Family policies 2027.

To help every student enjoy a safe and positive dance experience, please read and become familiar with our studio policies and discuss the relevant expectations with your child. These policies apply to our preschool, recreational and troupe programs, together with your class timetable and any troupe or performance agreement. Program-specific requirements are noted where they apply.

2027 V1

Planetdance Pty Limited | ABN 28 112 403 942
info@planetdancemenai.com.au | 0456 778 867

Your consumer rights

Nothing in these policies excludes or limits rights or remedies under Australian Consumer Law or other applicable law. Where the law entitles you to a refund or another remedy, we will provide it. A studio credit does not replace a refund required by law.

2027 term dates and class fees

Term fees are payable by Friday of Week 2 each term, unless an approved payment plan is in place. Week 1 is the calendar week in which the term begins, including a short opening week. Separate payment dates apply to families using Payment plans.

Registration

An annual registration fee of $45 per student is payable when enrolment is confirmed. This fee is charged once per calendar year and does not apply during a trial.

Preschool packages

Recreational and individual class rates

All prices are in Australian dollars and include GST. The amounts shown are class or program rates; tuition is invoiced by term. Your statement confirms the enrolled classes, applicable package and total term fees.

Payment charges

Planetdance does not charge service charges or terminal fees. Payment-plan setup fees, dishonour fees and late fees apply separately as outlined in Payment plans and Failed payments and overdue accounts.

Troupe fees and additional charges

Troupe class rates

Troupe class discounts

Our multi-class discounts do not apply to Scene & Song or X10. The classes counted, eligible fees and discount are outlined in your enrolment information and statement before enrolment is confirmed.

Concert and costume levies

Concert and costume levies are payable by the dates shown on your statement. The applicable charges, what they cover and how often they apply are outlined in the enrolment or event information before the family commits. Individually purchased costumes are treated as retail purchases.

The concert levy is due with Term 4 tuition on 22 October 2027. The costume-levy withdrawal rules use the Term 3 tuition due date of 30 July 2027. Further information about participation, committed costs and credits is included in Concerts costumes and competitions.

Eligible tuition, costume levies and concert levies may be included in a payment plan. Registration, competition and examination entries, individually priced costumes, uniforms, shoes, tickets and other extras are payable separately.

Enrolment trials and withdrawals

Annual enrolment and term continuation

Enrolment is renewed each calendar year. During the year, students remain enrolled from term to term unless written withdrawal is received by the deadline below. Families receive a reminder before this deadline.

Withdrawing from a class or the studio

Written notice is required when withdrawing from the studio or discontinuing an individual class. Notice must be sent to the main studio email before the first scheduled lesson of each affected class begins in the new term.

Where notice is not received by this deadline, the full term fee for the affected class remains payable by the published billing due date. Attendance at the first lesson confirms the commitment for that term. Absence from the first lesson does not extend the withdrawal deadline.

Exceptional circumstances are considered individually by management, with the decision provided in writing. This term commitment does not limit your rights where the agreed service is not provided or a remedy is available under Australian Consumer Law.

The same withdrawal dates apply to troupe students. Although troupe enrolment carries an annual team commitment, timely withdrawal does not automatically create a fee obligation for future terms. Withdrawal from a compulsory class may affect a student’s eligibility to remain in troupe.

Paid trials

Trial lessons are charged at the regular class price and are available for up to two weeks per individual class. Families wishing to continue are required to confirm enrolment after the trial. Registration is not charged during the trial, and trial attendance alone does not create ongoing enrolment.

Registration and tuition

The annual registration fee is payable upfront when enrolment is confirmed and is charged once per student per calendar year. A student returning within the same year is not charged again.

Tuition is payable by the published term billing date. Students enrolling after this date are required to pay the applicable tuition in full upfront. Mid-term enrolments are charged for the remaining lessons, excluding trial lessons already paid for.

Class transfers

Class transfers are subject to suitability, availability and studio approval. Remaining tuition may be transferred to the new class. Any increase in fees is payable for the remaining lessons; a reduction is credited towards tuition. No adjustment is required where the class fees are the same.

