Policies & Procedures
Flame Dance Studios Limited
Last reviewed: 21 October 2026
Next scheduled review: October 2027, or sooner if legislation or our procedures change.
At Flame Dance Studios, we want every dancer to feel safe, valued and supported. These policies explain how we operate, what families can expect from us and the responsibilities we share in creating a positive environment.
These policies apply to our regular classes and, where relevant, rehearsals, examinations, performances, workshops and holiday activities. Additional booking conditions may apply to individual events and will be explained in advance.
1. Enrolment and Joining Flame
We normally offer prospective dancers a trial lesson before they decide whether to join.
Places are subject to availability and suitability. Following a trial, families will receive an invitation to enrol where a place is available.
Once enrolled, parents can activate their Flame Parent Portal account using the email address registered with us.
The Parent Portal provides access to lesson information, attendance, eligible catch-up bookings, class updates, memories, shows, payment information and other relevant services.
Parents are responsible for providing accurate information and telling us promptly about changes to contact details, emergency contacts, medical needs, allergies, disabilities, additional learning needs and authorised collection arrangements.
2. Tuition Fees and Payments
Annual tuition
Our regular programme provides 44 lessons and rehearsals across the dance year.
Annual tuition is divided into 12 equal monthly instalments, collected from 1 September to 1 August. These instalments represent the annual tuition spread across the year rather than payment for lessons taking place in a particular calendar month.
Payments therefore continue during scheduled breaks, including August.
Current fees are published on our Fees & Monthly Payments page.
Payment arrangements
Monthly tuition is normally collected automatically on the 1st of each month using the payment method registered through the Flame Parent Portal.
Parents can view payment history, upcoming charges and update their payment details through the Portal.
We use an external payment provider to process payments securely.
Joining partway through the year
Families joining partway through the year may be charged an initial one-off covering payment for lessons falling between their trial or enrolment and the start of their regular monthly instalments.
The covering charge is collected when payment details are set up and is not a joining fee.
The regular monthly payment schedule then begins on the next applicable 1st of the month.
Failed or overdue payments
If a payment fails, parents should check their payment information through the Parent Portal.
We may contact families to arrange payment of outstanding tuition.
If you experience financial difficulties, please email us promptly so that we can discuss the circumstances.
Additional fees
Shows, examinations, workshops, camps, festivals and other optional activities may involve additional charges. Prices and relevant conditions will be provided before booking or confirming participation.
Changes and cancelled lessons
We will communicate fee changes in advance.
If Flame cancels a lesson and cannot provide a suitable replacement, we will consider an appropriate credit, refund or other remedy in accordance with applicable consumer rights.
3. Attendance and Catch-up Lessons
Regular attendance is important for children's confidence, progress and enjoyment.
Parents should report absences through the Lessons section of the Flame Parent Portal.
Where an appropriate alternative class has availability, eligible catch-up lessons may be booked through the Portal within the 10-week catch-up window.
Catch-up lessons depend on class suitability, age, level and availability. A particular catch-up place cannot be guaranteed.
Ordinary absences do not automatically reduce annual tuition.
For extended illness, serious injury or exceptional circumstances, please contact us by email. We will consider suitable adjustments or arrangements on an individual basis.
4. Changing Classes and Leaving Flame
Class changes
If your child would like to change class time or dance style, please email us. Transfers are subject to available places and suitability.
Withdrawing
We ask families to provide a minimum of three weeks' notice by email when withdrawing from a class.
Please contact info@flamedancestudios.com.
We will confirm the final class date and prepare a final account showing the tuition applicable to lessons and any notice period, payments received and any adjustments.
The final account may result in an outstanding balance or refund.
We will arrange for future subscription payments to stop as part of completing the withdrawal.
Parents cannot complete a withdrawal simply by removing payment details, reporting an absence or stopping attendance.
This policy does not override any statutory cancellation or refund rights that apply to a particular booking or contract.
5. Drop-off, Collection and Supervision
Our regular classes operate on a drop-off-and-go basis.
Parents should bring children to the correct studio and ensure they are safely handed over to a member of the team.
Children must be collected directly from the studio door by their parent, guardian or authorised collector.
Parents are responsible for children before handover and after collection.
If a child is collected late, they will remain supervised while we contact the family.
Please inform us promptly of changes to collection arrangements.
For urgent collection matters, WhatsApp 07451 203081.
Please drive slowly around the studio, follow any one-way arrangements and keep entrances and pedestrian areas clear.
6. Uniform and Preparation
Dancers should attend wearing the appropriate uniform, footwear and hairstyle for their class.
Children should bring water and be fit and well enough to participate.
Please notify us of any injury or condition that could affect safe participation.
Where available, families can request shoes or replacement sizes through our Shoe Borrowing Scheme in the Parent Portal. Borrowed shoes should be returned when outgrown or no longer needed.
