Membership Agreement

This Membership Agreement (“Agreement”), including all schedules, constitutes a legally binding contract between you (“Member,” “you,” or “your”) and PLAY MANDARIN LTD (“Play Mandarin,” “we,” “us,” or “our”), company registered in England & Wales (No. 13866923), with registered address at Highland House, 165 The Broadway, London, SW19 1NE.

By registering as a member and attending any in-person or online class, you acknowledge that you have read, understood, and agree to be bound by this Agreement. Please retain a copy for your records.

1. DEFINITIONS Defined terms used in this Agreement include, but are not limited to:

“Booking”: A reservation made via our Website for classes, facilities, or events.
“Class Fee”, “Joining Fee”, “Monthly Fee”, “Annual Fee”, “Fees”, “Pay-As-You-Go Fee”, “Workshop Fee”, “Holiday Camp Fee”: Fees as specified on the Website or our materials.
“Home Club”: The club location you select as your primary branch.
“Commencement Date”: The date you pay the Joining Fee and first Monthly Fee, or a deferred start date if agreed in writing.
“Membership”/“Member”: Your ongoing monthly subscription to a Play Mandarin Club.
“Partners”: Third-party businesses involved in providing class venues, instructors, discounts, or payment services.
“Premises”: Locations where Play Mandarin or Partners deliver classes.
“Online Classes”: Group classes delivered remotely according to our published online timetable.
“Website”: https://www.playmandarin.co.uk/login

2. DECLARATION OF MEMBERSHIP
2.1 Your Membership commences on the Commencement Date at your selected club and chosen plan (e.g., Unlimited, Pick Your 4).
2.2 You must pay the applicable Joining Fee. Members re-joining may be required to pay it again.
2.3 We reserve the right to amend Fees. Existing Members will receive advance written notice, and changes apply only to new Members unless stated otherwise.
2.4 Prepaid Fees are non-refundable unless otherwise agreed by Play Mandarin.
2.5 14-Day Cooling-Off Period: You have 14 days from the Commencement Date to cancel and receive a refund of your first Monthly Fee, less any face-to-face class fees up to £20 per class. The Joining Fee is non-refundable.
2.6 Members must comply with any separate rules set by Premises or Partners.
2.7 We may refuse Membership applications at our discretion.
2.8 We may alter class times, venues, or types; notice will be provided via email or updates to our booking platforms and social media.
2.9 Parent Members must be over 18 unless otherwise agreed.
2.10 You may be required to present your booking confirmation; failure to do so may result in refusal of entry or services.
2.11 Memberships and credits are non-transferable, for use by registered children only.
2.12 Your data is processed in accordance with our Privacy Policy and any Partner’s privacy policies.
2.13 Payments are handled by third-party processors. We have no access to your payment card details and are not liable for third-party service issues.
2.14 Photography and Video: We may film or photograph classes and use these for promotional purposes, with your consent collected during sign-up. If you object, please notify us.
2.15 Promotional discounts for workshops or camps are subject to availability and may change; refer to the Website for current offers.

3. PAYMENTS & BOOKINGS
3.1 Monthly Membership runs on a rolling monthly basis from your Commencement Date until cancellation.
3.2 Monthly Fees will be automatically debited on the same day each month.
3.3 Bookings must be made via the Website or App. To cancel, you must do so at least 24 hours before class (2 hours for Baby Classes); otherwise, you will be marked as attended and lose that credit.
3.4 Three-strike policy (Unlimited Members only):
If an Unlimited Member books classes and fails to attend without cancelling in time, a three-strike policy will apply. Should three no-shows occur within any one-month period, the member will temporarily lose all membership discount privileges (including, but not limited to, Holiday Camp discounts, workshop offers and sibling discounts) for the following month. During this period, the member will be treated as a non-member for pricing purposes.
3.5 Classes may be taken at any Play Mandarin site.
3.6 Late arrivals: Entry is not guaranteed; no makeup classes or refunds will be provided.
3.7 Late pick-up penalty: £1 per minute. If a child is uncollected 20 minutes after class end and we cannot reach the parent, the authorities may be contacted.
3.8 Holiday Camp late pick-up penalty: Holiday Camp finishes at 3:30 PM. Parents arriving more than 10 minutes late will be automatically charged the full late pick-up fee for that day. Where no late pick-up option is provided at the site, the standard penalty of £1 per minute will apply from 3:40 PM onwards. Parents are responsible for ensuring timely collection.