All withdrawals and class-change requests must be emailed to info@planetdancemenai.com.au. The date and time the notice is received applies, regardless of when it is processed by staff.

Payment plans

Eligibility and included charges

We offer payment plans to families whose statement totals $500 or more after credits and discounts. Statements below $500 are not eligible. Extras are included when assessing the statement total, but remain payable separately from the plan.

Costume levies may be included in a payment plan. Individually priced costumes are retail purchases and are payable separately.

Requesting and starting a plan

Payment-plan requests must be received by the first Monday of term so payments can begin on the second Monday. A one-off setup fee of $20 covers the administration required to establish the plan. This is separately itemised and payable with the first instalment.

Instalments are payable weekly on Mondays, from the second Monday of term to the final Monday of term. The eligible balance is divided across the scheduled payments, with the final instalment adjusted for rounding. Your confirmed schedule lists the payment dates and amounts.

Payment plans continue from term to term during the enrolment year while the account remains eligible. Amounts and eligibility are reviewed each term, and the setup fee is not charged again each term. Families whose statement no longer qualifies are notified before the ordinary tuition due date.

2027 payment plan dates

The request deadline is the first Monday falling within the term, as shown above. This differs from the opening calendar week used for tuition billing. For Term 1, requests are due on Monday 1 February and payments begin on Monday 8 February.

The first payment of a new plan includes the one-off $20 setup fee. Payment plans are also subject to the conditions outlined in Failed payments and overdue accounts.

Failed payments and overdue accounts

Failed payments

Payments and dishonour fees are processed manually by studio staff. Cleared payments are checked before a retry so amounts already paid are not charged again. Please notify reception promptly if you make a separate payment while a retry is pending.

Late-payment conditions also apply to overdue instalments. Cancellation of a debit authority does not cancel enrolment or remove an outstanding balance. Please contact reception if an alternative payment method is required.

Late fees

If tuition or an eligible levy is more than seven days overdue, a one-off late fee of 10% applies to the overdue amount. This fee does not repeat weekly or compound, and is not calculated on existing late fees or dishonour fees.

For payment plans, the overdue period begins on the due date of each instalment. Late fees may apply alongside dishonour fees where the conditions are met. The same overdue amount is not charged a late fee twice through both an invoice and an instalment calculation.

Management review and suspension

Accounts that remain overdue for 14 days are referred to management and may result in suspension of attendance. Written notice of suspension includes the outstanding amount, final payment deadline and suspension date, with three calendar days allowed for payment.

Attendance may resume once the overdue balance is paid in full, or an arrangement is approved by management and tuition for all classes scheduled before the return is paid up to date. A new payment arrangement does not permit attendance while fees for prior classes remain unpaid.

A student’s place remains reserved during a payment suspension, and tuition remains payable for the committed term, subject to consumer rights and consideration of exceptional circumstances. If the account remains unresolved at term-end, enrolment ends and the following term is not charged. Existing amounts remain payable, and the outcome is confirmed in writing.

Disputed amounts and financial difficulty

Families who believe an amount is incorrect or are having difficulty meeting payments should contact reception promptly. Management considers individual arrangements and explains the outcome. Genuinely disputed amounts are investigated before collection is pursued. Account matters remain private and are not discussed with other families or passed to parents through students.

Attendance and family account details

Ordinary absences

Tuition is not reduced for holidays, school events or short illnesses. Credits and make-up classes are not available to recreational or troupe students for these absences. Separate credit conditions apply to serious illness and injury.

Preschool make-up classes are available in Terms 1–3, subject to availability. These must be arranged through reception before attendance and used within the same term. Make-up classes are not available in Term 4 due to concert preparation.

Absence notification and late arrival

Please notify the studio of absences through the parent portal or reception. Two consecutive unexplained absences from the same class are followed up by the teacher and reception. Admission to practical class work after a late arrival is at the teacher’s discretion, taking into account safety and the opportunity to complete an appropriate warm-up.

