Terms & Conditions
Elancé Rhythmic Gymnastics Academy - Terms and Conditions
Welcome to Elancé Rhythmic Gymnastics Academy! We are committed to providing a safe, supportive, and enriching environment for all our gymnasts. Please review the following terms and conditions which are integral to maintaining our high standards and ensuring a positive experience for everyone involved.
1. General Conduct and Safety
2. Attendance and Punctuality
3. Health and Personal Care
4. Dress Code and Personal Belongings
5. Studio Policies
6. Participation in Activities
7. Communication and External Relations
9. Compliance with Rules
10. Equipment Care and Responsibility
11. Fee Structure and Payment Terms
12. Refund Policy
13. Photography and Video Consent
Welcome to Elancé Rhythmic Gymnastics Academy! We are committed to providing a safe, supportive, and enriching environment for all our gymnasts. Please review the following terms and conditions which are integral to maintaining our high standards and ensuring a positive experience for everyone involved.
1. General Conduct and Safety
1.1. Safety First: The safety and enjoyment of gymnasts are our top priorities. All activities are conducted with the utmost care for each gymnast's well-being.
1.2. Respectful Behavior: Gymnasts are expected to show respect to coaches, staff, and fellow gymnasts at all times. Disruptive behavior may result in the gymnast being asked to sit out and parents being notified.
1.2. Respectful Behavior: Gymnasts are expected to show respect to coaches, staff, and fellow gymnasts at all times. Disruptive behavior may result in the gymnast being asked to sit out and parents being notified.
2. Attendance and Punctuality
2.1. Regular Attendance: Consistent attendance is crucial for progress. Please inform the coach in advance of any absences.
2.2. Punctuality: Gymnasts should arrive and be picked up no more than 5 minutes before or after their scheduled class times.
2.2. Punctuality: Gymnasts should arrive and be picked up no more than 5 minutes before or after their scheduled class times.
3. Health and Personal Care
3.1. Medical Information: It is vital to provide accurate health information, including allergies and medications on the Registration Form. Additional medication can be entrusted to the coach.
3.2. Self-Care Responsibility: Senior gymnasts are responsible for their own basic first aid needs, such as strapping and pain relief.
3.2. Self-Care Responsibility: Senior gymnasts are responsible for their own basic first aid needs, such as strapping and pain relief.
4. Dress Code and Personal Belongings
4.1. Appropriate Attire: No jewelry or watches are to be worn during classes, except for stud earrings. This is for the safety of all participants.
4.2. Gym Bag: Gymnasts must bring a gym bag for personal items and warm clothes, to be stored in designated areas.
4.2. Gym Bag: Gymnasts must bring a gym bag for personal items and warm clothes, to be stored in designated areas.
5. Studio Policies
5.1. Studio Access: Access to the studio is limited to scheduled class times.
5.2. Food and Drink: Only sealable water bottles are permitted in the studio. No other food or drinks are allowed.
5.2. Food and Drink: Only sealable water bottles are permitted in the studio. No other food or drinks are allowed.
6. Participation in Activities
6.1. Evaluations and Competitions: Participation in evaluations and competitions is subject to attendance records and at the coach’s discretion.
6.2. Competition Fees: Competition entry fees, federation registration fees, travel costs and other competition-related expenses should be clearly distinguished from regular tuition fees.
6.3. Club Attire: An Elancé leotard and official tracksuit is compulsory at competitions and parents are responsible for purchasing it in advance.
6.4. Temporary Absence or Injury: A gymnast may be unable to train because of illness, injury or another personal circumstance. Fees remain payable and exceptions may only apply in accordance with academy's policies.
6.5. Spectator Guidelines: Spectators are not permitted during training sessions, except during designated viewing times, such as the last week of each quarter.
6.2. Competition Fees: Competition entry fees, federation registration fees, travel costs and other competition-related expenses should be clearly distinguished from regular tuition fees.
6.3. Club Attire: An Elancé leotard and official tracksuit is compulsory at competitions and parents are responsible for purchasing it in advance.
