CHIPPENHAM YOUTH THEATRE

By enrolling your child at Chippenham Youth Theatre, you accept these terms and conditions ("Terms & Conditions") and sign your agreement to them as an ongoing agreement between you and Chippenham Youth Theatre ("Agreement").

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

1. INTRODUCTION 
1.1     These Terms & Conditions apply to all our courses, holiday workshops/summer schools and any additional products and/or services offered by Chippenham Youth Theatre in the future for any Student (collectively "Chippenham Youth Theatre Activities")

1.2     For participation of a Student in a Chippenham Youth Theatre Activity all Parents are required to consent to these Terms & Conditions by signature or by ticking the acceptance box for these Terms & Conditions when submitting an electronic application form online.  We may update these Terms & Conditions from time to time. 

1.3     If you are an existing Parent of Chippenham Youth Theatre please read these amended Terms & Conditions carefully.  Unless you contact us within fourteen (14) calendar days of receipt of these new Terms & Conditions, they shall supersede and extinguish all previous agreements between us and shall govern the contractual relationship between us going forwards.  Your continued enrolment of a Student in Chippenham Youth Theatre Activities shall be deemed as acceptance of these Terms & Conditions and willingness to be bound by the same.  

1.4     Any changes to these Terms & Conditions require the written consent or approval of Chippenham Youth Theatre

1.5     A "Course" refers to a course of classes offering tuition in drama, which will be delivered during the Term. Course classes will take place once per week for a certain number of hours, as detailed at the time of booking.

1.6     "Holiday Workshop/Summer School" refers to Workshops run by some Chippenham Youth Theatre during the break between courses.

1.7     “Director” refers to the owner of Chippenham Youth Theatre

1.8     Youth Theatre “terms” refer to 10 week tuition blocks during which Youth Theatre classes are run.

1.9     "Term Dates" refers to the dates for the relevant courses.

1.10     "Workshop" refers to a one-off course 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. ENROLLING A NEW STUDENT IN A CHIPPENHAM YOUTH THEATRE ACTIVITY

2.1     To apply for a place for a new Student on a Chippenham Youth Theatre course, the Parent must agree to these Terms & Conditions and submit a registration form online or by post, or in person.

2.2     Each Student's place is allocated on a 'first come, first served' basis.  Registrations must be accompanied by the appropriate payment/transfer, as set out for each Chippenham Youth Theatre Activity.  A £10 one off membership fee must be paid for each new student. 

2.3     If Chippenham Youth Theatre are unable to accept the Student due to capacity reasons, the Student may, at the Parent's discretion, be placed on a reserve list.  The membership fee is only due when the Student is offered a place.

2.4   Full membership status is only available to students who enrol for our term time classes.  Full members can attend holiday workshops at discounted rates. 

2.4   Students who attend our holiday workshops on a regular basis can become ‘Associate Members’ on payment of a yearly £10 fee.  This entitles Associate Members to join our holiday workshops at a discounted fee.

2.5     If Chippenham Youth Theatre are unable to accept the Student due to capacity reasons, the Student may, at the Parent's discretion, be placed on a reserve list.  The membership fee is only due when the Student is offered a place.


2.6    The fee for a course of Chippenham Youth Theatre classes or holiday workshop is not refundable except in the circumstances where Chippenham Youth Theatre cancel the activity. 

2.7     Where a deposit is paid to secure a child’s place at a Chippenham Youth Theatre activity this is not refundable except where Chippenham Youth Theatre cancel the activity.
 
2.8     Where a deposit is paid but the balance of the fee is not paid by the requested date Chippenham Youth Theatre will not refund the deposit but the place will no longer be secured.

2.9    Times, current Term Dates, fees and all relevant course details for Chippenham Youth Theatre Activities will be given on joining.

2.9     All such terms and conditions detailed in the Fee Note and the Registration Form shall be incorporated into the Agreement and shall be deemed to have been accepted by the Parent upon payment by, or on behalf of, the Parent. 