The Assigned Parent

The parent recorded as the Assigned Parent is the contracting account holder and is responsible for fees, routine enrolment communications and the family’s responsibilities under these policies. Additional parent and emergency contacts may be listed in Studio Pro; listing a contact does not make that person responsible for the account.

Planetdance does not divide accounts between parents, negotiate private payment arrangements or mediate family disputes. These arrangements remain the responsibility of the Assigned Parent. Applicable law, court orders and verified collection restrictions continue to apply; the account designation does not determine parental responsibility.

Students aged 18 or over retain their own privacy, consent and complaint rights, including where another person pays their account.

Keeping your information current

Families are responsible for keeping contact, emergency and relevant medical details current through the parent portal or reception, and for checking studio emails and notices. Formal withdrawals, class changes and concert opt-outs must be sent to the main studio email. The date and time of receipt applies, regardless of when staff process the notice.

Discussions with teachers are arranged through the studio. Direct parent–teacher contact is appropriate only for independently arranged private tuition. Parents needing to contact their child during class should contact reception.

Credits cancellations and changes

Serious illness or injury

In the case of serious illness or injury preventing attendance for more than four weeks, a tuition credit may be considered with a supporting medical certificate. Please notify reception as soon as possible. Eligible credits apply from the date notice is received and cover eligible missed classes during the supported absence; earlier absences are not backdated.

Requests meeting these conditions are assessed by reception. Other requests are referred to management for individual consideration. Medical information is shared only where needed for safe participation and administration.

Studio cancellations

Where Planetdance cancels a class, a suitable replacement is offered where possible. If a suitable replacement cannot be provided, a tuition credit applies. Refunds or other remedies are provided where required by law. Please advise reception if a proposed replacement is unsuitable so your circumstances can be considered.

Using credits

Credits may be used towards tuition for the affected student only and cannot be transferred to a sibling or another student. Medical, studio-cancellation, class-transfer and eligible costume-levy or concert-levy credits have no expiry date and may carry across calendar years. These arrangements do not replace statutory refund rights.

Changes to classes or events

Teachers, rooms, timetables and event arrangements may be subject to change. Affected families are notified through the studio’s main communication channels as soon as practical. Please refer to the relevant notice for the arrangements that apply.

Significant changes to prices, commitments or services are communicated before a new commitment or withdrawal deadline where practical. Safety concerns may require immediate changes followed by prompt communication. Where a substantial change affects the service, individual circumstances and applicable cancellation or refund rights are considered.

The use of a qualified substitute teacher does not itself constitute a class cancellation. An online class is not automatically considered an equivalent replacement for an in-person class.

How to make a request

Requests should be emailed to the main studio address with the student’s name, affected classes or event, relevant dates and reason. Reception advises the applicable conditions, any supporting information required and the outcome. The original receipt date remains the notice date, even where assessment takes longer.

Concerts, costumes, and competitions

Concert participation

Concert participation is optional for preschool students. Participation is assumed unless the family advises the studio in writing that they wish to opt out. This arrangement is explained before commitment, with reminders before the relevant charge deadlines. Preschool opt-outs are handled by reception.

Concert participation forms part of recreational and troupe enrolment. Requests not to participate require management approval and do not automatically remove costume or concert commitments. Media arrangements require express acceptance of the relevant participation agreement.

Costume commitments

Costumes are often ordered before a routine is completed. If a costume has been ordered before a student withdraws, the committed cost remains payable and the costume is supplied once paid for. Where the costume has not been ordered and written withdrawal is received before the Term 3 billing due date, an eligible paid costume levy is credited towards tuition.

Withdrawals received on or after the Term 3 billing due date are assessed according to costume commitments already made and costs that can still be avoided. No new order is placed solely to create a charge after withdrawal. Amounts retained are limited to justified commitments, with no double recovery of the same cost. Consumer rights continue to apply.

