Withdrawal and Cancellation

Definitions

Registration
The process of establishing a client identity and account containing client/family details

Class
Teaching a group of students

Lesson
Teaching one (private), two (semi-private) or three (trio) students

Enrolment
The process of selecting and paying for a class/lesson. Enrolment can take place at the same time as registration.

Withdrawal
A student enrolled in any Place des Arts program requesting to cancel the enrolment and receive a refund.

Withdrawal fee for Sep-Jun classes
A fee equal to one class fee will be charged to students withdrawing from Sep-June classes.

Cancellation
One or more class(es)/lesson(s) or an entire set of class(es)/lesson(s) cancelled by Place des Arts for one of the following reasons:

Enrolment fails to meet or declines below the minimum number determined by the Contracting Teacher
The Contracting Teacher is unable to teach due to scheduling conflicts or illness
Closure of the Place des Arts facility due to unforeseen circumstances such as fire, flood, power outage, inclement weather or any other circumstances beyond the reasonable control of Place des Arts

Make-up
Class(es)/lesson(s) offered to students in lieu of cancelled class(es)/lesson(s) as noted above.

Modifications
A date, time and/or fee change that is made to the original class/lesson enrolment.

Missed Class(es)/lesson(s)
Class(es)/lesson(s) not attended on the initiative of the student (e.g. illness, going away on vacation).

Refund
The return of class(es)/lesson(s) fees to the student. A refund can be issued by Place des Arts cheque, credited back to the credit card used to make the original payment or credited to the student’s Place des Arts account.

Trial private lesson
One or two paid private lesson(s) to determine if there is an interest in the teacher and/or instrument before committing to enrolment.

Service Fee
A fee charged for NSF cheques, declined credit card payments and customer enrolment modifications.

Online Processing Fee
A non-refundable fee charged to clients enrolling on-line. This fee is charged and collected by The Active Network Inc., Place des Arts’ online registration software provider. Place des Arts cannot refund this Convenience Fee for withdrawals or cancellations.

Cancellation and Withdrawal Policy

Cancellations
If one or more class(es)/lesson(s) is cancelled by Place des Arts due to low enrolment or a facility closure, a full or partial refund of the Place des Arts fees will be granted or, in some circumstances, make-up(s) will be scheduled. If make-up class(es)/lesson(s) cannot be accommodated by Place des Arts or the teacher, or the student is unavailable to attend the make-up class(es)/lesson(s), a refund of the class/lesson fees will be granted.

If individual class(es)/lesson(s) are cancelled due to teacher absence, a refund of the class/lesson fees will be granted or a qualified substitute will teach the class(es)/lesson(s) or, in some circumstances, make-up(s) will be scheduled. If make-up class(es)/lesson(s) cannot be accommodated by Place des Arts or the teacher, or the student is not available to attend the make-up class(es)/lesson(s), a refund of the class/lesson fees will be granted.

Missed class(es)/lesson(s)and trial private lessons
No refunds or make-ups will be granted for class(es)/lesson(s) missed on the initiative of the student/parent.

Cancellations of Summer Fun Art Camp Classes
If the Summer Fun! art camp class(es) or workshop is cancelled by Place des Arts, due to low enrolment, facility closure or teacher absence, a full or partial refund of Place des Arts fees will be granted.

Missed camp classes
No refunds will be granted for camp classes missed on the initiative of the student/parent.

Withdrawal for private, semi-private and trio lessons
A student may withdraw from private, semi-private or trio lessons with two paid lessons notice. Notice must be provided to the Registration Desk, over the phone or via email to info@placedesarts.ca. Place des Arts will return any remaining post-dated cheques or payments once the two paid lessons notice period has lapsed. Students may attend these lessons if they so choose. The registration and administration fees are non-refundable. Deposits and production fees for dance are refunded as listed below.

Withdrawal for Sep-Jun classes and ensembles
A student may withdraw from Sep-Jun classes at any time. A withdrawal fee equal to one class fee will be charged. Notice must be provided to the registration desk, over the phone or via email to info@placedesarts.ca. Place des Arts will return any remaining post-dated cheques or payments once the final class has been attended. The registration and administration fees, and any applicable supply fees, are non-refundable. Deposits and fees for dance and theatre classes are refunded as listed below.