6.4. Temporary Absence or Injury: A gymnast may be unable to train because of illness, injury or another personal circumstance. Fees remain payable and exceptions may only apply in accordance with academy's policies.
6.5. Spectator Guidelines: Spectators are not permitted during training sessions, except during designated viewing times, such as the last week of each quarter.
7. Communication and External Relations
7.1. Emails only: For accurate record-keeping and to ensure all information related to Elancé is properly documented, we request that all communications be conducted via email. This ensures clarity and consistency in our interactions.
7.2. In-Person Communication: We kindly ask that you refrain from in-person inquiries before or after classes. Our schedule is tightly arranged with back-to-back classes, limiting the availability of our staff for immediate discussions. This policy helps us maintain a focused and timely class environment.
7.3. Parental Communication Protocol: To maintain a streamlined and official communication process, any correspondence with external organizations, such as the SAGF or Gauteng North, should be routed through the academy's official channels. This helps in coordinating responses and maintaining a unified communication front.
8. Financial Policies7.2. In-Person Communication: We kindly ask that you refrain from in-person inquiries before or after classes. Our schedule is tightly arranged with back-to-back classes, limiting the availability of our staff for immediate discussions. This policy helps us maintain a focused and timely class environment.
7.3. Parental Communication Protocol: To maintain a streamlined and official communication process, any correspondence with external organizations, such as the SAGF or Gauteng North, should be routed through the academy's official channels. This helps in coordinating responses and maintaining a unified communication front.
8.1. Workshop Fees: Additional fees for workshops hosted by the academy or conducted by external instructors are separate from regular tuition and must be paid as instructed before attendance.
8.2. Competition Participation: Registration with the academy does not automatically include competition entry fees or guarantee participation in competitions. Participation is subject to eligibility requirements, selection criteria, and applicable competition regulations. Wearing official Elancé Academy attire is compulsory for all gymnasts participating in competitions.
8.2. Competition Participation: Registration with the academy does not automatically include competition entry fees or guarantee participation in competitions. Participation is subject to eligibility requirements, selection criteria, and applicable competition regulations. Wearing official Elancé Academy attire is compulsory for all gymnasts participating in competitions.
8.3. Display Participation: Appropriate attire must be purchased to participate in year-end displays. Display attire will only be issued once the required payment has been received.
8.4. Apparatus Requirements: Each level requires specific apparatus. Additional apparatus may be required for participation in competitions or displays.
8.4. Apparatus Requirements: Each level requires specific apparatus. Additional apparatus may be required for participation in competitions or displays.
9. Compliance with Rules
9.1. Adherence to Rules: All gymnasts and their parents or guardians are expected to comply with the rules, policies, and regulations established by the academy and its affiliated organisations.
10. Equipment Care and Responsibility
10.1. Personal: Gymnasts are responsible for the care and maintenance of their personal equipment, including apparatus and mats. The academy provides guidelines on proper handling to ensure longevity and safety.
10.2. Academy-provided equipment: Must be used with care and returned in the condition it was issued. Damages or losses may incur replacement fees.
10.2. Academy-provided equipment: Must be used with care and returned in the condition it was issued. Damages or losses may incur replacement fees.
11. Fee Structure and Payment Terms
11.1. Quarterly payments: Fees are payable upfront for the full term.
11.2. Deadlines: Invoices are sent out towards the end of the previous term and should be settled upfront before the new term commences. Payment deadlines are strictly enforced. Late payments may attract a penalty fee of R150 with each reminder sent and suspension from class on the 15th of the term.
11.3. Withdrawal Notice: Parents are requested to provide written notice of their intention to withdraw a gymnast at the beginning of the term preceding intended withdrawal. This allows the academy sufficient time to plan class allocations, groupings and preparation for club testings and displays and registration for the following term. All cancellations remain subject to applicable consumer-protection legislation.
11.4. Annual Registration Fee: An annual registration fee is payable for each gymnast and is separate from tuition fees. The fees covers registration with the GSA (Gymnastics South Africa) and administration costs and administration costs.
