Terms and Conditions

McKinstry Family Karate

Terms and Conditions

Version: V2.0/20022026
Review Date: 12 months from issue

Revision Record

VersionDateChange SummaryV1.015/05/2019Initial Terms and Conditions issuedV2.020/02/2026Full structural revision. Clarified annual programme commitment; introduced fixed-term promotional programme framework (KickStart, Little Dragons, RAID); strengthened cancellation and termination provisions; aligned with Safe Practice, Codes of Conduct and Safeguarding policies

1. Membership Structure & Programme Commitment

1.1. McKinstry Family Karate operates structured training programmes. Standard membership is based on a 12-month programme unless enrolled under a defined fixed-term offer.

1.2. Annual membership may be paid:

  • In 12 equal monthly instalments; or

  • Paid in full at an advertised rate.

1.3. Monthly instalments are calculated on a four-week month basis (48 training weeks per year), accounting for scheduled closures and holiday periods.

1.4. Membership secures access to the structured training programme, not attendance at a fixed number of sessions. Absence due to illness, holidays, or personal reasons does not reduce fees payable.

1.5. All fees must be paid via the agreed payment method at enrolment. Failure to maintain payments may result in suspension of training privileges.

1.6. Fees may be reviewed periodically. Members will receive a minimum of 30 days’ notice of any change.

2. Promotional & Fixed-Term Programmes

2.1. McKinstry Family Karate may offer fixed-term introductory or specialist programmes, including but not limited to:

  • 6 Week KickStart Programme

  • 6 Week Little Dragons Programme

  • 6 Week RAID Self-Defence Courses

  • Three-month trial programmes

  • Seasonal or specialist workshops

2.2. Fixed-term programmes are standalone structured courses with defined start and end dates.

2.3. Fixed-term programmes do not constitute annual membership and do not automatically renew unless a separate membership agreement is entered into.

2.4. Fees for fixed-term programmes are payable in full at enrolment unless otherwise stated.

2.5. Fees for fixed-term programmes are non-refundable once commenced, except in exceptional circumstances at the discretion of the Chief Instructor.

2.6. Promotional incentives or bundled equipment are conditional upon completion of the agreed programme and compliance with its terms.

3. Cancellation by Member

3.1. Annual memberships require one month’s written notice prior to the renewal date.

3.2. No refunds are issued for unused portions of a membership after cancellation.

3.3. Early termination of a fixed-term annual programme will only be considered in exceptional circumstances, including:

  • Serious injury or illness preventing participation (medical evidence may be required);

  • Verified financial hardship;

  • Relocation making regular attendance impractical;

  • Death of the member.

3.4. Early termination requests must be submitted in writing and will be reviewed fairly and proportionately.

3.5. Outstanding fees remain payable where contractual commitments have been entered into.

4. Suspension & Termination by the Club

4.1. McKinstry Family Karate reserves the right to suspend or terminate membership without refund where a member:

  • Engages in unsafe conduct;

  • Breaches safeguarding policies;

  • Repeatedly violates the Codes of Conduct;

  • Fails to maintain payment obligations;

  • Acts in a manner damaging to the safety or reputation of the club.

4.2. Suspension may include:

  • Removal from sparring;

  • Restriction to non-contact training;

  • Temporary exclusion from sessions.

4.3. Terminated members forfeit access to training, grading, online materials, and all membership privileges.

5. Class Cancellations & Closures

5.1. The club may close due to:

  • Public holidays;

  • Severe weather;

  • Instructor illness;

  • Venue issues;

  • Civil unrest or national emergency.

5.2. No refunds or credits will be issued for closures outside the club’s control.

5.3. Where practicable, alternative sessions may be offered but are not guaranteed.

6. Student Licensing & Grading

6.1. Students training beyond introductory level may be required to hold a valid licence where applicable.

6.2. McKinstry Family Karate participates in recognised grading registration systems, including the BMABA Lifetime Student Grading Register.

6.3. Grading eligibility is determined by:

  • Technical standard;

  • Safety and control;

  • Maturity and conduct;

  • Attendance and readiness.

6.4. The Chief Instructor retains final authority in matters of grading and progression.

7. Health, Safety & Assumption of Risk

7.1. Martial arts training involves inherent physical risk, including but not limited to:

  • Sprains;

  • Strains;

  • Bruising;

  • Fractures;

  • Concussion.

7.2. McKinstry Family Karate takes reasonable steps to provide a safe training environment in accordance with its Safe Practice Policy.

7.3. By participating in training, members (or legal guardians where under 18) acknowledge and accept the inherent risks of martial arts training, except where injury results from proven negligence.

7.4. Members must disclose all relevant medical conditions, injuries, or limitations that may affect safe participation.

7.5. In the event of medical emergency, instructors are authorised to seek appropriate medical assistance.

8. Data Protection & Privacy

8.1. Membership data may be processed through third-party management systems (including payment processors and class management platforms).

8.2. Data may be shared with licensing or governing bodies where required for grading and registration purposes.

8.3. All personal data is processed in accordance with GDPR and the club’s Privacy Policy.

8.4. Members may request access to their data in accordance with statutory rights.

8.5. Certain data may be retained where required for safeguarding, insurance, grading integrity, or legal compliance.

9. Intellectual Property

9.1. All written, digital, and video materials remain the intellectual property of McKinstry Family Karate.

9.2. Materials must not be copied, reproduced, shared, or distributed without written permission.

9.3. Access to digital materials is contingent upon active membership.

9.4. Unauthorised use may result in termination of membership or legal action.

10. Pro Shop & Product Sales

10.1. Equipment and apparel sold by the club are subject to statutory consumer rights.

10.2. Items may be exchanged or refunded within 14 days if defective or misdescribed.

10.3. Normal wear and tear is not considered a defect.

10.4. Proof of purchase is required for returns.

11. Policy Acceptance

By enrolling in McKinstry Family Karate, members (or their legal guardians) confirm that they:

  • Have read and understood these Terms and Conditions;

  • Agree to abide by all club policies;

  • Accept the structured nature of the training programme.

McKinstry Family Karate reserves the right to update these Terms periodically. Significant changes will be communicated in advance.