Withdrawal from trial private lesson
A student may withdraw up to two (2) days prior to the trial lesson. No refunds will be granted after the two (2) day period has passed. 24 hours notice is required for rescheduling a trial lesson. A service fee will be charged for more than one rescheduling.

Withdrawal from Summer Fun Art Camp
A student may withdraw from Summer Fun! art camp class(es) up to fourteen (14) days prior to the art camp class(es) start date. A refund will be granted, less the registration fee(s). Refunds will not be granted after the (14) day period has passed. Exceptions for medical or compassionate reasons may be considered upon receipt of a written request submitted to info@placedesarts.ca. or by filling out a form available at the registration desk at least 24 hours prior to the start date of the class(es). A medical certificate may be required. Upon approval, a refund of the class fee will be granted, less the registration fee(s) and any applicable supply fees.

Withdrawal from fall, winter, spring, summer session classes and workshops, Day of the Arts and Spring Break Camps
A student may withdraw up to seven (7) days prior to the class or workshop start date. A refund of the class fee will be granted less the non-refundable registration fee. Refunds will not be granted after the seven (7) day period has passed. Exceptions for medical or compassionate reasons may be considered upon receipt of a written request submitted at least 24 hours prior to the start date of the class to info@placedesarts.ca. A medical certificate may be required. Upon approval, a refund of the class fee will be granted, less the registration fee and any applicable supply fees.

Withdrawal from Day of the Arts and Spring Break Camp before- and after-camp care
Art camp before- and after-camp care is non-refundable and non-transferable. However, if the student is withdrawing from the entire camp, the Day of the Arts and Spring Break Art Camp withdrawal policy will apply.

Withdrawal from Coquitlam Youth Theatre

A student who withdraws from Coquitlam Youth Theatre up to September 30 will be granted a refund of any remaining class fees less the non-refundable registration and production fees. Notice must be provided to the registration desk, over the phone or via email to info@placedesarts.ca.

Refunds will not be granted to students who withdraw after September 30. Exceptions for medical or compassionate reasons may be considered upon receipt of a written request to info@placedesarts.ca. A medical certificate may be required. Upon approval, a refund of any remaining class fees will be granted, less the non-refundable registration and production fees.

Deposits and Fees

All deposits and fees are required to be paid in full at the time of enrolment.

Non-Refundable Online Processing Fee
All online enrolments are subject to a non-refundable processing fee (minimum $1) charged by Active Network Ltd., our online registration software provider. Place des Arts cannot refund this processing fee for withdrawals or cancellations.

Dance Recital Production Fee
A $25 Dance Recital Production Fee is applied per student participating in Sep-June dance classes and is used to offset the production costs (sets, props, venue rental) of the annual year-end dance recital. 50% of this fee is refunded if notice to withdraw is provided before October 31.

Dance Costume Deposit*
All students performing in competitions and/or in our annual year-end recital will require a costume for each dance they perform. A $90 costume deposit is required upon registration. A full refund will be granted if notice to withdraw is provided before October 31. Refunds will not be granted after this date has passed.

Dance Competition Entry Fee Deposit*
Dance competitions are annual adjudicated competitions that take place from March to May. A $90 Competition Entry Fee Deposit will be applied to all competitive classes. A full refund will be granted if notice to withdraw is provided before October 31. Refunds will not be granted after this date has passed.

*These are estimated deposits. Depending on the number of competitions you are entered in or the final cost of your costume, you may be required to pay more, or a portion of these deposits may be returned/refunded.

Dance Recital Video Fee
A $21 annual Dance Recital Video Fee is applied per family with a student(s) participating in Sep-Jun dance classes. This fee allows each family to receive a password-protected online video link to view the dance recitals. A full refund of this fee is granted if notice to withdraw is provided before October 31. Refunds will not be granted after this date has passed.