4. CREDIT & CLASS ACCESS
4.1 Unlimited members have unlimited class access; Pick Your 4 members receive 4 class credits per month, which can be rolled over.
4.2 All Class Pick Your 4 members and Online members automatically have access to Online Classes.
4.3 Baby Packages are restricted to Baby Classes only.
4.4 At age 3, Baby credits are converted to Over‑3 credits at a ratio of 10 Baby credits = 7 Over‑3 credits.
4.5 Credits remain valid during forced class suspensions (e.g., COVID‑19), but not for standard closures (e.g., public holidays).
4.6 Online class credits and free online credits included with Unlimited Plans are non‑rollover.
4.7 The Pick Your 4 pricing reflects a yearly average. Months with fewer classes due to holidays are not discounted, and months with more classes are not charged extra.
4.8 If you run out of credits, you may either upgrade your package or purchase Pay-As-You-Go credits.
4.9 The Pick Your 4 plan does not cover Camps, Workshops, or 1‑to‑1 lessons.

5. MEMBERSHIP VARIATIONS
5.1 The Agreement continues until terminated under these terms.
5.2 We may terminate your Membership if you:
- Breach any term of this Agreement;
- Provide false or fraudulent information;
- Engage in abusive or disruptive behaviour;
- Fail to pay Fees on time;
- Have a Pay-As-You-Go account and haven't attended for 6 months;
- Engage in criminal or illegal activities on-site.

CANCELLATION POLICY

Please note that bookings for Holiday Camps and Workshops are non-cancellable and non-refundable. Once a booking is made, it is considered a confirmed commitment. As we pre-arrange venues, materials, and staffing based on enrolment, we are unable to accommodate cancellations or issue refunds for any reason, including illness, change of plans, or personal circumstances.

Key Terms:

5.3 A full calendar month’s written notice is required via our cancellation form to stop automatic renewals. The notice period is calculated from your next billing date, not the date the notice is given.
5.4 We do not offer refunds for partially used final months. To avoid being charged for the next cycle, please submit your cancellation at least one week before your fee renewal date.
5.5 Pay-As-You-Go memberships end immediately upon cancellation. No refunds will be given for unused credits.
5.6 All credits must be used before your membership ends. Unused credits will not be refunded.
5.7 Holiday Camp and Workshop fees are non-refundable.
5.8 We reserve the right to charge any outstanding fees to your registered payment method.

UPGRADES & DOWNGRADES

5.9 Upgrades take effect immediately upon payment. If a member has already used future-released credits (we release one month’s credits in advance), we reserve the right to charge the pro-rated difference between the previous package and the Unlimited package to reflect the additional access already used.
Please note: Our system releases credits one month in advance. If you have already used credits beyond your paid month and decide to upgrade to Unlimited, we may charge the difference between the previous and new package to ensure fairness. This ensures that members who access more classes than originally paid for are charged appropriately.
For example, if a member on a Pick Your 4 plan (£79/month) has already used 8 classes (2 months' worth of credits) but only paid for 1 month, and then requests to upgrade to Unlimited, we will charge the difference between the £79 package and Unlimited for the additional 4 classes already used.
5.10 Downgrades require one month’s written notice, with effect from your next billing date. Members may downgrade a maximum of twice within a 12‑month period.

FREEZING

5.11 You may pause your Membership twice per calendar year, for up to 3 months each time, with one month’s written notice via our freeze form. Notice period begins from your next billing date. During freezing, bookings are disabled.
5.12 After the freeze period ends, auto‑renewal will resume; failure to renew results in termination and possible re‑joining fee on return.
5.13 Refreshed pricing may apply upon return or unfreezing if Fees change during your break.

6. REFERRALS

6.1 The Refer‑a‑Friend discount applies only if the referred friend signs up and names you at registration.
6.2 Referrer must be an active monthly Member at the time of referral.
6.3 Referral discounts are applied to the next billing cycle.