7. Safeguarding and Child Protection
Flame Dance Studios is committed to safeguarding and promoting the welfare of children and young people.
Our safeguarding arrangements are informed by the Wales Safeguarding Procedures and Welsh Government's Working Together to
Safeguard People: Code of Safeguarding Practice.
Designated Safeguarding Lead: Eleri Roberts, Principal, Deputy Designated Safeguarding Lead: Ffion Roberts
Safeguarding concerns can be raised by emailing info@flamedancestudios.com.
If a child is in immediate danger, call 999.
Concerns about a child's safety can also be reported directly to local authority children's services or the police. Parents do not need to report a concern to Flame before contacting statutory services.
We aim to maintain appropriate safeguarding training, safer recruitment, supervision, professional boundaries and confidential recording procedures.
Concerns involving staff members will be managed through appropriate safeguarding procedures, including external referrals where required.
We will share safeguarding information with relevant authorities when necessary and lawful to protect a child.
8. Behaviour, Respect and Anti-Bullying
We expect dancers, staff, parents and visitors to treat one another with kindness and respect.
Bullying, intimidation, harassment, discrimination and aggressive behaviour are not acceptable.
We use age-appropriate expectations, encouragement and supportive behaviour management.
Where concerns arise, we will consider the child's individual circumstances, communicate with families as appropriate and seek a proportionate solution.
Serious safety concerns may require additional measures. Any decisions will take account of applicable equality and disability rights.
9. Equality, Inclusion and Additional Needs
Flame welcomes children with different abilities, backgrounds and needs.
We are committed to meeting our obligations under the Equality Act 2010, including considering reasonable adjustments for disabled dancers.
Parents are encouraged to share information that will help us understand and support their child.
We will work with families to consider appropriate teaching adaptations, communication approaches and participation arrangements.
We want every dancer to have a fair opportunity to enjoy and benefit from dance.
10. Health, Safety and First Aid
We maintain appropriate risk assessments, safety procedures and emergency arrangements for our activities and premises.
Staff will respond to accidents or illness according to their training and seek medical assistance when necessary.
Parents will be contacted as appropriate.
Dance involves physical activity and some inherent risk. We take reasonable steps to minimise avoidable risks and deliver lessons with reasonable care and skill.
Nothing in these policies excludes or limits liability where doing so would be unlawful, including liability for death or personal injury caused by negligence.
11. Physical Assistance and Personal Care
Dance teachers may occasionally use appropriate physical guidance to demonstrate or correct technique or support safe movement.
Any physical assistance should be necessary, proportionate, explained appropriately and respectful of the child's comfort and boundaries.
We encourage children to use the toilet before class and to manage personal care independently where appropriate.
If a child needs regular assistance with toileting or personal care, parents should discuss this with us so that suitable, dignified and safe arrangements can be agreed.
12. Photography, Videos and Online Safety
Photographs and videos may be used for teaching, progress records, class memories, performances and publicity.
We distinguish between images used for internal teaching, restricted family access and public promotional purposes.
We provide information about how images are used and obtain consent where consent is the appropriate legal basis.
Families can contact us to review their photography and publicity preferences.
Our Flame Student Area provides a separate space for dancers to access released learning resources, including videos, music and teacher notes. It does not provide access to parent payment information.
Parents should help children use the Student Area safely and keep account details and PINs secure.
Content shared through our private systems should not be copied, downloaded or redistributed outside its intended audience without appropriate permission.
Personal filming and photography are not permitted during our annual show performances.
13. Privacy and Data Protection
Flame Dance Studios Limited is responsible for the personal information it processes about dancers and families.
We process information in accordance with applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018, as amended.
We use external service providers where necessary to deliver our services, including website, payment, communications, account and media systems.
Our separate Privacy Policy explains what information we collect, why we use it, who may receive it, how long we keep it and how individuals can exercise their rights.
For privacy enquiries, email info@flamedancestudios.com.
14. Complaints and Concerns
We welcome constructive feedback and take complaints seriously.
Please email info@flamedancestudios.com with details of your concern.
We will acknowledge the complaint, consider the relevant information and aim to resolve matters fairly and promptly.
Where a complaint concerns safeguarding, we will follow the appropriate safeguarding process rather than treating it solely as an ordinary customer-service complaint.
Families may contact relevant statutory authorities directly where appropriate.
15. Policy Changes
We review our policies regularly and following significant legal or operational changes.
Where a change materially affects existing contractual rights or obligations, we will provide appropriate notice and act in accordance with applicable law.
Nothing in these policies limits statutory consumer, equality, safeguarding or data protection rights.
Contact Flame Dance Studios
Email: info@flamedancestudios.com
Urgent class-time WhatsApp: 07451 203081
Parent Portal: https://myflamedancestudios.co.uk/parent
Website: https://www.flamedancestudios.com