Competition and examination fees

Competition and examination entry fees are payable separately from payment plans. Competition fees committed or paid before a troupe student withdraws remain the family’s responsibility and are ordinarily not recoverable from organisers. Any recovery or statutory entitlement is taken into account so the same cost is not charged twice.

Concert levy

The concert levy is payable by the Term 4 billing due date. Where written concert withdrawal is received before that date, the levy is removed or credited towards tuition if already paid. Recreational and troupe non-participation also requires management approval. The notice receipt date is recorded separately from the approval date.

Withdrawal on or after the Term 4 billing due date does not automatically remove the concert levy. Committed costs, recoveries and consumer rights are considered individually. Eligible credits have no expiry date and may be used only towards the affected student’s tuition.

Costume and uniform care

Families are responsible for the ordinary care and minor alterations of purchased or supplied costumes and uniforms. Suspected manufacturing faults or incorrect supply should be reported to the main studio email with a clear description and photographs where available. The studio assesses the issue and advises the next step. Photographs are not a condition of a legal remedy, and consumer rights continue to apply.

For 2027, the Term 3 tuition due date is 30 July and the Term 4 tuition due date is 22 October.

Troupe training and private lessons

Placements and prerequisites

Troupe class placements and placement exceptions are approved by the troupe director or coordinator. Exemptions from compulsory prerequisite classes require a director’s approval. Additional rehearsals are approved by the troupe coordinator.

Troupe students are expected to attend regularly, come prepared and participate in required rehearsals and events. These commitments support each student’s progress and the preparation of the whole troupe. Please advise the studio promptly of clashes or extended absences. Performance participation is determined by the student’s safety, preparation and the effect on the team.

Outside training and performances

Troupe students require director permission before taking part in ongoing training elsewhere, one-off workshops, open classes or outside performances. Requests should include the activity, provider, dates and any clashes with studio commitments.

Requests are considered individually, taking into account attendance, safety and studio commitments. Permission applies only to the student, activity and circumstances approved; an exception for one student does not automatically apply to another.

Choreography

Studio-owned choreography must not be used or performed outside authorised studio events, classes or workshops without prior director consent. This also applies to choreography licensed to the studio on restricted terms.

For independently arranged private tuition, ownership and permitted use of choreography should be confirmed in writing with the teacher and any other rights holder. Silence does not transfer ownership to Planetdance.

Independent private lessons

Private tuition is an independent arrangement between the parent and teacher. Prices, lesson arrangements, payment and cancellation terms should be confirmed directly with the teacher before booking. Studio safeguarding, safety, emergency and premises rules also apply to private lessons held at Planetdance.

Rooms for private lessons must be booked by the teacher in advance on a termly basis. Private lessons are required to finish at least five minutes before the room is needed for a regular class. For example, a lesson before a 4:00 pm class must finish by 3:55 pm.

Teacher communication

Studio matters should be communicated through the studio’s official channels. Staff do not contact students directly through personal messages or social accounts, and routine student messages to these accounts may not receive a response. Harm or safety concerns are handled through safeguarding and reporting procedures.

Parents may contact teachers directly to arrange independent private tuition. All other teacher discussions are arranged through the studio.

Arrival collection and emergencies

Before class

Students should arrive no more than 10 minutes before their scheduled class. Supervision is not provided before class, and families are responsible for any supervision their child requires during this time.

Please encourage students of all ages to use the bathroom before class to minimise interruptions. Students are not permitted to enter a classroom without the teacher’s invitation or permission.

Between classes

Students waiting between classes are expected to sit quietly and behave appropriately in reception. Parents are responsible for arranging alternative supervision where their child cannot meet this expectation. Reception is not a separate childcare service.

Collection

Students are to be collected promptly after their class or event. Please contact reception if you are delayed. Students waiting for collection must remain in reception and let staff know if their parent has not arrived. An uncollected child remains safe with staff while the parent or listed emergency contacts are contacted.

Students aged 12 and over may leave independently with parent permission. Families are responsible for agreeing on these arrangements and ensuring their child understands them. Written permission is not required for this ordinary arrangement.