Coquitlam Youth Theatre Non-Refundable Production Fee
A $360 production fee is payable in full at the time of enrolment in CYT and is non-refundable. The production fee is used to offset the production costs (such as costumes, sets, props, venue rental, royalties and scripts, transportation, tech fees, designers) of the theatre productions.

Snow Policy

What happens if it snows?
Generally, Place des Arts remains open if it snows. However, in extreme weather circumstances, specific teachers may cancel classes or the building may close entirely. To find out if your class is cancelled or the centre is closed because of snow, please call the registration/reception desk at 604.664.1636.

Art Camp Behaviour Policy

It is our goal for your child and other children attending Place des Arts’ Summer Fun! and Spring Break camps to have the best experience possible in a warm and welcoming environment. To promote consistent expectations around behaviour among students, we have established the “FISH” program.

The fish represents the image used in the Place des Arts logo.

F    Follow instructions
I      Include everyone
S      Show respect
H     Help each other

Students exemplifying “FISH” behaviour will be awarded FISH tickets daily, which will be entered into a draw for a weekly prize. If any child has difficulty meeting our behaviour expectations, we will execute the following four-step plan:

Verbal warning: Our first response will be a verbal intervention to help the child understand the impact his/her behaviour is having on others.
Time out: If the behaviour continues, the child will be removed from the class for a time out. The child’s parent/guardian will be notified of the incident and will be asked to review the behavioural policy with their child.
Parent pick up: If the behaviour still continues, the parent/guardian will be contacted and asked to pick up their child immediately with the child missing the rest of the day.
Student dismissal: A student may be dismissed if his/her behaviour precludes safe and effective participation in our programs. Dismissal will take effect only after consultation between the parents, child, program staff and the Executive Director. No refunds will be given.

Place des Arts is a nut-free zone!

Privacy Policy

Coquitlam Place des Arts Society (“Place des Arts”) provides services to its clients which may involve the collection, use and disclosure of personal information belonging to those clients. Place des Arts makes its best efforts to comply with British Columbia’s Personal Information Protection Act (PIPA) and other applicable privacy laws with regard to these activities.

We will inform our clients why and how we collect, use and disclose their personal information, obtain their consent where required, and only process their personal information in a manner that a reasonable person would consider appropriate in the circumstances. Further, we will make our best efforts to ensure the accuracy, confidentiality, and security of our clients’ personal information. Additionally, we allow our clients to request access to, and correction of, their personal information.

This Privacy Statement (Statement) outlines the principles and practices we follow in collecting, using and disclosing our clients’ personal information.

“Personal Information” is information about an identified or identifiable individual including name, date of birth, home address and phone number, email address, mobile number, health concerns, special needs. Personal information does not include contact information.
“Contact information” is information that would enable an individual to be contacted at a place of business and includes name, business telephone number and business fax number. Contact information is not covered by this Statement or PIPA.
“Privacy Officer” is the individual responsible for ensuring that Place des Arts complies with this Statement and other applicable privacy laws. At Place des Arts, the Facilities and Administrative Coordinator is the Privacy Officer.
“Client” means an individual who receives services from Place des Arts or an individual who pays so that another individual can receive services from Place des Arts, as well as others such as contractors, faculty, employees, volunteers, Members of the Board of Directors, exhibitors (including artisan shop participants), performers and entertainers.

Collecting Personal Information
Unless the purposes for collecting client personal information are obvious and the client voluntarily provides personal information for those purposes, we will communicate the purposes for which such client personal information is being collected, either orally or in writing, before or at the time of collection.

We will only collect client personal information that is necessary to fulfill the following purposes:

To communicate with the client generally;
To verify identity;
To identify client preferences;
To deliver requested products and services;
To administer a client’s enrollment in a program, e.g. registration, amendments, cancellations;
To notify clients of Place des Arts programs, services, events, open houses, exhibitions, performances, fundraising initiatives and related information;
To collect and process payments;
To protect against fraud, error or similar activity; or
To solicit information for potential media profile.

Consent
For any purposes other than those listed above, we will obtain client’s consent to collect, use or disclose personal information unless we are authorized to collect, use or disclose such information without client’s consent.

