Welcome to Shotokan Fitness Karate School!

Before you join our classes, please take a moment to carefully read our general policies and terms and conditions.

By attending our classes, you agree to these terms.
If you don’t agree, we kindly ask that you refrain from participating.

If you do agree — welcome to our dojos! We look forward to training with you.

Kids' Classes

• Our kids' classes run on a termly basis.
• Term fees are based on 2 hours per week at £10.75 per hour.
• Full term fees must be paid upfront on the first lesson the student attends.
• No discounts or refunds for late starts or early withdrawals – the full term fee is always payable.

Important Terms:

1. If fees are not paid on the first lesson and the student stops attending, the full term fee must still be paid in full before they can return to training.
2. The maximum length of a term is 8 weeks.
3. Students may attend additional classes beyond 2 hours per week at no extra cost, subject to availability.

Adults' Classes (Ages 18+)

• Adult classes can be paid either on a Pay-As-You-Go (PAYG) basis or per term.

Payment Options:

1. PAYG: £16.00 per class.
2. Termly: £10.75 per hour (minimum 2 hours per week, same terms as kids' classes).

PAYG Conditions:

• PAYG fees must be paid at least 3 days in advance for the specific upcoming class.
• Missed PAYG classes are non-refundable and cannot be carried over.

Teens in Adult Classes

• Teens (ages 13+) may join adult classes with Sensei's permission.
• Under 18s must pay per term only (PAYG is not available for under 18s).

Payments & Refunds Policy

1. Payments

All payments made are non-refundable under any circumstances, regardless of whether you have completed the sign-up process or not.

By making a payment, you agree that it is a voluntary payment, made at your own discretion and risk.

2. Class Cancellations

For regular classes, if we cancel sessions due to unforeseen circumstances, we will apply the following:

• For the period during which classes are not provided, 50% of the fee for that time will be credited to your upcoming term.
• The remaining 50% will be retained to cover essential expenses, ensuring that the club (dojo) can continue to operate and be available when classes resume.

New Students

New students are welcome to join us at any time of the year, even if the current term has already started. Any weeks that have passed will be deducted, and payment will be calculated starting from their first lesson.

Please note: Upon joining, new students will be required to pay for two karate terms in advance. This helps us manage and allocate space efficiently.

Trial Classes

New students are welcome to try our classes for one week without needing to commit to the full term. They simply pay the regular weekly fee, just like all other students. (Subject to availability.)

Please note:

• Trial classes are optional and are not guaranteed to be available.
• Students may also choose to enroll for the full term without attending trial classes.
  
  

Family Discount Policy

A family discount of up to 12% may be available for those in need.

This discount can be added after one year of continuous training (without breaks). Please let us know if you would like to apply.

Important Notes:

1. The discount is limited to a maximum of two students per family.
2. The offer is subject to change or may end at any time, with or without prior notice.



The Clubs

Clubs operate independently from one another.

However, in general, we allow students to attend any location and any class—unless a class is at full capacity or has a different payment structure.



License

Karate License Policy

• All students must have a valid license to train. If it expires, it must be renewed to continue—even if term fees are paid.
• Licenses are valid for one year and required for club membership, gradings, and competitions. They do not guarantee class space if the dojo is full.
• Licenses are non-refundable and non-postponable, even if classes or clubs close.
• Renewal fee: £70–£80.
  
  

Photography

Photography & Video Policy

We understand that in today's world, photography and video recording are more accessible than ever. Rather than trying to restrict this entirely, we believe in promoting responsible and respectful media use within our dojo community.

Parents, Guardians & Students

You are welcome to take photos or videos under the following conditions:

• Permission First: Please request permission in advance from the instructor.
• Share with Us: If permission is granted, we kindly ask that a copy of the media be shared with us. In turn, we will ensure it’s shared with any students who appear in it.
• Be Respectful: Any media shared on social media should be posted respectfully. Negative comments, especially about others in the media, are not acceptable.

What We Do (The Dojo)

We may occasionally take photos or videos during classes, events, and competitions. Our media will always be used with the following principles:

Purpose:

• To inspire others through your progress and dedication
• To promote the club and the art of karate
• To capture memories for our students

What We Will Never Do:

• Post negative comments
• Use the full name of any student
• Force anyone to pose for pictures or videos
• Use media for direct profit

Competition and Event Footage

Any photos or videos taken during competitions or external events must not be used as evidence to judge or criticize the performance of the club or students. These moments are meant to showcase growth, not to evaluate or compare.

Thank you for helping us create a positive and respectful environment where everyone feels comfortable and supported!

Grading Fees

Please note: The following fees are provided as a guide only. For accurate and up-to-date fees, refer to our grading policy.