Parent and emergency contacts are recorded in Studio Pro and should be kept current through the portal. If someone outside those contacts is collecting your child, please advise reception by phone or the main studio email. Identification may be requested to confirm the collector’s identity.

Any current court orders or collection restrictions affecting safe release must be provided to the studio. Unclear or unsafe requests, or requests that conflict with a verified restriction, are referred to management and may require police assistance. Planetdance does not mediate family disputes.

Parents wishing to speak with reception are asked to park safely and come into the studio.

Safety concerns

A staff member must be advised immediately if a child is missing, leaves unexpectedly or may be at risk. Protective action may involve management or emergency services. Ordinary independent-departure permission does not apply during an evacuation until release is authorised.

Emergency arrangements

During an emergency, students and families are required to follow staff instructions promptly. Students remain with the supervised group at the assembly point while staff account for those present and arrange safe release. Re-entry to the building or removal of a child from the group requires permission from the responsible staff member.

Evacuation assembly point: across the carpark, beside Six Shooter Café.

An alternative safe route or assembly point may be used if the usual one is unsafe. Children must remain with the group until their release is authorised and recorded.

These arrangements also apply to students aged 12 and over who normally leave independently. During an evacuation, departure requires the coordinator to confirm it is safe, verify the arrangement with the parent and record the student’s departure.

Health injury medication and food

Fitness to attend

The health and wellbeing of our students is important to us. Students with a contagious illness, or who are too unwell to attend safely, should remain at home. Where an illness is minor and non-contagious, students should observe if they are well enough and medical advice allows, particularly before competitions, examinations or performances.

Please notify reception of any illness, injury, allergy, medical condition or change that may affect participation. Details may also be updated through the parent portal. Relevant information is recorded in Studio Pro, with necessary participation instructions shared with teachers through the class manager.

Emergency medication

Families are responsible for providing current action plans, instructions and in-date emergency medication, and advising the studio of changes. Students may keep emergency medication with them. An additional labelled supply, such as an EpiPen, may be kept at reception with family permission.

Routine medication and individual support must be arranged with the studio in advance. Staff administer medication only in an emergency. Emergency treatment and ambulance calls are not delayed while parent permission is sought.

Injury and medical attention

Assistance for an injury or incident is based on its assessed severity and the staff member’s training. Parents are contacted immediately where collection or further medical attention is required. Emergency services are called where needed, with the family notified as soon as practical.

Returning to training and performance

A return to training or performance after injury or significant missed classes is subject to safe participation, rehearsal readiness and the effect on the team. Medical clearance alone does not guarantee an immediate return to a routine or performance. A staged return may be required, with the plan and review timing explained to the family.

Food and allergies

Food should not be brought to the studio unnecessarily. Please consider other students’ allergies when preparing snacks. Families of students with allergies should discuss individual requirements with reception, as Planetdance cannot guarantee an allergen-free environment.

Students should bring a water bottle to class. Food is not permitted in studios or on carpeted areas. Snacks may be eaten in permitted areas, which must be left clean.

Food brought for birthdays or other celebrations must be individually packaged for students to take home. This allows parents to decide whether the item is suitable for their child.

Safe teaching and class presentation

Hands-on instruction

The study of dance and acrobatics may involve hands-on corrections, support and spotting. Teachers explain the purpose of contact and use an approach appropriate to the skill and student. Students are encouraged to tell their teacher if any contact makes them uncomfortable.

Where a skill cannot be taught safely without hands-on support, it cannot be attempted if that support is not permitted. A back handspring, for example, may require spotting. A suitable alternative may be provided. This is a safety requirement and is not used as a punishment.

Physical contact must never be punitive or unnecessary. Staff may take immediate protective action to prevent harm. Any concerns about teaching contact should be raised through reception or the complaints process for review.

Studio uniform

Full studio uniform purchased through the studio is required for classes. Outside branding is not permitted, subject to the ballet alternatives and individual adjustments below. Current garment options are available in our uniform information and studio shop.