Consent can be provided orally, in writing, electronically, or it can be implied where the purpose for collecting, using or disclosing the personal information would be considered obvious and the client voluntarily provides personal information for that purpose.

Consent may also be implied where a client is given a reasonable opportunity to opt-out of the use of his or her personal information for mailings, marketing, or fundraising purposes and the client does not opt-out.

Subject to certain exceptions (e.g., the personal information is necessary to provide the service or product, or the withdrawal of consent would frustrate the performance of a legal obligation), client can withhold or withdraw consent for Place des Arts to use his or her personal information in certain ways. A client’s decision to withhold or withdraw consent to certain uses of personal information may restrict our ability to provide a particular service or product. If so, we will explain the situation to assist the client to make the decision.

We may collect, use or disclose personal information without the client’s knowledge or consent in the following limited circumstances:

When the collection, use or disclosure of personal information is permitted or required by law;
In an emergency that threatens an individual’s life, health, or personal security;
When the personal information is available from a public source (e.g., a telephone directory);
When we require advice from a lawyer, accountant or similar professional;
For the purposes of collecting a debt;
To protect ourselves from fraud or similar activity; or
To investigate an anticipated or completed breach of an agreement or a contravention of law.

Using and Disclosing Personal Information
We will only use or disclose client personal information where necessary to fulfill the purposes identified at the time of collection. We will not use or disclose client personal information for any additional purpose unless we obtain client’s consent to do so.

We will not sell client personal information to other parties, nor do we exchange such personal information with other parties.

Retaining Personal Information
If we use client personal information to make a decision that directly affects that client, we will retain that personal information for at least one year. Otherwise, we will retain client personal information for the period required by applicable law and business purposes.

Ensuring Accuracy of Personal Information
We will make reasonable efforts to ensure that client personal information is accurate and complete. Client may request correction to his or her personal information in order to ensure its accuracy and completeness. A request to correct personal information must be made with sufficient detail to identify the inaccurate personal information and the correction being sought and should be forwarded to the Privacy Officer.

If the personal information is demonstrated to be inaccurate or incomplete, we will correct the information as required.

Securing Personal Information
We are committed to ensuring the security of client personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks.

The following security measures will be followed to ensure that client personal information is appropriately protected:

Physically securing offices where personal information is held;
Secured server and network including use of user IDs and passwords;
Restricting employee access to personal information only as necessary;
Contractually requiring any service providers to provide comparable security measures

We will use appropriate security measures when destroying client’s personal information.

As technology changes, we will continually review and update our security policies and controls to ensure ongoing personal information security.

Providing Client Access to Personal Information
Clients have a right to access their personal information, subject to limited exceptions. A request to access personal information must be made in writing and provide sufficient detail to identify the personal information being sought. A request to access personal information should be forwarded to the Privacy Officer. We will make the requested information available within 30 business days or provide written notice of an extension where additional time is required to fulfill the request. A minimal fee may be charged for providing access to personal information. Where a fee may apply, we will inform the client of the cost, and request further direction from the client on whether or not we should proceed with the request.

Upon request, we will also tell clients how we use their personal information and, if applicable, to whom it has been disclosed.

Collection, Use and Disclosure of Client’s Personal Information by Third Parties
We use software provided by The Active Network Ltd. The Active Network Ltd. separately collects, uses and discloses client’s personal information. The Active Network Ltd.’s collection, use and disclosure of a client’s personal information is controlled by the Privacy Policy posted on the website of The Active Network Ltd. A client should regularly review that Privacy Policy in order to be aware of the activities of The Active Network Ltd. related to client’s personal information.

Questions and Complaints: The Role of the Privacy Officer
Clients should direct any complaints, concerns or questions regarding Place des Arts’ privacy practices in writing to the Privacy Officer c/o Place des Arts, 1120 Brunette Avenue, Coquitlam, British Columbia, V3K 1G2 or info@placedesarts.ca. If the Privacy Officer is unable to resolve the concern, the client may also contact the Information and Privacy Commissioner of British Columbia.

Policies & Procedures