POLICIES
PLEASE SEE BELOW FOR OUR POLICIES. IF YOU HAVE ANY QUESTIONS PLEASE GET IN TOUCH.
TERMS AND CONDITIONS
Policies:
By agreeing to these terms and conditions, you also acknowledge you have read and agreed to the Safeguarding, Privacy, Health and Safety and Behaviour Policies, available on our website: hedanceacademy.co.uk
These policies may be updated periodically, and families will be notified of significant changes.
Enrolment:
To enrol for children’s classes, you must enrol and pay for your term of classes via ClassManager in either termly or monthly instalments. Existing students will have the option to enrol early before booking is released on the website. After this date, enrolment is on a first come, first served basis.
Once you enrol, you are enrolled for the whole term. Term fees are not refundable except in extenuating circumstances.
If you pay monthly, you will need to save your card details to your account. Payments are processed securely by Stripe. By adding a card, you agree to HEDA charging you automatically for classes. HEDA staff may also ask your permission to charge your card for other costs such as uniform/exam fees.
If payments are late or do not go through, you may be subject to a late fee, at our discretion. Students whose classes have not been paid for will not be permitted to take their class until their tuition fee is paid.
Student Details/Medical Information:
Parents and guardians are responsible for making HEDA aware of any medical needs, injuries or allergies, and photo consent, prior to their child participating in class, and must inform HEDA of any changes via email, and update their profile on classmanager.
Dance is a physical activity and carries a risk of injury. By enrolling, parents/guardians accept this risk. HEDA and its staff will take all reasonable care but will not be liable for injuries that occur through normal participation in classes.
By enrolling, you consent to HEDA staff providing basic first aid if required, and to us contacting emergency medical services if necessary. Parents will be contacted as soon as possible in such circumstances
If your child sustains an injury and comes to class, you must inform their teacher/Helena of the details of the injury and any accommodations needed, prior to your child participating. Young children cannot be responsible for explaining their injuries accurately. Children who are injured/telling us they are injured may be asked to sit out of class, at the teacher’s discretion.
If your child sustains an injury during class, we will contact you either immediately, or inform you after class, depending on the severity. Your teacher can advise on injuries but we are not medical professionals. Any serious injuries should be looked at by a professional.
Parent Communication:
The person who creates the Class Manager account and student profile will be the primary contact for email communications and updates. Families may add additional contacts to their profile who will also receive communication, and various permissions which can be edited by the family or principal teacher (Helena). If there are any changes to communication methods/permissions, you must notify us via email.
Many parents communicate via Whatsapp, and whilst we are happy to communicate on Whatsapp where necessary, email will always be our first method of communication. We cannot guarantee you will receive communication through both email and Whatsapp, so families are responsible for keeping up to date with their emails from us and responding accordingly.
Photography:
Parents/Guardians can consent to photography and video for promotional uses when they enrol their child through Class Manager. This may entail photographs and videos of classwork, exams and performances, interviews or social media content. These may be posted on social media, posters, our website and newsletter. We may use parent comments and testimonials on our social media/website.
Families can change consent at any time, but this must be changed via class manager or via email.
Parents who join our private Whatsapp group are therefore consenting to photographs/videos of their child to be shared internally for the purpose of celebrating achievements and practice videos for exam/show work.
Pick up and drop off:
Students must arrive on time for their class. It may not be possible to accept latecomers in all cases. Repeated late collection of children from classes may incur additional child care fees.
After your trial session is complete, all classes are drop-off only, as too many adults in the room is very distracting to students. Parents may stay for trials, and parents of Mini-Level dancers may stay until their child is settled, but we encourage all families to drop off as soon as is suitable. This is at the discretion of the teacher.
Children must not leave after their class unless accompanied by an adult and handed over by staff.
Parents/Guardians are responsible for their children whilst on the premises before and after their class time.
If your child is being collected by someone unknown to staff, or another HEDA parent, you must let us know beforehand. We will not release your child without permission from you as the parent/carer.
Missed Lessons and Cancelled Classes:
Fees are not refunded in the event of absence and a make-up class will only be offered at the teacher’s discretion, depending on student numbers and level.
Keeping good attendance is crucial. Although we understand that families have busy lives, we rely on our students attending their lessons in order to participate in exams, shows and other events. Children who do not attend regularly will not be eligible to participate in these events.
HEDA reserves the right to cancel any class for reasons they deem fit where absolutely necessary. Alternative make-up classes will be offered in exchange or families will be credited on their Class Manager account.
If a class does need to be cancelled, as much notice as possible will be given via various forms of communication (email, telephone, social media) although please note if the situation is unforeseeable and urgent, in rare cases class may also be cancelled last minute.
What to Bring:
Students should arrive in appropriate dancewear/uniform with long hair tied back. They should bring a bottle of water for their class. Make sure uniforms (especially shoes) are labelled.
We do not accept responsibility for any belongings brought to our venues or any lost property.
