Please read them carefully before completing your booking.

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1. Bookings

All SHMA classes, programmes and memberships must be booked in advance. Places are allocated on a first-come, first-served basis and remain subject to:

• Class availability

• Student age

• School year, where applicable

• Belt grade

• Class suitability

• Instructor approval, where applicable

Submitting a booking form does not automatically guarantee a place. Once SHMA receives a booking, we aim to respond within 24–72 hours.

If the requested booking is accepted, the parent/member will receive a payment link by text message. Payment must be completed within 24 hours of receiving the payment link. If payment is not received within this period, the booking will become void and the place may be made available to another student. A booking is confirmed once the required payment has been received or, where applicable, the student's Ongoing Monthly Membership has been activated.

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2. Payment Options

SHMA offers Termly Payments and Ongoing Monthly Memberships, depending upon the class or programme selected.

After-School Classes. 

After-School Programmes are booked and paid in advance on a termly basis. A £1 SHMA Membership & Martial Arts Insurance Fee per student, per school term applies to termly bookings.

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Evening & Weekend Classes

Eligible Evening and Weekend classes may be paid:

• Termly in advance, or

• Through an Ongoing Monthly Membership by Direct Debit.

Students must have the appropriate SHMA Membership and Martial Arts Insurance in place while training. Outstanding fees may result in training being suspended until the student's account has been brought up to date.

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3. Evening & Weekend Class Payment Options

Students attending the following classes may choose Termly Payment or Ongoing Monthly Membership:

 

Monday

5:45pm–7:00pm
6:45pm–8:00pm

 

Tuesday

5:45pm–7:00pm
7:00pm–8:30pm

 

Friday

5:45pm–7:00pm
6:45pm–8:00pm

 

Saturday

9:15am–10:30am
10:15am–11:45am

 

Eligibility remains subject to the student's age, belt grade, class suitability, capacity and instructor approval, regardless of the payment option selected.

 

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4. Ongoing Monthly Membership

Monthly Memberships operate on a rolling basis and are payable by Direct Debit. Membership fees are calculated using SHMA's 40–42 week training year and divided into regular monthly instalments. Monthly payments contribute towards the overall annual training programme and do not represent payment for a specific number of classes within an individual calendar month.

 

Monthly Membership includes:

• SHMA Student Membership

• SHMA Martial Arts Insurance

• The student's booked weekly training allocation

 

These benefits remain active provided membership payments are up to date and the membership has not been suspended, held or cancelled.

 

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5. August Payment & SHMA Student Credit

Monthly Membership students are not charged a training membership fee for August. Instead, the regular Direct Debit payment collected in August is placed into the individual student's SHMA Student Credit Account. The August Direct Debit is therefore not payment for August training.

 

The full amount is held as Student Credit for that student and may be used towards eligible SHMA costs, including:

• Level or Gup Gradings

• SHMA Uniform

• Protective equipment and other kit

• Workshops

• Other eligible SHMA activities

• TEMAS Membership when the student reaches Black Belt, where applicable

 

Student Credit When Leaving SHMA

If a student leaves SHMA with an unused eligible balance in their SHMA Student Credit Account, the parent/member may request a refund of the remaining balance. A refund request should be made in writing to SHMA within six months of the student's final membership date. Refunds are not processed automatically. The parent/member is responsible for contacting SHMA in writing and initiating the refund request. Before a refund is processed, SHMA will reconcile the student's account. Any outstanding membership fees or other amounts properly due to SHMA may be taken into account when calculating the final refundable balance, subject to applicable law. Any remaining credit following the six-month period will be dealt with in accordance with applicable consumer law.

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6. Membership Changes, Holds & Cancellations

A minimum of 20 days' written notice by email is required to:

• Cancel a Monthly Membership

• Reduce the number of booked classes

• Request a Membership Hold

 

Membership fees remain payable throughout the applicable notice period. Cancelling a Direct Debit does not constitute cancellation of membership and does not remove responsibility for fees properly due under these Terms & Conditions. A cancellation, reduction or approved hold will take effect once it has been processed and confirmed in writing by SHMA. Any approved Membership Hold will be subject to the conditions and dates agreed in writing by SHMA. Where membership is cancelled, the student's final membership date will be determined after the applicable notice period and outstanding payments have been taken into account.