2.10     Fees for Chippenham Youth Theatre Activities may vary between venues.

3. BALANCE PAYMENTS

3.1     For a Student enrolled on a course of Chippenham Youth Theatre Classes, the full fees are paid as the Deposit in advance, as detailed in clause 2.2 above. 

3.2     For a Student enrolled on either a Holiday Workshop/Summer School, following payment of the Deposit to Chippenham Youth Theatre, Parents are required to make a subsequent payment of the outstanding balance due to Chippenham Youth Theatre (the "Balance").

3.3     The Balance must be paid in full, subject to any alternative agreements made with the Director by the due date by one of the following methods
Bank transfer
Cash
Cheque
Direct Debit
 
3.4     Where a cheque is unpaid by the bank due to a lack of funds Chippenham Youth Theatre will charge the parent for any fee incurred.


4. COURSES

4.1     Chippenham Youth Theatre may, at its discretion, offer the second child of the same family attending a course at the same time, a sibling discount on Course fees. 
4.2     Once enrolled on a Course, Term Dates for the next Term will be made known to Parents in writing at the end of the current Term.

4.3     If a Course session falls on a bank holiday then a replacement class will also be added onto the end of the current Term timetable or the subsequent Term.

4.4     Unless Chippenham Youth Theatre 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.  

4.5     If you do not notify Chippenham Youth Theatre 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.  

4.6     Payment is due for the next Term of Course fees before the start date of the Term, subject to any alternative payment agreements you may have with the Director

5. FREE TRIAL SESSIONS

5.1     Where a new Student is attending a Course for the first time, subject to availability, Chippenham Youth Theatre allow a ‘free trial session’. The ‘free trial session’ only applies to Courses for new Students and new Students may only have one free trial session.

6. WORKSHOPS & HOLIDAY WORKSHOPS/SUMMER SCHOOLS

6.1     Parents should contact Chippenham Youth Theatre to confirm if it is organising Workshops and/or Holiday Workshops/Summer Schools

6.2     Dates and times of Workshops and Holiday Workshops/Summer Schools are released in advance on the Chippenham Youth Theatre website, our Facebook page and via our newsletters 

7. USE OF PERSONAL INFORMATION

7.1     The personal data (as it is defined in the Data Protection Act 1998) of a Student and/or Parent submitted using the application form will be processed by Chippenham Youth Theatre,  for the purpose of administration, research, in relation to the provision of teaching services in singing, dance and drama.

7.2   Chippenham Youth Theatre will share this information with external agencies (for example organisations with responsibility for children's safeguarding) only when required or permitted to do so by law.

7.3     Chippenham Youth Theatre will not disclose personal data to third parties for marketing purposes although Chippenham Youth Theatre may use personal data for their own marketing and business development purposes, including for the purposes of advertising and promoting new products and/or services by Chippenham Youth Theatre.

7.4     Parents who do not wish to receive marketing communications from Chippenham Youth Theatre should inform the Director in writing. 

7.5     Chippenham Youth Theatre will from time to time take photographs and film footage of Students during Courses, Workshops, Holiday Workshops/Summer Schools and performances for use in Chippenham Youth Theatre marketing and publicity material. Names of students will never be released without permission from parents. Chippenham Youth Theatre will not make such photographs or film footage available of any Student who objects or whose Parent objects. Objections should be made in writing and sent to the Director or notified on the Registration form.

7.6     Chippenham Youth Theatre owns all the rights, title and interest in and to its websites, including software, text and media and its trade marks, logos and brand elements. Nothing within these Terms & Conditions affects or licences the ownership of these rights. Any intellectual property created during any Course, Workshop or Holiday Workshop/Summer School is owned by Chippenham Youth Theatre.

8. HEALTH AND INJURIES

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

8.2     If you are unsure whether a Student should participate in any activity please consult the Student's GP before enrolling the Student on a Chippenham Youth Theatre Activity.

8.3     Any medication left on the Chippenham Youth Theatre premises must be clearly labelled and the Student should, unless Chippenham Youth Theatre has agreed in writing otherwise, be able to administer it themselves. 

8.4     Students must wear suitable footwear and clothing always
8.5     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 Chippenham Youth Theatre Activity.

8.6     Parents are solely responsible for ensuring that the emergency contact details on Stagecoach's records are up to date.

9. PERSONAL PROPERTY

9.1     Students are obliged to take care of their own belongings. Chippenham Youth Theatre can accept no liability for lost or damaged belongings.

9.2     You acknowledge that the maximum aggregate liability of Chippenham Youth Theatre to a Student or Parent under these Terms & Conditions shall not exceed the Stagecoach Activity fee to which a claim relates. 

9.3      The liability of Chippenham Youth Theatre and that of its staff is restricted to class time only and then only to gross negligence. 

10. GENERAL

10.1     Chippenham Youth Theatre may, at its own discretion, refuse a Student entry to a Chippenham Youth Theatre Activity or session if it is felt that the Student's behaviour is unacceptable.

10.2     Chippenham Youth Theatre reserves the right to make changes to the timetable and to the teaching staff from the advertised programme in the event of illness or other circumstances beyond our control.

10.3     Where a session of a Chippenham Youth Theatre Activity has to be cancelled by ourselves, the Director will give as much notice as possible. In the event of a last minute session cancellation, you will be notified by email, text message or a call to your mobile phone. or Parents must ensure that they provide their Chippenham Youth Theatre with up-to-date contact details.

10.4     It is occasionally necessary to change the time and/or venue of a Chippenham Youth Theatre session. This will only be done if unavoidable.
10.5     In the event that a Student is unable to attend a Chippenham Youth Theatre Activity session, due to sickness, holiday or a decision by the Parent or Student not to attend, Chippenham Youth Theatre regrets that it is unable to refund any payment.

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

10.7     Chippenham Youth Theatre fees are reviewed annually and may be increased in September of each year.

10.8     These Terms & Conditions, together with any Fee Note, Acceptance Letter and/or Registration Form 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.

10.9     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. 

10.10    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.

SCOPE
This policy covers the website operated by Chippenham Youth Theatre

We comply with data protection legislation such as the Data Protection Act 1998. This regulates the processing of personal data relating to you and grants you various rights in respect of your personal data. We’d like to reassure you that any personal data you give us will be treated in complete confidence.  Our Director: Becky Luzi is our designated Data Protection Officer

The aim of this statement is to tell you how we use any personal data we collect about you through our websites.  Please read it carefully before you proceed.

WHAT INFORMATION DO WE COLLECT?
You do not have to give us any personal data in order to use our website

However, by registering with us, you agree that we may process the data below for the purposes outlined in our Privacy and Cookie Policy.

Parents and students
If you wish to enrol a student with Chippenham Youth Theatre, we will collect the following personal data: parent or guardian’s name; contact and address details; relationship to the student; emergency contact numbers; name, age, gender and date of birth of student; and details of any medical conditions or additional needs the student has. 
If the student is over 16 years of age, please ensure that you have their permission to share these details with us.
The personal information that we collect about you and your child is used only to provide appropriate care for them, maintain our service to you, and communicate with you effectively. 
Our lawful basis for processing the personal information relating to you and your child is so that we can fulfil our contract with you. 
Our legal condition for processing any health-related information that you provide about your child is so that we can provide appropriate care for that child.