Studio T-shirts and cargo pants are suitable for some classes. Where technical visibility or safety requires closer-fitting clothing, the teacher’s notified requirements apply. Loose garments may hide alignment, catch or cover the face during movement, particularly in relevant jazz technique and acrobatics work.

Hair and jewellery

Hair must be secured away from the face and must not be left completely untied. Ballet classes require a bun secured with a hair net and bobby pins. Jewellery is not permitted in class, with small stud earrings the only exception. Watches, including smartwatches, must be removed in accordance with the Phones and Devices policy.

Correcting an issue

Correct uniform, hair, footwear and jewellery are required before joining practical class work. Where an issue cannot be corrected, the student may be asked to observe. Repeated issues are raised with the parent.

Individual Adjustments

Reasonable adjustments may be arranged for medical, disability or other individual support needs. Please contact reception to discuss safe and suitable arrangements for uniform, hair, jewellery or device requirements.

Uniform and footwear requirements

Ballet

Ballet uniform is determined by the student’s ballet level rather than their age group. Leotards are navy below Intermediate Foundation and black from Intermediate Foundation. Ballet tights are required with prescribed ballet attire; a chiffon ballet skirt is optional.

Boys may wear shorts or tights with a white fitted T-shirt or leotard. Navy bottoms are required for RAD Primary–Grade 5, and black for major examination grades. Socks are worn with white or black ballet shoes. Shorts with socks remain an accepted alternative to tights.

Recreational students may wear their usual studio uniform for ballet. Proper ballet attire is recommended but is not compulsory under this alternative.

Preschool programs

Footwear after Ready Set Dance

Capezio is our preferred supplier. Required shoes and Capezio uniform items are available through the studio. Additional footwear requirements may apply to performances and examinations, as outlined in the relevant notices.

Behaviour and respect

All students are expected to be courteous, respectful and considerate of others at Planetdance. Our studio is a shared learning environment, and each student’s behaviour contributes to the safety, wellbeing and progress of the whole class. Families are asked to support the expectations below.

Student behaviour

Listen to teachers and follow instructions.

Speak respectfully to staff and other students.

Respect personal space, belongings and studio equipment.

Keep hands and feet to yourself, except during teacher-directed activities.

Allow others to learn without unnecessary interruptions.

Include and encourage others. Bullying, deliberate exclusion, threats and hurtful comments are unacceptable.

Tell a staff member if something makes you feel unsafe or uncomfortable.

These expectations apply in classes, reception, at studio events and in online interactions involving our studio community.

Behaviour management

Students are expected to respond appropriately to teacher directions and make the required changes to their behaviour. Everyday concerns usually begin with a reminder. Continued or recurring concerns may require further action as outlined below.

Respect safety and working with families

Serious or unsafe behaviour

Physical aggression, threats, serious bullying, unwanted physical contact and behaviour that places someone at risk are not acceptable at Planetdance. Serious incidents may be referred directly to management without earlier warnings.

Unsafe activity is stopped and appropriate supervision arranged to protect those involved. Parents are contacted promptly unless this could increase risk or conflict with police or child protection advice. Child safety concerns are also handled through safeguarding and reporting procedures.

Fair and appropriate responses

Responses to behaviour take into account the student’s age, understanding, individual needs, the circumstances and the impact on others. Students have an opportunity to explain what happened.

Families are encouraged to share information that may help us support their child. Appropriate adjustments and practical strategies can be agreed while maintaining a safe learning environment for everyone.

Students will not be shamed, threatened or physically punished.

Participation restrictions must have a clear reason connected to the behaviour, safety or the student’s ability to participate appropriately.

Working with families

Parents are expected to support respectful behaviour and communicate concerns through reception or the main studio email. Discussions with teachers about behaviour are arranged through the studio.

Please raise concerns with the studio rather than approaching another student directly. Concerns are handled discreetly, and another student’s personal information or disciplinary outcome cannot be shared except where required or permitted by law. Requests for a student’s own records are considered individually, with other people’s information protected as required.

