Terms & Conditions – The Youles Academy of Martial Arts (YAMA)

These Terms & Conditions outline the expectations, commitments, and policies for students and parents enrolling in martial arts classes with The Youles Academy of Martial Arts (YAMA). By signing up for membership, you agree to the following:

1. Membership & Enrolment

• All students (or parents/guardians for under 18s) must complete a registration form before attending classes.
• Membership operates on a rolling monthly basis, with fees payable in advance.
• There is no notice period required to cancel membership. To cancel, students/parents must email office@theyama.co.uk and cancel their direct debit with their bank. No refunds will be issued for overpaid fees due to uncancelled direct debits.
• Students may join at any time during the year, subject to available spaces.
• YAMA reserves the right to refuse membership or remove students who fail to adhere to these terms.

2. Training & Attendance

• Students must arrive on time, dressed appropriately and ready to train.
• Missed classes can be made up at any of our 15 locations, subject to availability.
• If a student is unable to attend for an extended period, instructors should be informed.
• Regular attendance is encouraged to ensure steady progress.

3. Insurance

• All students are required to have valid training insurance. Insurance fees are due between February & March each year and can be purchased via our online store. Insurance is included for all new starters and YAMA will contact members when insurance premiums are due.
• Failure to purchase insurance within the required period will result in the insurance premium being added to the member's next direct debit payment.
• All insurance fees are non-refundable.

4. Health & Safety

• Students must follow all safety instructions provided by instructors.
• Protective gear (e.g., gloves, shin guards, mouthguards) is mandatory for sparring.
• Upon reaching the Orange grade, students must purchase their own protective equipment.
• Martial arts is a physical activity, and while safety measures are in place, minor injuries may occur. Participation is at the student's own risk.
• Any pre-existing medical conditions or injuries must be disclosed to the instructor before training.

5. Behaviour & Conduct

• Respectful behaviour towards instructors, fellow students, and staff is expected at all times.
• Students must bow in and out of the training hall.
• Instructors must be addressed as "Sir" or "Miss."
• Bullying, aggression, or misconduct will not be tolerated and may result in suspension or termination of membership.
• Students are expected to follow class etiquette, listen to instructors, and show discipline.

6. Uniform & Equipment

• Students must wear the official YAMA martial arts uniform and belt unless otherwise instructed.
• Hair must be tied back, and fingernails and toenails must be kept short to prevent injuries.
• Training is conducted barefoot unless an exception is granted for medical reasons.
• Any lost or damaged equipment must be replaced at the student's expense.

7. Payments & Fees

• Monthly membership fees are due on the agreed payment date.
• Late payments may result in suspension from training until fees are settled.
• Refunds will not be provided for missed classes, but students are encouraged to attend alternative sessions where available.

8. Class Closures & Cancellations

Scheduled Closures

• Classes will be closed for a total of four weeks per year:
  • One week in the Easter holidays
  • One week in the Summer holidays
  • Two weeks at Christmas/New Year
• Please see the instructor for full closure details.

Class Cancellations

• While we always strive to keep classes running, YAMA reserves the right to cancel classes due to unforeseen circumstances such as:
  • Instructor illness
  • Timetable clashes with venues
  • Severe weather conditions
• No refunds will be issued for cancelled classes, but students may make up missed sessions at any of our 15 locations.

9. Gradings

• Gradings are held every 12-14 weeks at each training location.
• Instructors determine which students are eligible to grade.
• Grading fees are payable on the day (cash only).
• The examiner’s decision is final.
• No parents are allowed in the grading exams.
• Grading results will be announced one week prior to the exam. Students who do not pass will be contacted before the presentation date with feedback on their exam.
• Parents must collect their child from the examiner at the end of the exam—students will not be allowed to leave the hall unattended.

10. Complaints & Disputes

• Any formal complaints must be submitted in writing to office@theyama.co.uk.
• Parents/students must not raise concerns with the instructor at the side of the hall during or after classes. All concerns should be directed through the appropriate channels via email.
• Complaints will be reviewed and responded to in a timely manner.

11. Safeguarding & Child Protection

• The safety and well-being of our students is our top priority.
• Our Safeguarding Policy and Risk Assessment are available upon request.
• All instructors and assistants working with children are DBS-checked, First Aid Trained and follow strict safeguarding procedures.
• Any safeguarding concerns should be reported immediately to the academy via office@theyama.co.uk.

12. Liability & Insurance

• YAMA holds Public Liability Insurance; however, all students (or parents) acknowledge that martial arts carries inherent risks.
• YAMA is not liable for any injuries sustained during training, except in cases of proven negligence.
• Students train at their own risk and are responsible for their own safety and well-being.
• Personal belongings remain the responsibility of the student. YAMA is not liable for lost or stolen items.

13. Photography & Media Consent

• Photos and videos may be taken during classes, gradings, and events for promotional purposes.
• Parents/guardians who do not wish their child to be photographed must inform YAMA in writing.

14. Termination of Membership

• YAMA reserves the right to terminate a student’s membership due to:
  • Repeated non-compliance with the rules
  • Failure to pay fees
  • Misconduct or disruptive behaviour
• No refunds will be issued for termination due to misconduct.