We will use the contact details you give us to contact you via phone, email, social media and post, so that we can send you information about your child, our sessions/activities and other relevant news, and so that we can communicate with you regarding payment of our fees.
We will only share personal information about you or your child with another organisation if we:
•	have a safeguarding concern about your child 
•	are required to by government bodies or law enforcement agencies
•	engage a supplier to process data on our behalf (eg to take online bookings, or to issue invoices) 
•	have obtained your prior permission.
You have the right to ask to see the data that we have about yourself or your child, and to ask for any errors to be corrected. We will respond to all such requests within one month. You can also ask for the data to be deleted, but note that: 
•	we will not be able to continue to care for your child if we do not have sufficient information about them
•	even after your child has left our care, we have a statutory duty to retain some types of data for specific periods of time* so can’t delete everything immediately.
If you have a complaint about how we have kept your information secure, or how we have responded to a request to access, update or erase your data, you can refer us to the Information Commissioner’s Office (ICO).

Chippenham Youth Theatre will from time to time take photographs and film footage of students during class time for use in Chippenham Youth Theatre marketing and publicity material (both online and offline).   If you do not wish for your child to be photographed/filmed please let the Director know in writing.

Online payments made to Chippenham Youth Theatre are processed securely by ‘Go Cardless’ or HSBC and the information you provide is communicated in a strongly-encrypted format between ‘Go Cardless’ or HSBC and your bank or credit card company. Chippenham Youth Theatre does not directly collect, process or store financial information.

Sensitive personal data
The Data Protection Act gives special protection to sensitive personal data which will include information relating to health or sex life, race or ethnic origin, political beliefs or membership, philosophical or religious beliefs, trade union membership and information about the commission of offences and related proceedings.    You should only provide this information if it is required in response to a mandatory question on our websites, or if you are otherwise content for us to process this information
Automatically collected information

In addition, we may automatically collect information about the website that you came from or are going to. We also collect information on which pages of our websites you visit, IP addresses, the type of browser you use and the times you access our websites. However, this information is aggregated and is not used to identify you.

HOW WILL INFORMATION ABOUT YOU BE USED AND SHARED?
The information we collect allows us to:
o    locate and put you in touch with a Principal in your area;
o    process your request to become a Principal or teacher;
o    provide teaching services in singing, dance and drama and the organisation of performances;
o    administer our websites and provide customer services;
o     meet legal, regulatory and compliance requirements including the administration of Chippenham Youth Theatre’s statutory obligations relating to children;
o    gather management information for research purposes and to form statistical and trend analysis;
o    communicate with you;
o    improve our websites and the products and services we offer to you and to provide you with information about our products and services which may be of interest to you from time to time.

We may employ the services of a third party to help us in certain areas, such as website hosting, support and maintenance, and child protection issues. In some cases, the third party may receive your information. However, at all times, we will control and be responsible for the use of your information.

We may also use aggregated information so we can administer and improve our websites, analyse trends and gather broad demographic information. We may pass this information to third parties.

We may also disclose your personal data when we believe this is required by law, to enforce or comply our terms and conditions or to protect the rights, property, safety of Stagecoach, our customers or others.

MARKETING COMMUNICATIONS
From time to time, Chippenham Youth Theatre may wish to provide you with information about Chippenham Youth Theatre products and services which may be of interest to you.
If you do not wish to receive such information, please contact us by email to opt out of this.
SECURITY
We have implemented reasonable technical and organisational measures designed to secure your personal data from accidental loss and from unauthorised access, use, alteration or disclosure. However, the Internet is an open system and we cannot guarantee that unauthorised third parties will never be able to defeat those measures or use your personal data for improper purposes.

SALE OF THE BUSINESS
In the event that the business is sold or integrated with another business, your details will be disclosed to our advisers and any prospective purchaser’s adviser and will be passed to the new owners of the business.

HOW TO CONTACT US
You are entitled to see the information held about you.  You may review, correct, update or change your personal data at any time.

If you have any other questions about this policy or your personal data, please contact us by email: hello@chippenhamyouththeatre.com

Changes to our privacy policy
If our privacy policy changes in any way, we will place an updated version on this page. Regularly reviewing this page ensures that you are always aware of what information we collect, how we use it and under what circumstances, if any, we will share it with other parties.