11.2. Deadlines: Invoices are sent out towards the end of the previous term and should be settled upfront before the new term commences. Payment deadlines are strictly enforced. Late payments may attract a penalty fee of R150 with each reminder sent and suspension from class on the 15th of the term.
11.3. Withdrawal Notice: Parents are requested to provide written notice of their intention to withdraw a gymnast at the beginning of the term preceding intended withdrawal. This allows the academy sufficient time to plan class allocations, groupings and preparation for club testings and displays and registration for the following term. All cancellations remain subject to applicable consumer-protection legislation.
11.4. Annual Registration Fee: An annual registration fee is payable for each gymnast and is separate from tuition fees. The fees covers registration with the GSA (Gymnastics South Africa) and administration costs and administration costs.
12. Refund Policy
12.1. Withdrawal from Classes: All withdrawal requests must be submitted in writing to the academy through its official communication channels. The applicable notice period and any fees payable during that period will be determined in accordance with the academy's withdrawal policy and applicable consumer-protection legislation.
12.2. Term Fees: Term fees are payable upfront and cover the gymnast's enrolment in the programme for the full term. Absence from classes does not automatically qualify for refunds, credits or fee reductions. Refund requests will be assessed individually, taking into account the circumstances, services already provided, applicable notice periods, and relevant legal requirements. Any refund due will be processed in accordance with applicable legislation and the academy's policies.
12.3. Early Cancellation: Where a parent cancels enrolment before the end of a paid term, any outstanding amounts, applicable cancellation charges and potential refunds will be determined in accordance with the Consumer protection Act and applicable regulations.
12.4. Exceptional Circumstances: Requests for consideration due to circumstances such as prolonged illness, injury or relocation may be assessed individually, subject to applicable legislation.
12.5. Academy Closures: Should the academy cancel classes, any arrangements for replacement classes, credits, or refunds will be communicated to parents and handled in accordance with applicable legislation.
12.2. Term Fees: Term fees are payable upfront and cover the gymnast's enrolment in the programme for the full term. Absence from classes does not automatically qualify for refunds, credits or fee reductions. Refund requests will be assessed individually, taking into account the circumstances, services already provided, applicable notice periods, and relevant legal requirements. Any refund due will be processed in accordance with applicable legislation and the academy's policies.
12.3. Early Cancellation: Where a parent cancels enrolment before the end of a paid term, any outstanding amounts, applicable cancellation charges and potential refunds will be determined in accordance with the Consumer protection Act and applicable regulations.
12.4. Exceptional Circumstances: Requests for consideration due to circumstances such as prolonged illness, injury or relocation may be assessed individually, subject to applicable legislation.
12.5. Academy Closures: Should the academy cancel classes, any arrangements for replacement classes, credits, or refunds will be communicated to parents and handled in accordance with applicable legislation.
13. Photography and Video Consent
13.1. Elancé instructors may from time to time need to take images and/or recordings for reference, marketing or progress tracking purposes. By signing this Indemnity Agreement, the Responsible Party agrees and acknowledges that the Elancé instructors may photograph, film, or record the Student during Elancé classes and indemnify Elancé, its directors and its representatives in respect of any liability, loss or damages that may result from the use of images, videos and/or recordings. We respect our gymnasts' privacy. You have the option to opt-out or withdraw this consent at any time through written notice to the academy.
14. Indemnity Agreement in respect of Elancé Rhythmic Gymnastics Academy Proprietary Limited ("Elancé")14.1. Acknowledgement of risks: By signing this Indemnity Agreement, the Responsible Party acknowledges and agrees that the Student may from time to time experience bruising, muscle soreness and fatique as a result of the training techniques and use of equipment during Elancé classes.
14.2. Indemnity: The Responsible Party and Student hereby indemnifies and holds Elancé, its directors and its representatives harmless in respect of any liability, claims, damages, loss, costs and expenses that the Responsible Party and/or Student may incur, pay or suffer in connection with the Elancé classes or activities.