 

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7. Membership Holds, Insurance & Training

Monthly Membership includes the student's SHMA Membership and Martial Arts Insurance. When a Monthly Membership is placed on an approved Hold, the student's active membership and insurance associated with that Monthly Membership are also placed on hold. The student therefore cannot attend SHMA training while their Monthly Membership is on hold.

 

This includes using:

• Personal Catch-Up Classes

• SHMA Make-Up Class Vouchers

• Additional training sessions

 

Students may resume eligible training once their Monthly Membership, SHMA Membership and Martial Arts Insurance have been reactivated.

An approved Membership Hold does not automatically extend the expiry date of an existing SHMA Make-Up Class Voucher.

 

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8. Termly Bookings

Termly bookings reserve the student's place within their selected class for the applicable SHMA training term. Termly fees are payable in advance.

Once a termly booking has been confirmed, payments are non-refundable and non-transferable except where required by law or where SHMA agrees otherwise in writing. A booked place cannot normally be exchanged for another permanent class, day or programme unless agreed by SHMA.

Students who personally miss a class may, however, be eligible to use the Catch-Up Class system described below. Termly students pay the applicable £1 SHMA Membership & Martial Arts Insurance Fee per student, per school term.

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9. Attendance & Punctuality

Students are expected to attend regularly and arrive on time and ready to train. Late arrivals may not be permitted to join a class where doing so could:

• Compromise safety

• Mean the student has missed an essential warm-up

• Disrupt the lesson

• Adversely affect other students

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Persistent lateness may result in the student's class allocation being reviewed or the student being transferred to a more suitable class. Parents of After-School students are asked to notify SHMA if their child will not be attending. This is particularly important because booked After-School students are checked against our register and SHMA will make enquiries regarding a child who was expected to arrive from school but has not arrived.

 

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10. Personal Catch-Up Classes — Termly Students

Students attending an After-School class on a Termly Booking may catch up a class they personally miss for reasons such as:

• Illness

• School trips

• Sports events

• Dentist or medical appointments

• Family commitments

• Other personal reasons

 

The Catch-Up Class must be taken at a suitable SHMA class during the same training term. The requested class must be appropriate for the student's:

• Age

• School year, where applicable

• Belt grade

• Training level

 

It is also subject to available class capacity. Parents must request a Catch-Up Class through the Contact Us form on the SHMA website, stating the day and class time they would like the student to attend. The Catch-Up Class must be confirmed by SHMA before attendance.

 

End of Term

All personal Termly Catch-Up Classes must be used by the final day of that SHMA training term. After the final training day, unused personal Catch-Up Classes become void and cannot be:

• Transferred into the following term

• Exchanged for a refund

• Exchanged for Student Credit

• Used as a discount against the following term

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11. Personal Catch-Up Classes — Monthly Students

Monthly Membership students who personally miss a regular class may attend an additional suitable class in accordance with their booked weekly/monthly training allocation. For example: A student booked for one class per week who misses one week's class may attend two suitable classes the following week.

Personal Catch-Ups should normally be used within the same monthly payment period. Where the missed class falls during the final week of the month, SHMA will allow the Catch-Up Class to be used during the first week of the following month. Students booked for two classes per week may be given an additional month to use a second outstanding Catch-Up Class. All unused personal Monthly Membership Catch-Up Classes become void at the end of SHMA's annual payment/training year on 31 August. Catch-Up Classes remain subject to age, grade, class suitability and available space.

 

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12. Classes Cancelled by SHMA — Make-Up Vouchers

A class cancelled by SHMA is treated differently from a class personally missed by a student. Where SHMA cancels a student's booked class, SHMA will normally issue a SHMA Make-Up Class Voucher. One applicable SHMA cancellation provides a Make-Up Class Voucher valid for 6 months.

Where SHMA cancels a second applicable class during the same term, a further 6 months may be added, providing up to 12 months in which to use the applicable Make-Up entitlement. Once the applicable expiry date has passed, the Make-Up Voucher will no longer be valid, subject to applicable consumer rights.

