This is a template, not legal advice. Consumer law in the family’s country (for example the UK and EU rules on cancelling online services) can override what a policy says. Check your final version with an adviser.
Families rarely argue with a rule they agreed to before the first class. This policy puts the rules that cause disputes in one short document: when a class is charged, when it is not, and what happens next.
What it covers
| Section | What it settles |
|---|---|
| Enrolling | Trial class, the details you collect, whose time zone the class is fixed in |
| Fees and invoices | Prepaid or postpaid, due date, payment methods, sibling discount, overdue invoices |
| Cancellations | A table of notice and charge, emergency exceptions, late joining |
| Academy cancellations | Never charged, makeup or credit, teacher lateness |
| Makeups | When they are offered, how long they last |
| Holidays and breaks | Academy closures, family travel, holding the slot |
| Changing schedules | Notice to change, clock changes |
| Child safety | A parent nearby, contact through academy channels only, no recording, silent quality checks |
| Withdrawing and refunds | Notice, refunds of prepaid classes, statutory rights |
How to use it
- Replace every [bracketed] item. Pick one option where the template offers two, such as prepaid or postpaid.
- Use the same notice window as the teacher agreement, so a late cancellation means the same thing to the family and to the teacher.
- Send the policy with the enrollment confirmation and ask the parent to sign or reply “I agree”.
- Link it from every invoice. The notes on the invoice template repeat the cancellation rule in one line.
- Give 30 days’ notice of any change.
For the reasoning behind the numbers, read how to set fair late-cancellation and no-show rules and the post on makeup class policies.
Halqora applies one set of outcome rules to every class: a student cancellation at least 3 hours ahead is not billed, a later one is, and a teacher cancellation is never billed. See scheduling.