14.3. Limitation of Liability: To the maximum extent, permitted by law, Elancé, its directors and its representatives shall not be liable for any direct or indirect, incidental, special or consequential damages which will include but not limited to the loss of profits, loss of date, loss of use or loss of any other nature whatsoever arising out of or in connection with the use of Elancé services, facilities, equipment or participation in Elancé classes.
14.2. Indemnity: The Responsible Party and Student hereby indemnifies and holds Elancé, its directors and its representatives harmless in respect of any liability, claims, damages, loss, costs and expenses that the Responsible Party and/or Student may incur, pay or suffer in connection with the Elancé classes or activities.
14.3. Limitation of Liability: To the maximum extent, permitted by law, Elancé, its directors and its representatives shall not be liable for any direct or indirect, incidental, special or consequential damages which will include but not limited to the loss of profits, loss of date, loss of use or loss of any other nature whatsoever arising out of or in connection with the use of Elancé services, facilities, equipment or participation in Elancé classes.
15. Protection of Personal Information
15.1. The Responsible Party agrees to the processing of personal information of the Responsible Party and the Student by Elancé in accordance with the applicable laws such as the Protection of Personal Information Act (No. 4 of 2013) ("POPIA").
15.2. Elancé undertakes to and in favour of the Responsible Party that Elancé shall use the personal information of the Responsible Party and the Student for no reasons other than lawfully required of Elancé.
15.2. Elancé undertakes to and in favour of the Responsible Party that Elancé shall use the personal information of the Responsible Party and the Student for no reasons other than lawfully required of Elancé.
16. Gymnast & Parent Concerns / Conflict Resolution Procedure
Elancé Rhythmic Gymnastics Academy is committed to providing a positive, respectful and supportive environment in which every gymnast feels valued and safe.
16.1. Raising a Concern
Any concern regarding the behaviour, wellbeing or interactions of gymnasts should be brought directly to the Head Coach.
Parents are requested not to approach, question or confront another gymnast regarding an incident involving their own child.
Parents should also refrain from attempting to resolve disputes involving gymnasts directly with another parent unless specifically facilitated or recommended by the Academy.
Parents should also refrain from attempting to resolve disputes involving gymnasts directly with another parent unless specifically facilitated or recommended by the Academy.
16.2. Information Required
When raising a concern, parents should provide as much factual information as reasonably possible, including:
• What allegedly occurred
• When and where it occurred
• Whether it was an isolated incident or has happened repeatedly
• Anyone who may have witnessed the incident
• Any relevant messages or other information available
Concerns will be taken seriously; however, an allegation will not automatically be regarded as an established fact.
• What allegedly occurred
• When and where it occurred
• Whether it was an isolated incident or has happened repeatedly
• Anyone who may have witnessed the incident
• Any relevant messages or other information available
Concerns will be taken seriously; however, an allegation will not automatically be regarded as an established fact.
16.3. Confidentiality and Discretion
Concerns will be handled as sensitively and discreetly as reasonably possible.
Parents may request that their child’s identity be protected. However, complete confidentiality cannot always be guaranteed where further enquiries are necessary to understand or appropriately address a concern.
The Academy will avoid identifying the reporting gymnast or family unnecessarily.
Where a parent requests that no further enquiries be made, the Academy may record the concern and monitor the situation. However, this may limit the Academy’s ability to investigate the allegation or take action.
Parents may request that their child’s identity be protected. However, complete confidentiality cannot always be guaranteed where further enquiries are necessary to understand or appropriately address a concern.
The Academy will avoid identifying the reporting gymnast or family unnecessarily.
Where a parent requests that no further enquiries be made, the Academy may record the concern and monitor the situation. However, this may limit the Academy’s ability to investigate the allegation or take action.
16.4. Establishing What Happened
Where appropriate, the Head Coach may:
• Monitor interactions during training
• Consult relevant coaching staff
• Speak individually and appropriately with the gymnasts involved
• Obtain accounts from individuals who may reasonably have witnessed an incident
• Consider any other relevant information available
Questions will be approached neutrally and without assuming that an allegation is true or false.
The Academy will avoid unnecessarily involving other gymnasts in disputes between individual children.