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Membership Holds

A SHMA Make-Up Class Voucher cannot be used while a Monthly Membership is on hold, because the student's Monthly Membership includes their active SHMA Membership and Martial Arts Insurance. The voucher's original expiry date will continue to run during the Membership Hold and is not automatically extended. If the student's Monthly Membership is reactivated before the voucher expires, the remaining valid voucher may then be used.

 

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13. Holiday Camp Week Training

SHMA may schedule one or two additional classes during Holiday Camp weeks for Monthly Membership students. These classes provide additional training and opportunities to use eligible Catch-Up Classes or Make-Up Vouchers. Holiday Camp week classes may take place on different days or at different times from the student's regular class. Parents should check the SHMA Online Calendar for available dates and times.

 

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14. Class Changes, Cancellations & SHMA Calendar

SHMA may make reasonable changes to class times, instructors, venues or timetables where necessary. Classes may occasionally be affected by circumstances including:

• Venue or school hall problems

• Instructor illness

• Adverse weather

• Emergencies

• School requirements

• Other unforeseen circumstances

 

Where reasonably practicable, SHMA will provide advance notice of changes.

 

SHMA Online Calendar

The SHMA Online Calendar is the official reference for SHMA training dates. The calendar contains:

• Class and attendance dates

• Term dates

• Belt Gradings

• Holiday Camps

• Workshops

• Competitions

• Special events

• Class adjustments and cancellations

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Parents should click on the individual calendar box to view all information for that date.

 

Calendar Colours

ORANGE — Something has changed. One or more classes on that day have been adjusted. Open the calendar entry to see what has changed.

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RED — All classes cancelled. All SHMA classes scheduled for that day have been cancelled.

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Parents are encouraged to check the calendar every few weeks in case an email has been missed or overlooked. Students attending 5:45pm, 6:45pm and weekend classes are required to check the calendar on the day of training before travelling. Last-minute changes can occasionally occur due to circumstances such as instructor illness or venue problems.

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SHMA Dates May Differ from School Dates

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SHMA training dates may differ from the dates used by the school or other clubs. Our training calendar is structured to maintain the training time required for student development and grading preparation and to maximise appropriate training periods throughout the year. Regular training helps students maintain and develop their:

• Strength

• Flexibility

• Fitness

• Technique

• Martial arts knowledge

 

Parents should therefore always use the SHMA Online Calendar rather than assuming SHMA follows the school's training dates.

 

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15. Grading Eligibility

Attendance alone does not automatically make a student eligible to grade.

Students must:

• Complete the appropriate time in grade

• Meet the required technical standard

• Demonstrate the applicable syllabus requirements

• Demonstrate appropriate martial arts knowledge

• Receive instructor approval

 

Students must also have the protective equipment required for their stage of training.

 

Sparring Equipment & Grading

Full sparring protection is required from 8th Gup Orange Belt. Free Sparring forms part of the syllabus requirements for progression beyond this stage.

A student without the required sparring pads may continue attending classes and participating in appropriate structured Sparring Focus training, but cannot progress beyond the applicable grade until they have the required protective equipment and can participate in Free Sparring.

 

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16. SHMA Uniform & Protective Equipment

New students may initially train in their school PE kit. Most families purchase the SHMA Uniform and Protective Head Guard approximately 3–4 weeks after starting. The official SHMA Uniform and Protective Head Guard are required before beginning the student's second term, or earlier where the student intends to undertake a Level or Gup Grading during their first term. Only current approved SHMA uniforms may be worn.

This includes:

• Current SHMA logo

• Approved badges

• Black martial arts trousers

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A second-hand SHMA uniform obtained from a former student may be worn provided it meets the current SHMA uniform requirements. Additional protective equipment is introduced as students progress through their grades. SHMA will prevent participation in an activity where a student does not have the required clothing or protective equipment to participate safely.

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17. Drop-Off, Collection & Attendance

For After-School classes, younger students are brought to the SHMA class and older students who are permitted to do so may make their own way to the class. All booked students are checked against the SHMA attendance register. If an expected student has not arrived, SHMA will make appropriate enquiries to establish their whereabouts. Parents should therefore notify SHMA by text when their child will be absent.

