Terms and Conditions for Classes, Events and Website Use
Khalsa Panth Academy®
Registered Charity in England and Wales, Charity Number 1219689
Version: October 2026
Approved by trustees: October 2026
Next review: 12 months from approval, or sooner if required
1. About Khalsa Panth Academy®
Khalsa Panth Academy® is a registered charity in England and Wales, Charity Number 1219689. We operate as an after-school and weekend supplementary education and tuition centre.
Our activities include Sikh education, Gurbani, Gurmat Sangeet, Kirtan, Sikh musical instruments, Punjabi language, Sikh history, Sikh values, Gatka as Sikh heritage learning, youth learning and supplementary academic tuition such as 11 Plus, GCSE and A-level support where suitable tutors are available.
Khalsa Panth Academy® is not a full-time school, independent school, childcare provider, general sports club, fitness club, community centre or public hall hire organisation.
2. Registration
Parents or carers must complete a registration form before a child attends regular classes. Adults attending their own classes may complete their own registration.
Registration information must be accurate and kept up to date, including emergency contacts, medical needs, allergies, collection arrangements and consent choices.
Khalsa Panth Academy® may refuse or withdraw a place where it is necessary for safeguarding, safety, suitability, capacity, unpaid fees, behaviour or the proper running of the charity.
3. Attendance and punctuality
Learners should attend regularly and arrive on time. Parents and carers must collect children promptly at the end of sessions unless written arrangements have been agreed.
If a learner will be absent, parents or carers should inform Khalsa Panth Academy® as soon as reasonably possible.
4. Classes and learning
Khalsa Panth Academy® aims to provide structured learning with clear aims, suitable supervision and feedback. Classes may be group sessions, small group sessions or one-to-one sessions where appropriate.
Class availability depends on demand, tutor availability, room availability, safeguarding requirements and trustee approval.
Gatka is offered only as Sikh heritage learning, discipline and cultural education. It is not offered as a separate sports club, combat sports programme or fitness programme.
5. Fees and payments
Where fees apply, they must be paid by the due date. Fees help cover teaching, premises, resources, safeguarding, insurance, administration and other running costs.
Compulsory class fees are not donations. Donations are separate voluntary gifts and will be handled under the Fundraising and Donations Policy.
Khalsa Panth Academy® may pause attendance where fees remain unpaid and no arrangement has been agreed.
6. Cancellations, missed sessions and refunds
If a learner misses a session for personal reasons, Khalsa Panth Academy® will not normally provide a refund or replacement session unless trustees or management agree otherwise.
If Khalsa Panth Academy® cancels a session, we will try to provide a replacement session, credit or reasonable alternative where practical.
Cancellation notice for regular classes should be given in writing. The notice period will be stated in the relevant registration or fee information.
7. Fee support
Khalsa Panth Academy® aims to keep learning accessible. Where a family is struggling financially, they may contact Khalsa Panth Academy® confidentially to ask about fee support, reduced fees, sponsorship or other help where funds allow.
Fee support is not automatic and will depend on need, available funds, trustee-approved criteria and fairness to other learners.
8. Behaviour and respect
Learners, parents, carers, staff, tutors, volunteers and visitors must behave respectfully. Bullying, harassment, discrimination, aggression, intimidation, abuse or unsafe behaviour will not be accepted.
Khalsa Panth Academy® may issue warnings, ask a person to leave, suspend attendance or end participation where behaviour creates risk or disrupts learning.
9. Safeguarding
Khalsa Panth Academy® has a Safeguarding and Child Protection Policy. All adults working with or around children must follow it. Parents and learners should raise any safeguarding concern without delay.
Adults must not use private contact with children outside approved academy arrangements.
10. Health and safety
Everyone must follow health and safety instructions. Khalsa Panth Academy® may refuse participation in an activity if it believes there is a safety risk, unsuitable behaviour, missing consent, or a medical issue that has not been properly addressed.
11. Equipment and instruments
Where Khalsa Panth Academy® lends or hires equipment or instruments, they must be used responsibly and returned in good condition. Damage, loss or misuse may result in charges or loss of future borrowing rights.
Equipment must only be used for approved educational purposes.
12. Photos, videos and publicity
Photos and videos of children will only be used where suitable consent has been obtained. Parents and visitors must not publish images of other children without permission.
13. Website use
Website content is provided for general information. Khalsa Panth Academy® may update classes, fees, policies, timetables and information from time to time.
Users must not misuse the website, submit false information, attempt unauthorised access, or use website content in a way that harms Khalsa Panth Academy® or others.
14. Liability
Khalsa Panth Academy® will take reasonable care in delivering its activities. However, participation in classes, events and activities requires learners, parents and visitors to follow instructions and act responsibly.
Nothing in these terms limits any legal responsibility that cannot lawfully be limited.
15. Changes to these terms
Khalsa Panth Academy® may update these terms when needed. The latest version will be published on the website.