• 10th – 1st Kyu: £0 – £70
• 1st Dan: £0 – £201
• Junior 1st Dan to Senior 1st Dan: £70
• 2nd Dan: £0 – £201
• Junior 2nd Dan to Senior 2nd Dan: £70

Important Notes:

• The discounted fee for 1st and 2nd Dan gradings applies only if there has been no break in training.
  If there has been a break, the full fee will apply.
• Students receiving a discount are not eligible for grading.

When students take time off from training, they may not be able to resume at the same level upon their return. Depending on the length of the break and individual performance, the following may apply:

1. They may need to repeat their current level before advancing.
2. They may be moved down a grade.
3. They may need to progress through grades again to regain skill and confidence.

For full details, please refer to our Grading Policy.

Data Policy

1. Data Sharing
   We do not share your personal data with anyone outside our organization, except with trusted partners directly involved in karate-related matters such as insurance, competition registration, black belt certification, and similar requirements.
   Please note: while we take care to work only with reliable partners, we cannot be held responsible for how they use your (or our) data. However, if we become aware of any misuse, we will take appropriate action.
2. Data Retention (Non-Attendance After Sign-Up)
   If you or your child do not attend classes after signing up, we will securely destroy your application form once your karate license expires.
3. Inactive Students
   If you do not Sign up for the term , we may delete your contact details for privacy reasons. Should you return later, we will ask you to provide your details again.

Safety

Safety Notice: Drop-off and Pick-up

It is the responsibility of parents or guardians to ensure the safety of their child before and after the official class times.

For example:

• Do not leave your child unattended until they have been accepted by the Sensei.
• Please arrive on time for pick-up.
• Remain within a 5-minute walking distance from the dojo during class, so you can be reached quickly if needed.

Thank you for helping us keep all children safe.  More  info about this,  please wisit parents guide to dojo rules llink.

Sickness

Sickness and Attendance Responsibility

It is the parent’s or guardian’s responsibility to ensure that their child is physically and mentally fit to attend training. Children should not attend if they are unwell or not in the right mindset.

Examples include, but are not limited to:

• Contracting COVID-19
• Persistent coughing
• Feeling generally unwell
• Not being in the right mental state
• Experiencing anxiety

Please prioritize the health and well-being of your child and others by keeping them home when necessary.

Other Notes & Information

1. Priority Based on Payment
   Spaces are limited. A place in the class is secured only once full payment for the term has been made. Verbal agreements do not guarantee a booking.
2. Late or Missed Payments
   Failure to make payments (for classes, licenses, or other fees) on time may result in immediate suspension from training, without prior notice.
3. Class Finish Times
   Classes may end up to 5 minutes early to allow for smooth transition between sessions and to prepare for the next class.
4. Flexible Scheduling
   We do not reserve specific days or times unless a class is full and we have mutually agreed on a temporary schedule.
5. Ability-Based Adjustments
   Some students may follow a slightly different timetable depending on their ability level. Sensei will advise you if this applies.
6. Application Form Requirement
   All students must submit a completed application form with up-to-date information before they are allowed to train. Forms may need to be renewed every 3 years.
7. Non-Transferable Payments
   All payments are non-transferable and must be used only for the original purpose intended.
8. Unexpected Changes
   Club closures, timetable changes, or venue shifts may occur due to unforeseen circumstances beyond our control. We will always do our best to notify you in advance and honour our commitments.
9. Fee Adjustments
   Fees may increase by a small percentage in January, April, and September. This helps us spread cost adjustments throughout the year, avoiding a large one-time increase.
10. Notice to Existing Students
    Please note that if you miss a term, you may be required to pay for two terms upon your return in order to retain your spot and make efficient use of the space.
11. Student Responsibility
    It is the student’s (or parent/guardian’s) responsibility to keep track of:
12. Term start dates
13. Karate license expiry
14. Other training-related matters

We ensure all relevant information is available on our website year-round.

I confirm the following:

• I am free from any medical, physical, mental, or emotional conditions that would prevent my safe participation. I am physically fit and capable of participating fully in all Karate activities.
• I understand and acknowledge that Karate is a competitive and combative sport that carries a risk of physical injury. I accept full responsibility for any and all risks associated with participation, regardless of the class location.
• In the event of an emergency, I give full permission for First Aid treatment to be administered as a last resort.
  

Please Note:

• Our policies are subject to change at any time. Any updates will take effect immediately and apply to all students.
• These policies apply regardless of whether a student has signed any related documents.
• By making a payment and/or attending our classes, you confirm that you have read, understood, and agreed to comply with all current policies.
  

Created.   02.02.2011

Last checked. 01.01.2025