 

Collection Permission

Parents/guardians must identify the people authorised to collect their child. If a person who was not included as an authorised collector on the student's application will be collecting the child, SHMA must receive the change in writing by text or email before collection. For a same-day change, parents are asked to text SHMA using the same number used for absence notifications.

 

The message should include:

• Student's name

• Name of the person collecting

You will receive a simple "Thankyou" reply to indicate we have received your message.

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A student may only leave the premises unaccompanied where the parent/guardian has provided SHMA with the appropriate permission.

 

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18. Collection Windows & Late Collection Fees

All classes have a designated 5–10 minute collection window. Parents/guardians are responsible for arranging collection within the applicable collection period. Once the designated 10-minute collection window has passed, the following Late Collection Fees apply:

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Up to 5 minutes late — £1
6–10 minutes late — £3
11–20 minutes late — £5
21–30 minutes late — £8
31–45 minutes late — £12
46–60 minutes late — £15

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Late Collection Fees apply regardless of the reason for late collection, except where SHMA determines that exceptional circumstances apply. Outstanding Late Collection Fees must be paid in accordance with these Terms & Conditions before the student attends further classes. Parents are encouraged to nominate a suitable Class Buddy/alternative authorised collector who may collect their child if the parent is unexpectedly delayed.

 

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19. Vehicle Access

Only students/families with an approved and signed SHMA Vehicle Access Application may use a vehicle to enter the school premises for drop-off or collection. Strict safety protocols apply to all persons driving onto school premises. Parents requiring vehicle access should contact SHMA. A PDF Vehicle Access Application Form will be provided and must be completed, signed and returned as a hard copy before permission is granted.

Submitting an application does not itself grant permission to drive onto the premises.

 

Vehicle access is only available during the permitted periods:

Monday–Friday — after 6:00pm
Weekends — after 8:30am

 

Approved vehicle access does not permit entry outside these times.

 

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20. Student, Parent & Spectator Conduct

Students, parents/guardians and spectators are expected to:

• Treat instructors, students, parents, visitors and venue staff with courtesy and respect

• Follow reasonable instructions given by SHMA instructors and staff

• Behave safely and responsibly

• Respect SHMA safeguarding and venue procedures

• Refrain from bullying, discrimination, harassment, abusive language, threatening behaviour or unnecessary disruption

 

SHMA may refuse entry, suspend participation or terminate membership where there are reasonable grounds to consider behaviour unsafe, seriously inappropriate, abusive or detrimental to the welfare of students, instructors or the effective running of SHMA. Where reasonably practicable, SHMA will explain the concern and provide an opportunity for it to be addressed before further action is taken. Serious safeguarding, safety or misconduct concerns may require immediate action.

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21. Membership Benefits & Eligibility

Any class access or other benefit included within a particular membership remains subject to:

• Age

• Belt grade

• Class suitability

• Class capacity

• Instructor approval

• Active SHMA Membership

• Active Martial Arts Insurance

• Membership payments being up to date

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Where a Monthly Membership is suspended or placed on Hold, benefits requiring active membership and insurance are also suspended for the applicable period.

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22. Changes to These Terms & Conditions

SHMA may update these Terms & Conditions where reasonably necessary, for example because of changes to our services, timetable structure, venue requirements, insurance requirements or applicable law. Where a change materially affects an existing student's ongoing membership, SHMA will provide reasonable notice where required and will not use this provision to remove or restrict statutory consumer rights. The current version of the Terms & Conditions will be made available to parents/members.

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23. Statutory Rights

Nothing in these Terms & Conditions is intended to exclude or restrict any rights that a consumer has under applicable law.

Where any provision of these Terms & Conditions conflicts with a consumer's statutory rights, those statutory rights will apply.

 

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24. Acceptance of SHMA Terms & Conditions

By submitting a booking, the parent/guardian or adult student confirms that they have had the opportunity to read and understand the applicable SHMA Terms & Conditions, policies and booking information.