POLICIES
01 PAYMENTS, CANCELLATIONS + REFUND POLICIES
PAYMENT TERMS
All program fees are due as scheduled through your Mindbody account. Clients are responsible for ensuring that payment information remains current and valid. Requests to modify payment plans must be submitted in writing to pay@universesouldance.com and are subject to approval by UniverseSoul Dance. Administrative fees may apply to approved changes. Late or declined payments may result in late fees and/or suspension of participation until the account is brought into good standing.
CLASSES AND PROGRAM CANCELLATIONS BY UNIVERSESOUL DANCE
UniverseSoul Dance reserves the right to cancel or reschedule classes, programs, or events due to low enrollment, statutory holidays, inclement weather, instructor illness, facility issues, or other operational needs. In the event that a class or program is cancelled by the studio, participants will receive a full refund or account credit, at the studio’s discretion.
CLASSES AND PROGRAM CANCELLATIONS BY PARTICIPANTS
Failure to make payments 2 months in a row will result in immediate termination of contract and removal from classes.
COMPETITIVE PROGRAM
Competitive dancers must pay a fee equivalent to one month’s tuition to cancel their competitive commitment during the season. Cancellation requests must be submitted in writing at least five (5) business days prior to the next scheduled monthly tuition charge.
Cancellations are strongly discouraged, as competitive teams begin choreography, blocking, and routine development early in the season. A dancer’s withdrawal impacts the progress and structure of the entire team. The cancellation fee will be charged at the time the cancellation is processed.
Program fees are non-transferable and non-refundable once charged.
In the event of contract termination during the season, all associated merchandise will be forfeited.
ALUMNI PROGRAM
Alumni dancers must pay a fee equivalent to one month’s tuition to cancel their alumni program commitment during the season. Cancellation requests must be submitted in writing at least five (5) business days prior to the next scheduled monthly tuition charge.
Cancellations are discouraged, as these programs are progressive and focus on continued routine development. Mid-season withdrawals require adjustments to choreography and class structure, which may affect the experience of the remaining participants.
Program fees are non-transferable and non-refundable once charged.
In the event of contract termination during the season, all associated merchandise will be forfeited.
TRAINING AND RECREATIONAL PROGRAMS
Training and Recreational dancers must pay a fee equivalent to one month’s tuition to cancel their commitment during the season. Cancellation requests must be submitted in writing at least five (5) business days prior to the next scheduled monthly tuition charge.
Cancellations are discouraged, as these programs are progressive and focus on continued routine development. Mid-season withdrawals require adjustments to choreography and class structure, which may affect the experience of the remaining participants.
Program fees are non-transferable and non-refundable once charged.
In the event of contract termination during the season, all associated merchandise will be forfeited.
DROP-IN CLASSES
Drop-in class fees are non-refundable and non-transferable in the event of no-shows or same-day cancellations. Drop-in classes require a minimum of four (4) registered students at least two (2) hours prior to the scheduled start time.
If a drop-in class is cancelled by the studio due to low enrollment, weather, or unforeseen circumstances, a full refund will be issued.
PRIVATES
Private class fees will be charged up to 2 days prior to the class. Reschedules are acceptable up to 24 hours before your class start time.
Refunds will not be issued, credit can be used towards your rescheduled class. There are no refunds/reschedules for no-shows and cancellations within 24 hours of your booking start time.
INTENSIVES
Once an intensive has commenced, no refunds, credits, or prorated adjustments will be issued if a dancer withdraws or is unable to continue participation for any reason.
MERCHANDISE
All merchandise sales are final sale. No refunds, exchanges, or credits will be issued.
SHOWS AND EVENTS
All ticket sales for UniverseSoul Dance shows and events are processed through a third-party ticketing provider or theatre box office. Any ticket cancellations, refund requests, or exchanges must be submitted directly through the ticketing provider or event space where the tickets were purchased.
By purchasing a ticket, you agree to the refund and cancellation policies set by the ticketing provider or event space.
RENTALS
There are no refunds for bookings canceled within 48 hours of your booking start time or no shows.
See https://www.universesouldance.com/rental-policies for more info.
Cancelations/Reschedules of your rental are acceptable up to 48 hours or earlier before your booking time start. 50% of the rental fee will be returned to you less 4% processing fees by Interac e-transfer.
02 OTHER UV POLICIES
STUDENT SAFETY
COMMUNITY STANDARDS
CODE OF CONDUCT
(COMP AND TRAINING PROGRAMS)
HEALTH AND SAFETY
ANTI-HARASSMENT
03 PRIVACY POLICY
PRIVACY POLICY
UniverseSoul Dance is committed to protecting the privacy of our students, families, staff, and community members. This Privacy Policy outlines how personal information is collected, used, stored, and protected in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA).
INFORMATION WE COLLECT
UniverseSoul Dance collects personal information necessary for program administration and safe participation. This may include names, email addresses, phone numbers, billing and payment information, attendance records, emergency contact details, and relevant medical information.
We may also retain records of communications sent to or received from the studio for administrative, customer service, and record-keeping purposes. Photos and videos may be collected in accordance with consent provided through the Participation Waiver.
Information is primarily collected through our registration and payment platform, including Mindbody, as well as through direct communication with the studio.
HOW WE USE PERSONAL INFORMATION
Personal information is used for legitimate studio operations, including:
Class and program registration
Account management and billing
Communication regarding schedules, events, updates, and promotions
Attendance tracking and program planning
Emergency response and participant safety
Internal analysis to improve services and programming
Where consent has been provided, photos and videos may be used for promotional, educational, or archival purposes.
THIRD PARTY SERVICES
UniverseSoul Dance uses trusted third-party service providers, such as Mindbody, to support studio operations including registration, payment processing, and communications. These providers operate under their own privacy and security policies. UniverseSoul Dance takes reasonable steps to work with providers that uphold appropriate confidentiality and data protection standards.
SHARING OF PERSONAL INFORMATION
UniverseSoul Dance does not sell, trade, or rent personal information to third parties. Information may be disclosed when required by law, in response to legal requests, or when necessary to protect the safety and well-being of participants, staff, or the public.
Limited information may be shared with service providers solely for the purpose of operating the studio, provided that such providers agree to maintain confidentiality.
DATA SECURITY
Reasonable physical, administrative, and electronic safeguards are in place to protect personal information from unauthorized access, loss, misuse, or disclosure. Access to personal information is restricted to authorized personnel who require access to perform their duties.
ACCESS, CORRECTIONS AND CHOICES
Individuals may request access to their personal information or request corrections to ensure accuracy. Requests must be submitted in writing and will be addressed within a reasonable timeframe.
Individuals may opt out of receiving promotional communications by following the unsubscribe instructions included in each email or by contacting the studio directly.
RETENTION OF INFORMATION
Personal information is retained only for as long as necessary to fulfill business, legal, insurance, and regulatory requirements. Information that is no longer required will be securely disposed of.
UPDATES TO THE POLICY
UniverseSoul Dance may update this Privacy Policy from time to time to reflect changes in studio practices or legal requirements. The most current version will be posted on our website. Continued participation in studio programs constitutes acceptance of the current policy.
CONTACT INFORMATION
UniverseSoul Dance
If you have questions or concerns regarding this Privacy Policy or how personal information is handled, please contact: