Last Updated: 07 January 2026
1. Definitions
In this policy, ‘we’, ‘us’, or ‘our’ refers to Code 4 Kidz (C4K)
Accidental Damage
Accidental damage refers to unintentional harm to equipment occurring during normal, supervised use in accordance with instructor guidance and safety rules. This includes reasonable mistakes made while learning. Accidental damage does not attract repair or replacement charges.
Intentional Damage
Intentional damage refers to deliberate misuse, vandalism, tampering, or actions taken with reckless disregard for instructions, warnings, or safety guidelines. This includes repeated negligent behaviour after warnings have been issued. Intentional damage will result in financial liability for repair or replacement costs.
2. Equipment Responsibility & Code of Conduct
C4K provides professional-grade equipment to support learning in a safe and structured environment.
- Intentional Damage: Participants are financially responsible for any intentional damage caused.
- Minors: The parent or legal guardian is financially responsible for the actions of minors.
- Adults (18+): The participant is personally responsible or may appoint a representative to cover expenses.
Behavioural Protocol – The 3-Warning System
- Warning 1: Verbal warning
- Warning 2: Written warning; parent/guardian notified
- Warning 3: Removal from the workshop or course
Urgent De-escalation:
If behaviour is continuous or poses an immediate safety risk, C4K reserves the right to remove a participant immediately, bypassing the warning steps.
Permanent Exclusion:
After three removals from C4K sessions due to misconduct or safety concerns, the participant may be permanently excluded from future enrolment. This measure is applied only where behaviour materially disrupts learning or poses a safety risk and will be documented.
3. Removal, Forfeiture & Physical Items
Forfeiture of Fees
Removal from a workshop or course due to misconduct, safety concerns, or breach of this policy results in a 100% forfeiture of all monetary amounts paid, with no refund or credit applicable.
Physical Items, Kits & Components
- Physical items included in a course will not be handed over in person following removal.
- Items will be couriered to the client at no additional cost.
- If no valid delivery address is on file, C4K will attempt to contact the client using the details provided.
- After three (3) unsuccessful attempts to obtain a valid address, C4K will not pursue further delivery and the matter will be considered closed.
4. Bookings, Payments, Attendance & Proof of Payment
- Payment Deadline: Full payment must reflect in the bank account details displayed at checkout or otherwise provided to you by C4K at least three (3) business days before the scheduled session to secure the booking.
- Proof of Payment:
All payments must be accompanied by valid proof of payment if not automatically confirmed by our checkout system. Acceptable proof of payment includes:- Bank transfer confirmation (screen capture or PDF)
- Official receipt or confirmation issued by C4K
*Payment is only considered complete once it reflects in the C4K bank account. *Proof of payment allows verification and booking credit but does not replace the requirement for funds to clear. - Walk-Ins: Participation by unregistered siblings or friends is subject to space and equipment availability. No participation is allowed until payment reflects.
- No-Shows: If no written communication is received by 08:00 AM on the morning of the session, the booking is treated as a no-show and no refund or credit applies. The 08:00 AM cut-off allows sufficient time for administrative processing and instructor briefing. This may only be waived if a valid medical certificate is submitted within 24 hours.
Participants are expected to arrive on time for their scheduled session. If a participant arrives late: - Entry may be permitted at the discretion of the instructor, subject to class flow, safety, and space constraints.
- Late arrivals may not be entitled to a full session experience and forfeiture of session time may apply.
- Fees already paid are non-refundable for any portion of the session missed due to late arrival.
- Repeated late arrivals may result in restricted participation or denial of entry for future sessions, after prior warnings.
5. Medical Certificates & Verification
C4K does not assess or determine medical diagnoses.
Medical certificates will be verified for authenticity only with the issuing medical practice. No diagnostic details are requested or retained.
Where participation may reasonably exacerbate a disclosed medical condition due to equipment, activities, or environmental factors, C4K may recommend a refund or credit in the interest of participant safety.
6. Client-Initiated Cancellations & Refunds
Refunds are calculated based on notice period:
- 14 days or more: 100% refund, less a R100 administration fee
- 7–13 days: 50% refund, less a R100 administration fee
- Less than 7 days: No refund
Administration Fee
The R100 fee reflects non-recoverable costs, including materials to safely repack components, secure storage, and manual refund processing.
7. Date Changes & Credits
- A maximum of one (1) date change per booking is permitted.
- 14 to 2 days’ notice: Free of charge
- 3 days’ notice: Free (R50 admin fee may apply, waived with a valid medical certificate)
- Same day: Medical certificate required within 24 hours
Credit to Refund Conversion:
If a booking has been changed to a credit and a refund is later requested, the refund will be calculated based on the credited value and will not exceed a maximum of 50% of the original booking amount, subject to the applicable cancellation notice period.
8. C4K-Initiated Cancellations
If C4K cancels a workshop or course for any reason, participants may choose between:
- A 100% refund (No Admin fee), or
- A full credit (No Admin fee) toward a future session
Refunds are processed within 7–10 business days.
Credits are issued within 2–5 business days.
9. Force Majeure
C4K is not liable for cancellations or disruptions caused by events beyond reasonable control, including but not limited to load shedding, power outages, extreme weather, civil unrest, government restrictions, or acts of God. In such cases, participants will be offered a refund or credit.
10. Safety, Injury & Liability
C4K prioritises safety and will have a trained first aider present during workshops and courses.
Participation is at the participant’s own risk. C4K is not liable for indirect or consequential loss.
Nothing in this policy limits liability for gross negligence, personal injury, death, or any liability that cannot be excluded under the Consumer Protection Act, 68 of 2008.
11. Chargebacks & Payment Disputes
Clients agree not to initiate a chargeback or payment reversal without first following the dispute resolution process below.
Where a chargeback is initiated without prior engagement and is found to be invalid or abusive, C4K may recover reasonable costs, submit supporting documentation to the payment provider, and suspend future bookings, to the extent permitted by law.
Statutory consumer rights remain unaffected.
12. Dispute Resolution
Clients must first attempt to resolve disputes directly with C4K by submitting the matter in writing via official contact channels.
C4K will acknowledge receipt within 3 business days and aim to resolve the matter within 10 business days.
If unresolved, disputes may be referred to an appropriate ADR body, consumer court, or the National Consumer Commission in accordance with South African law.
This policy is governed by the laws of the Republic of South Africa.
13. Privacy
C4K processes personal information in accordance with applicable data protection laws.
Please refer to our standalone Privacy Policy, available on our website, for full details on how personal information is collected, used, stored, and protected.