Parent and carer conduct

Parents and carers are expected to treat staff, students and other families respectfully, both in person and online. Safety directions and class expectations must be followed, and teachers must be allowed to teach without interruption. Confronting another student or family about a studio concern, entering class without invitation or pressuring staff for another person’s private information is not acceptable.

Abuse, intimidation, threats, harassment and aggressive behaviour are not tolerated. Staff may end an unsafe interaction and refer it to management. Where justified, conditions may be placed on communication or access, alternative safe collection may be required, or participation or enrolment may be suspended or ended. Serious conduct may require immediate action or police assistance.

Any decision affecting enrolment is explained in writing. Financial consequences are assessed separately under the payment and consumer-rights provisions; immediate safety action does not automatically remove a legal refund entitlement.

Feedback complaints and resolution

We welcome feedback from our families and take concerns seriously. Our complaints process provides a clear way to raise an issue and receive a fair, respectful response. Urgent safety concerns receive immediate attention.

Raising a concern

Concerns should be directed to reception or the main studio email, with details of what happened, when it occurred, who was involved and what you would like us to consider. Staff can assist with recording a concern raised verbally.

Concerns about a staff member may be directed to department management. If a complaint involves the person who would normally handle it, it is referred to another manager or director.

Students may also speak directly with a trusted staff member. Raising a concern in good faith will not disadvantage a student.

Feedback and creative decisions

Routine feedback and suggestions are welcomed and taken on board, but do not necessarily require an investigation or individual discussion.

Student positioning, formations, casting, featured roles and choreography are determined by the teaching team using their professional judgement and considering the routine and group as a whole. These decisions are not open to negotiation or formal complaint review solely because a student or parent would prefer a different position or role.

The studio may acknowledge this feedback by referring to the relevant policy and confirming that no further discussion will be entered into about the creative decision.

Concerns about bullying, discrimination, safety or inappropriate conduct connected with a decision remain subject to the complaints process.

Complaints process

See Safety and privacy in complaints for safety, privacy and access to external assistance.

Safety devices and belongings

Safety and privacy in complaints

Urgent safety concerns should be brought to a staff member’s attention immediately. These matters receive immediate attention and do not wait for the ordinary complaints timeframe. Child safety concerns are also handled through safeguarding and reporting procedures.

Information about a complaint is shared only where needed to assess, respond to or appropriately report the concern. Another student’s or staff member’s private information or confidential disciplinary outcome cannot be provided except where required or permitted by law. Requests for a student’s own records are considered individually, with other people’s information protected as required.

Families may seek assistance from an appropriate external organisation without first completing the studio’s internal process.

Phones and Devices

Phones must remain on silent in the student’s bag and must not be brought into the classroom, unless expressly authorised by the teacher for a learning activity.

We do not recommend students wear watches or other jewellery to the studio or our classes as it hinders the ability to move freely. Watches, including smartwatches, must be removed before class in accordance with our jewellery policy; small stud earrings are the only permitted exception. Smartwatches must not be used for calls, messages or other distractions during class.

Parents needing to contact their child during class should contact reception.

The Individual Adjustments clause applies to agreed medical, disability and support arrangements.

Alcohol drugs smoking and vaping

Alcohol, illicit drugs, smoking and vaping are not permitted on studio premises or at studio events. Attendance under the influence in a way that compromises safety or appropriate conduct is not permitted. This does not prohibit medication used appropriately under an agreed health arrangement.

A breach may result in immediate removal from the activity, suspension or termination of enrolment or access. Where a minor is involved, formal notice is provided to the parent and safe handover is arranged, subject to safeguarding advice. Police may be contacted where appropriate. Refunds and outstanding amounts are considered separately under applicable law.

Belongings and lost property

Please ensure all belongings are clearly labelled and avoid bringing valuables unnecessarily. The studio assists with recovering lost items where possible but does not accept responsibility for loss, misplacement or theft except where liability cannot lawfully be excluded.

