1. Class fees, registration fees and any additional charges will be communicated before enrolment.

3.2. Fees must be paid in accordance with the payment schedule provided at registration.

3.3. Where fees are payable monthly or by term, parents and guardians remain responsible for making payments by the stated due dates, subject to any cancellation rights or other rights provided by law.

3.4. Fees cover the classes specified in the relevant enrolment arrangement. Additional costs, such as costumes, scripts, tickets, workshops, examinations or external performance opportunities, will be communicated separately where applicable.

3.5. If a payment is overdue, the school will contact the parent or guardian to discuss the outstanding balance. Any suspension of attendance or other action will be handled reasonably and in accordance with applicable law and the agreed payment terms.

3.6. We will not charge additional fees without informing parents or guardians of the relevant cost in advance.

3.7 Direct any payment difficulties or financial queries to Seanna: hello@thehutchstudio.co.uk

4. Absences and Missed Classes

4.1. Parents and guardians should notify the school as soon as reasonably possible if their child is unable to attend a class.

4.2. Fees will not normally be refunded or reduced for classes missed due to illness, holidays, personal commitments or other student absences, except where required by law or agreed by the school.

4.3. Missed classes cannot normally be transferred to another session or made up at a later date unless the school expressly agrees.

4.4. Where the school cancels a class, we will communicate the arrangements for a replacement class, credit or refund, as appropriate to the circumstances and applicable law.

5. Cancellations and Withdrawal

5.1. Parents and guardians wishing to withdraw their child must provide written notice by email to hello@thehutchstudio.co.uk.

5.2 Enrolment will roll from term to term unless we are otherwise notified by the parent / guardian.

5.3. The required notice period is four weeks. Any fees payable during the notice period will be explained at enrolment.

5.4. Registration fees, deposits and advance payments will be treated in accordance with the cancellation policy provided at the time of booking and any applicable statutory rights.

5.5. Where a booking is made online, by telephone or away from the school's premises, statutory cancellation rights may apply. Nothing in these Terms and Conditions is intended to remove or restrict those rights.

5.6. The school reserves the right to cancel a class, course or programme. Where this happens, parents and guardians will be informed and any refund, credit or alternative arrangement will be dealt with fairly and in accordance with applicable law.

6. Student Behaviour and Expectations

6.1. All students are expected to treat fellow students, tutors, staff, visitors and school property with respect.

6.2. Students should arrive on time, participate appropriately and follow reasonable instructions given by tutors and staff.

6.3. Bullying, harassment, discrimination, intimidation, aggressive behaviour and deliberate damage to property will not be tolerated.

6.4. Parents and guardians are expected to support the school's behaviour expectations and communicate respectfully with staff.

6.5. Where behaviour causes concern, the school will aim to work with the student and their parent or guardian to resolve the issue. Serious or persistent concerns may result in a behaviour plan, temporary suspension or termination of enrolment, following appropriate consideration of the circumstances.

6.6. Any disciplinary action will be proportionate, take account of the child's age and individual needs, and be consistent with the school's safeguarding responsibilities and applicable law.

7. Safeguarding and Child Protection

7.1. The safety and welfare of children and young people is a priority for The Hutch Studio.

7.2. The school will maintain appropriate safeguarding procedures and expects staff and tutors to follow the school's child protection and professional conduct policies.

7.3. Parents and guardians must provide accurate emergency contact details and relevant information needed to help protect their child's welfare.

7.4. Any safeguarding concern will be handled in accordance with the school's safeguarding procedures and relevant legal requirements. Information may be shared with appropriate authorities or safeguarding professionals where necessary to protect a child or another person.

7.5. Parents and guardians should raise safeguarding concerns with the Designated Safeguarding Lead: Seanna Hutchinson (07933582874)

7.6. Students must not leave the premises during a class without the school's agreed permission and appropriate arrangements for their age and circumstances.

7.7. These Terms and Conditions should be read alongside the school's separate Safeguarding and Child Protection Policy.

8. Drop-Off, Collection and Supervision

8.1. Parents and guardians are responsible for ensuring that their child arrives and is collected in accordance with the school's published arrangements.

8.2. Children must be collected by the end of their scheduled class unless a different arrangement has been agreed in advance.

8.3. Only parents, guardians or individuals authorised by the parent or guardian may collect a child, subject to any safeguarding concerns or legal restrictions.

8.4. Parents and guardians must inform the school in advance if another person will collect their child. The school may request identification where appropriate.

8.5. Permission for a child to leave independently must be given in writing by their parent or legal guardian and accepted by the school. The school may set age-appropriate conditions or decline the arrangement where necessary for safety.

8.6. Parents and guardians should contact the school promptly if they are delayed collecting their child. Any late-collection arrangements or charges will be communicated in advance.

8.7. The school's supervision responsibilities apply during the agreed class and supervision periods. Parents and guardians remain responsible for their child outside those periods, subject to the school's legal duties and any specific arrangements agreed.

9. Health, Medical Needs and Emergencies

9.1. Parents and guardians must inform the school of relevant medical conditions, allergies, injuries, medication requirements or additional needs that may affect safe participation.

9.2. The school will consider reasonable adjustments and discuss appropriate arrangements with families where a child requires additional support.

9.3. Staff will respond to illness, accidents and emergencies in accordance with school procedures. Emergency services may be contacted where reasonably necessary.

9.4. Parents or guardians will be contacted as soon as reasonably practicable following a significant incident involving their child.

9.5. Any arrangements for administering medication must be agreed in advance and documented where appropriate.

9.6. Students should not attend classes where they are too unwell to participate safely or where doing so would create an unreasonable risk to others.

10. Performances, Rehearsals and Events

10.1. The school may offer performances, showcases, competitions, workshops, examinations or other special events during the year.

10.2. Participation in performances and additional events may be optional unless clearly stated as part of a particular course before enrolment.

10.3. Additional rehearsals may take place outside regular evening or weekend class times. Dates, attendance expectations and any additional fees will be communicated in advance.

10.4. Parents and guardians are responsible for checking event schedules and arranging transport to and from venues.

10.5. Costume, ticket, venue, examination and other event-related costs will be communicated before any commitment is required.

10.6. The school cannot guarantee that every student will receive a particular role or participate in every performance. Casting and role allocation will be based on relevant artistic, educational and practical considerations, with appropriate regard to fairness and inclusion.

10.7. Any rules concerning filming, photography, backstage access and audience conduct at performances must be followed.

11. Clothing, Personal Belongings and Equipment

11.1. Students should wear suitable, comfortable clothing and footwear appropriate for movement, dance, drama and the activities planned.

11.2. Specific clothing or equipment requirements will be communicated by the school where necessary.

11.3. Parents and guardians should ensure that personal belongings are clearly labelled.

11.4. Students should not bring valuables or unnecessary personal items to classes. The school will take reasonable care of its premises and equipment but cannot guarantee the security of personal belongings.

11.5. Any damage caused deliberately or through unreasonable behaviour will be considered on an individual basis. Any request for payment will be fair, reasonable and consistent with applicable law.

12. Photography, Video and Publicity

12.1. The school may take photographs or recordings for educational purposes, performance records, internal communications or promotional activities.

12.2. Consent for identifiable photographs, videos or other publicity featuring a child will be obtained separately from the parent or legal guardian where required. Consent for optional publicity will not be a condition of enrolment.

12.3. Parents and guardians will be informed about the purposes for which images may be used, the relevant platforms and how consent can be withdrawn.

12.4. Parents, guardians and students must respect the privacy of other children. Photography or recording during classes, rehearsals or performances must follow the school's rules and any venue restrictions.

12.5. The school will handle photographs and recordings in accordance with its Privacy Notice, safeguarding procedures and applicable data protection law.

13. Personal Information and Data Protection

13.1. The school collects and uses personal information for purposes such as registration, class administration, payment processing, emergency contact, safeguarding and communication with families.

13.2. Personal information will be handled in accordance with applicable data protection law and the school's Privacy Notice.

13.3. Information will only be shared where appropriate and lawful, including with service providers or relevant authorities where necessary.

13.4. Parents and guardians may contact hello@thehutchstudio.co.uk to ask questions about personal information or exercise applicable data protection rights.

13.5. The school's Privacy Notice explains what information is collected, how long it is retained, the lawful bases for processing and the rights available to individuals.

14. Inclusion and Equal Opportunities

14.1. The school aims to create a welcoming environment where all students are treated fairly and with dignity.

14.2. Discrimination, bullying or harassment on unlawful grounds will not be tolerated.

14.3. Parents and guardians are encouraged to discuss any accessibility requirements, additional learning needs or other support that may help their child participate fully.

14.4. The school will consider reasonable adjustments and practical support in accordance with its responsibilities and applicable law.

15. Premises, Safety and Insurance

15.1. Students must follow reasonable safety instructions and comply with venue rules.

15.2. Parents and guardians must ensure that emergency contact details remain current.

15.3. The school will maintain appropriate risk-management procedures and insurance arrangements for its activities, as applicable.

15.4. The school will take reasonable steps to provide a safe learning environment but cannot guarantee that ordinary physical activities are entirely free from risk.

15.5. Nothing in these Terms and Conditions excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence where applicable, or any other non-excludable statutory rights.

16. Complaints and Feedback

16.1. We welcome feedback and encourage parents and guardians to raise concerns promptly.

16.2. Initial concerns should be directed to Seanna Hutchinson at hello@thehutchstudio.co.uk.

16.3. Safeguarding concerns will be handled through the appropriate safeguarding procedures and will not need to wait for the ordinary complaints process.

17. Changes to These Terms

17.1. The school may update these Terms and Conditions where necessary to reflect changes in its activities, procedures or legal obligations.

17.2. Parents and guardians will be informed of material changes and when they take effect.

17.3. Where a change materially affects an existing booking or payment arrangement, the school will explain the change and any options available to the parent or guardian.

18. Governing Law

18.1. These Terms and Conditions are governed by the laws applicable in Northern Ireland, subject to any mandatory legal protections that apply to the parent or guardian.

18.2. Nothing in these Terms and Conditions affects any rights that parents, guardians or students have under applicable law.

19. Parent or Guardian Agreement

By completing registration for a child at The Hutch Studios, I confirm that:

I have read and understood these Terms and Conditions.
The information I have provided is accurate to the best of my knowledge.
I will notify the school of relevant changes to my child's medical, emergency contact or collection information.
I understand the school's class arrangements, enrolment policy, payment terms and withdrawal policy.
I agree to support the school's behaviour expectations, safeguarding arrangements and reasonable safety instructions.
I understand that photography and publicity permissions, where applicable, are dealt with separately.