• Monitor interactions during training
• Consult relevant coaching staff
• Speak individually and appropriately with the gymnasts involved
• Obtain accounts from individuals who may reasonably have witnessed an incident
• Consider any other relevant information available
Questions will be approached neutrally and without assuming that an allegation is true or false.
The Academy will avoid unnecessarily involving other gymnasts in disputes between individual children.
16.5. Fairness to All Gymnasts
Every gymnast involved in a concern will be treated fairly and respectfully.
No gymnast will be labelled as a bully, disciplined, excluded or disadvantaged solely because an allegation has been made against her.
Where an allegation cannot reasonably be substantiated based on the information available, the Academy may continue to monitor the situation without making a finding against either child.
No gymnast will be labelled as a bully, disciplined, excluded or disadvantaged solely because an allegation has been made against her.
Where an allegation cannot reasonably be substantiated based on the information available, the Academy may continue to monitor the situation without making a finding against either child.
16.6. Parent Conduct
Parents are expected to communicate respectfully about all Elancé gymnasts, coaches and families.
Derogatory, insulting, threatening or intimidating language or behaviour directed towards or about another gymnast will not be considered acceptable.
Parents must not:
• Confront or question another gymnast
• Encourage other parents or gymnasts to take sides
• Discuss sensitive allegations unnecessarily within the club community
• Use club WhatsApp groups or social media to continue personal disputes
• Allow disagreements between adults to interfere with the children’s training environment
Where parent conflict develops, the Academy may require all further communication regarding the matter to take place through the Head Coach.
Derogatory, insulting, threatening or intimidating language or behaviour directed towards or about another gymnast will not be considered acceptable.
Parents must not:
• Confront or question another gymnast
• Encourage other parents or gymnasts to take sides
• Discuss sensitive allegations unnecessarily within the club community
• Use club WhatsApp groups or social media to continue personal disputes
• Allow disagreements between adults to interfere with the children’s training environment
Where parent conflict develops, the Academy may require all further communication regarding the matter to take place through the Head Coach.
16.7. Coaching Decisions
Group placement, choreography, competition participation, training opportunities and other coaching decisions remain the responsibility of the coaching staff.
These decisions will be based on each gymnast’s individual development, ability, readiness, safety and the needs of the programme and will not be influenced by disagreements or pressure between parents.
Every gymnast develops at her own pace and will continue to be supported in working towards her own individual goals and potential.
These decisions will be based on each gymnast’s individual development, ability, readiness, safety and the needs of the programme and will not be influenced by disagreements or pressure between parents.
Every gymnast develops at her own pace and will continue to be supported in working towards her own individual goals and potential.
16.8. Moving Forward
Where possible, the Academy’s priority will be to resolve concerns in a manner that allows the gymnasts involved to continue training comfortably and positively.
The Academy may implement appropriate measures such as increased observation, individual conversations, behavioural expectations or other reasonable interventions where necessary.
The wellbeing of the children will remain the primary consideration throughout the process.
The Academy may implement appropriate measures such as increased observation, individual conversations, behavioural expectations or other reasonable interventions where necessary.
The wellbeing of the children will remain the primary consideration throughout the process.
16.9. Serious Safeguarding Concerns
This procedure is intended primarily for ordinary interpersonal concerns, disagreements and allegations of inappropriate peer behaviour.
Any concern involving a child’s immediate safety, serious harassment, physical harm, sexual misconduct, abuse or another significant safeguarding matter may be handled under the Academy’s safeguarding procedures and referred to the appropriate safeguarding authority where required.
Any concern involving a child’s immediate safety, serious harassment, physical harm, sexual misconduct, abuse or another significant safeguarding matter may be handled under the Academy’s safeguarding procedures and referred to the appropriate safeguarding authority where required.
By enrolling your child at Elancé Rhythmic Gymnastics Academy, you FULLY agree to abide by ALL these terms and conditions. We aim to provide a structured, professional, and enjoyable learning environment for all our gymnasts. We appreciate your support and cooperation in upholding these standards.