Lost property is cleared at the end of each school term. Families are asked to collect items before this time. Owners of named items are contacted, and high-value items are retained securely. Other unclaimed items may be donated after the applicable notice and lawful disposal process. Personal documents are handled separately and are not donated.

Child safety privacy and CCTV

A safe studio community

Planetdance is committed to a safe studio environment where children and young people are heard and treated with respect. Our child-safe practices cover recruitment and screening, staff conduct and training, teaching contact, online communication, complaints, supervision, records and emergency response. Individual needs and concerns are considered, and suspected harm is acted on.

Students may speak with any trusted staff member about a child safety concern. Families may contact a director through reception or the main studio email. Where the concern involves that director, another director or coordinator should be contacted. A concern is not handled by the person it involves.

Immediate danger requires emergency services. External reporting may be made without completing the studio’s complaints process first. Staff follow external reporting requirements as well as internal procedures. A concern raised in good faith will not disadvantage a student.

Personal information

Accurate family and student information is important for safe participation. Families are responsible for keeping contact, enrolment, payment and relevant health information current through the parent portal or reception. This information and attendance records are used to deliver classes, manage accounts and meet the studio’s responsibilities.

Operational family and student records are held in Studio Pro. Administrative records are also stored in Dropbox with access limited to authorised administrative team members. Sensitive matters have more restricted access. Teachers receive information needed for safe teaching, without unrestricted access to family records.

The studio’s current privacy collection information is available through reception, along with assistance with access, correction or privacy-review requests. Identity, authority and other people’s privacy are considered before records are released. Information may be shared with service providers and others where needed to deliver the agreed service, respond to concerns or where required or permitted by law.

CCTV

Our classes are monitored by video CCTV, with a live feed to the office and recording for review when required. Audio is not recorded. Access is limited to authorised directors, management and reception staff for studio duties.

Routine CCTV footage is retained for 48 hours. Relevant footage may be kept longer for an incident, complaint, access request, investigation or legal need. Please notify the studio promptly if footage may be relevant to a concern. The routine overwrite period is not a deadline for making a complaint.

CCTV is used for safety and operational review; it is separate from photography and recording for publicity. Cameras must not be used in toilets or changing areas.

Photography and recording

Ordinary studio photography

Children may be photographed or recorded for ordinary studio promotional purposes. Families may opt out during registration or through the parent portal. Recorded permission is checked before identifiable images are captured or used for this purpose. Please contact reception if a preference needs correcting.

Troupe and performance agreements

Photography and recording form part of troupe training, rehearsals, competitions and studio performances. Acceptance of the disclosed media arrangements, including use on the studio’s public website, social media and marketing channels, is a condition of participation and is recorded in the relevant agreement.

The relevant agreement identifies the program or event, what may be captured, who may capture it and how it may be shared. Express acceptance is required before the family commits. A general portal opt-out does not override uses expressly authorised through a separately accepted agreement; participation alone does not change a recorded preference.

Families with privacy, safety or court-order concerns should contact a director before committing so suitable arrangements can be discussed. Due to the nature of group activities, exclusion from every photograph or recording cannot be guaranteed.

Consent for future use may be withdrawn by contacting the studio. The implications for participation and any workable arrangements are discussed with the family. Requests within the studio’s control and legal obligations are considered and actioned; removal of material already distributed by independent third parties cannot be guaranteed.

Families filming classes and events

Parents are welcome in classes during an invited watching week or other express studio invitation. Photography and recording are permitted only when expressly authorised by the teacher and must be limited to your own child. Photography and recording are not permitted in toilets or changing areas.

Filming arrangements vary by event and are outlined in the relevant instructions. A concert finale may be filmed only where the studio expressly permits it; this permission does not extend to the rest of the concert. Identifiable images of other students must not be posted publicly without appropriate permission.

Changes and acceptance

Families are asked to read the current policies and relevant fees, dates and participation terms before confirming enrolment. These are provided before commitment, with material changes communicated through official studio channels. The enrolment record identifies the policy version accepted. Separate troupe and performance agreements record their own scope and acceptance.