7. PAY-AS-YOU-GO
7.1 Available only to existing monthly Members.
7.2 You may transfer up to 6 credits from your monthly plan to Pay-As-You-Go; they remain valid for 6 months.
7.3 Pay-As-You-Go Members are not entitled to Member discounts.
7.4 Pay-As-You-Go can be used in conjunction with existing packages as a top-up.

8. TAX-FREE CHILDCARE PAYMENT PLAN
8.1 Play Mandarin accepts Tax-Free Childcare (TFC) payments for selected eligible packages. The standard TFC plan is valid for a fixed term of 4 months.
8.2 This plan does not auto-renew. It is the Member’s responsibility to manually renew before the term ends and to submit the new TFC reference number to Play Mandarin for continued access.
8.3 If the Member renews their package without a gap between terms, unused credits from the previous term may be carried over into the new term.
8.4 If there is a gap between terms and the membership is not frozen in advance, the Member will be required to re-enrol and may be subject to a new joining fee, in accordance with our general membership policies.
8.5 Members may freeze their account (maximum twice per year, up to 3 months each time) if they wish to retain continuity between TFC terms without re-enrolment. Freeze requests must follow the notice period rules outlined in Clause 5.11.
8.6 No refunds will be provided for unused credits once payment has been made, and unused credits expire at the end of each 4-month term, unless carried over under the conditions outlined in Clause 8.3.
8.7 Members under the TFC plan are eligible for holiday camp and workshop discounts during their valid term period, as specified on the Website.

9. AMENDMENTS TO AGREEMENT
9.1 We may vary the terms, including Fees and services, with at least one month’s prior notice. Any changes will apply from the date specified in the notice.

10. MEMBER CONDUCT
10.1 Classes are held at third-party premises; you must abide by their rules.
10.2 Misconduct may lead to immediate termination of Membership.
10.3 Abusive or threatening behaviour is not tolerated.
10.4 We reserve the right to refuse entry or terminate Membership if safety or respect standards are breached.
10.5 Please arrive on time.
10.6 You should consult your GP if you or your child have health concerns before attending.
10.7 All Members must disclose any medical conditions upon joining.
10.8 You must ensure your child is fit to participate and not contagious. If COVID‑19 is suspected, do not attend for at least 7 days.
10.9 Filming or photographing others without consent during our classes is prohibited.
10.10 Sharing images of other children on social media requires consent. Breaches may lead to termination.

11. LIABILITY
11.1 We aim to provide accurate information and deliver services with reasonable care.
11.2 To the fullest extent permitted by law, we (and Partners) disclaim liability for any indirect, incidental, or special losses, even if foreseeable.
11.3 Our liability for breach or negligence is limited to either your total Fees paid in the preceding year or a reasonable sum based on the loss.
11.4 We are not liable for losses caused by you, your child, or unrelated third parties.
11.5 We are not responsible for damage to personal property brought on-site.
11.6 We are not liable for losses due to force majeure (e.g., terrorism, natural disasters).
11.7 Attendance at events is at your own risk.
11.8 For Online Classes, you participate in a safe environment and at your own risk; you waive claims for injury arising from participation.
11.9 Nothing limits liability for death or personal injury caused by our negligence, or any liability which cannot be excluded under law.

12. MISCELLANEOUS
12.1 No third-party rights (except Partners) are conferred by this Agreement.
12.2 You agree to indemnify us against any claims arising from your breach of this Agreement.
12.3 Membership is non‑transferable. We may assign our rights or obligations with notice.
12.4 This Agreement supersedes all prior agreements.
12.5 Governed by English law; disputes referred to English courts.
12.6 For any issues, contact your Club office by email.

13. PARKING

13.1 Some of our venue locations may have free or paid parking nearby, but Play Mandarin is not responsible for ensuring the availability of parking spaces at any venue.
13.2 While we may occasionally be able to offer access to limited parking spaces, these are not guaranteed and are provided as a courtesy only.
13.3 Play Mandarin does not accept responsibility for any damage to, or theft from, vehicles parked near our premises or partner locations.
13.4 Members are solely responsible for complying with local parking regulations. We are not liable for any parking fines or penalties incurred.

Effective Date: Updated on 1 July 2025 (subject to future amendments)

Membership Agreement

13. PARKING

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