Uniform can be ordered via the classmanager shop. This is managed by Helena. Uniform may take time to arrive and be processed, and we do not guarantee it will arrive before your next class. Please ensure your child arrives in suitable clothing until you receive your uniform.
Examinations:
Students may be selected to enter exams throughout the year with the IDTA. This is at the teacher’s discretion. Students taking their exam should ensure they maintain good attendance in their classes. Students who do not attend sufficient classes may have to postpone their exam entry until the next session. Exams are not compulsory, and children will be moved up into the next level/class at the teacher’s discretion.
HEDA will do their utmost to prepare students ready for exams and to ensure they are presented as really positive, exciting and proud experiences. It is asked that parents/guardians kindly keep in mind that all children are different and many have different rates of achievement, we will enter students in groups of readiness or as individuals, rather than as a set class year, in order to respect this.
Late payments:
Students are not entitled to attend classes, exams or events if they have not enrolled and paid. Late payment for classes, exams, shows or uniform may incur a late fee at our discretion.
Termination:
HEDA will not tolerate threatening or aggressive behaviour for any reason, including where staff are acting to enforce these terms and conditions. HEDA reserves the right to immediately terminate classes for you or your child if we feel a parent or guardian of a student acts in a threatening, aggressive or otherwise inappropriate manner towards any member of HEDA staff, any student or other parent or third party.
Leaving the school:
If you wish to leave the school, please inform us by email in order for us to delete your customer profile. If you decide to leave the school before the term has ended, you will not be entitled for a refund for remaining classes, apart from in extenuating circumstances.
By enrolling in a class, you agree you have read, understood and agreed these Terms and Conditions.
SAFEGUARDING POLICY
Safeguarding: Children and Vulnerable Adult Protection Policy
Safeguarding and promoting the welfare of children is defined for the purposes of this guidance as:
- protecting children from maltreatment
- preventing the impairment of children’s mental and physical health or development
- ensuring that children grow up in circumstances consistent with the provision of safe and effective care
- taking action if you identify or have concerns that children are suffering from, or
- are at risk of harm .
DfE, 2023
Our first priority is the safety and welfare of the children we teach.
- We recognise that we have a responsibility to safeguard the welfare of the children and to ensure that appropriate policies and procedures are in place so that a child may take part in classes at the school within a safe and secure environment.
- We aim to ensure that HEDA provides an environment in which children are safe, can learn and develop at their own pace and are aware that there are always adults in whom they can trust.
- We believe that no child or young person should be the subject of neglectful or abusive behaviour.
- We will promote and maintain the welfare of every child in our care and seek to protect them from harm regardless of race, age, disability, gender, sexual orientation, religious belief or any other form of identity or creed.
This policy applies to all our staff/volunteers/ and covers children under the age of 18 and/or vulnerable adults under the age of 24.
To protect children and young people in our care, we will:
- Value and respect children and listen to what they have to say
- Work with children, parents and relevant organisations
- Share our policy with all staff, parents and students
- Ensure all required checks are made when hiring staff and that those in regular contact with children
- Ensure all staff hold a current DBS check (or non-UK equivalent)
- Provide appropriate training and support to all staff
- Take responsibility for children and young people’s safety when in our care
- Seek permission from parent/guardian before taking images (photographs or film) of students and inform them how and where the images will be used
- Report suspected neglect or abuse to the nominated member of staff, relevant organisation, or police
HEDA works with the venues we hire to provide as safe and secure an environment as is possible.
Reporting Suspected Neglect or Abuse
Any concerns regarding suspected neglect or abuse must be reported to Helena Thatcher, principal of HEDA.
Please note: ‘Safeguarding and promoting the welfare of children is everyone’s responsibility’ ‘All staff have a responsibility to provide a safe environment in which children can learn’ – Keeping Children Safe in Education 2023
Concerns regarding a child’s welfare can be reported by:
- Parents
- Teachers
- Friends
- The child or young person themselves
All allegations of neglect or abuse will be taken seriously. If a concern is reported directly by the child or young person we will not seek to disagree, ask probing or leading questions, or do anything else which may discourage them.
We will make it clear that reported concerns cannot be kept confidential but will need to be shared with a nominated member of staff or external organisation. Parents or guardians will also be involved if appropriate.
We recognise that early action is vital. Any concerns will be reported immediately. If the child or young person is in immediate danger of harm, we will contact the police on 999.
In all other cases, we will report concerns to the local Safeguarding Organisations:
Brent
Telephone: 020 8937 4300
Out of hours: 020 8863 5250
Fax: 020 8397 1986
Secure Email: Family.FrontDoor@brent.gov.uk
Camden
Telephone: 020 7974 3317 (9.00am- 5.00pm)
Out of hours: 020 7974 4444
Email: LBCMASHadmin@camden.gov.uk
Secure email: LBCMASHadmin@camden.gov.uk.cjsm.net
Westminster
Telephone: 020 7641 4000
Out of hours: 020 7641 6000
Fax: 020 7641 7526
SAFE TOUCH POLICY
Teaching dance is a physical activity and appropriate physical contact between students and teachers in class is essential to training. Teachers can make physical contact with a student to illustrate a concept or to adjust a student’s alignment (especially with the younger students). We recognise that such physical contact is a potentially complex area and we also fully recognise our responsibilities for safeguarding students and teachers and for protecting their welfare.
The following principles and procedures are in place to fulfil our obligations:
- Contact by the teacher is made after gaining consent from the student with particular awareness to the needs of each individual/to assist the student in correcting placement.
- All teachers will treat any physical contact with sensitivity and care and with due regard for the wishes of the student.
- Contact will never involve force or the use of any instrument.
- Teachers will be mindful of location and avoid situations where they are isolated with a student.
- Students should be encouraged to discuss any worries with any member of staff.
- Both students and teachers should feel free to report any concerns to Helena Thatcher
PRIVACY POLICY
This privacy policy sets out how HEDA uses and protects your data. We are committed to ensuring that your privacy is protected.
What data do we collect?
We collect the following information for a class enquiry and arranging a trial lesson:
- Parents name, child’s name and age
- contact information including email address and telephone number:
- demographic information such as postcode, preferences and interests
We collect further information which is filled out on enrolment:
- mailing address
- medical conditions
Where do we store the data?
We use Classmanager software, where data is stored and password protected, only accessible to staff when needed i.e. emergency contacts and medical conditions.
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, including:
- Business administration
- Processing payments
- We may use the information to improve our products and services.
- We may send promotional emails about new products, special offers or other information which we think you may find useful using the email address which you have provided.
- Marketing, including images with consent
- HEDA shares relevant data with the IDTA for examination purposes.
How long do we keep the data for?
- Data for paying customers is retained for tax and audit purposes.
Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Controlling your personal information
You may change your mind at any time by:
- Emailing us directly.
- We will not sell your personal information to third parties.
You may request details of personal information which we hold about you. If you would like a copy of the information held on you please email us.
Please ensure that HEDA receives any changes to customer contact details in writing.
HEALTH AND SAFETY POLICY
HEDA aims to provide an environment where students can learn and progress whilst keeping safe and avoiding injury. We endeavour to conduct dance classes in a safe and proper manner, encouraging good warm-up and cool-down practices and keeping our teaching practices up to date with current Dance Science guidance.
First Aid
HEDA will comply with the requirements of the Health and Safety (First Aid) Regulations 1981.
We keep our own first aid kits in every venue we use. Each First Aid kit is suitably stocked and the contents in date. Each kit is regularly checked and replenished.
Fire Safety
Fire Risk Assessments have been completed for the premises which gives details of the controls in place in order to minimise risk to life in the event of fire. All employees are instructed on the action to be taken in the event of a fire or other emergency. All employees will be fully conversant with procedures for fire prevention, detection and evacuation.
Risk Assessments
HEDA will conduct risk assessments prior to any activity taking place, which are site specific. Risk assessments will be regularly reviewed and updated/added to if needed.
Accidents
In the event of an accident, this will be recorded. In the event of an injury requiring First Aid, Helena Thatcher is paediatric First Aid trained and will carry out First Aid. Parents/Guardians will be informed in person and in writing of the specific accident and any First Aid received. In an emergency, staff will call 999 and parents/guardians immediately.
BEHAVIOUR AND ANTI-BULLYING POLICY
At HEDA it is our passion to work with young people and guide them through their dance education, nurture their confidence, friendships and self-belief. We also hold a responsibility to promote kindness, respect and discipline amongst our classes, prioritising the happiness and safety of children in our care. Students at HEDA are expected to:
- Show good manners to teachers and peers, being polite and respectful of everybody in the room.
- Have a positive working attitude in their class, following instructions and participating to their best ability.
- Show support to their peers to create a safe and nurturing learning environment.
- Show understanding and respect for their peers’ personal property and the property of the venues.
If any student is not meeting these expectations, we will speak to the Parent/Guardian and endeavour to work together to solve the issues displayed. In the rare occurrence of a serious incident/recurring bad behaviour with no improvement, students may be asked to stay away from classes until a solution/behaviour plan has been reached.
We do not tolerate bullying of any kind and It is expected that parents will support HEDA in encouraging their children to show respect and support HEDA authority when disciplining its pupils. Any incident of apparent bullying is investigated. DfE guidance defines bullying as “actions that are meant to be hurtful and which happen on a regular basis. Bullying can be direct or indirect.”
At HEDA we are committed to working with staff, pupils, parents and carers to create and maintain a happy, friendly atmosphere where all forms of bullying will not be tolerated, including when bullying is motivated by prejudice or negative attitudes towards a person’s race, religion, nationality, ethnicity, disability, gender, gender identity and sexual orientation (LGBT).
We aim to build a feeling of confidence in children and parents so that they know that all reports or suspicions of bullying will be investigated.