Refund policy

Effective Date: 03/31/2025

Overview

Our refund policy is designed to be fair and transparent for families while recognizing that a limited enrollment program requires significant planning. When we reserve a spot for your player, we often have to turn away others due to limited space. This policy helps ensure we can commit resources to deliver a high-quality experience, while still accommodating unexpected situations fairly. Below are the key points of our cancellation and refund terms, written in a clear, professional tone to set proper expectations.

Cancellation Deadlines and Refund Eligibility

30-Day Notice for Cancellations: Cancellations must be made at least 30 days before the start date to be eligible for a refund. This advance notice gives us time to fill the spot from our waitlist and adjust plans. Requests to cancel should be submitted in writing (email) to saleembegg@nxt.rugby for documentation purposes.

Refund for Early Cancellations (≥30 Days Out): If you cancel 30 or more days before the session, we will refund all clinic/camp fees minus a non-refundable administrative fee of $150. This covers administrative and planning costs already incurred. The remainder of your payment will be returned to you promptly.

Late Cancellations (<30 Days): If you cancel within 30 days of the clinic/camp start date, no standard refunds will be given. By this point, we have committed resources (staffing, supplies, etc.) based on expected attendance. Your cancellation on short notice means another child likely lost the chance to attend, so we cannot refill the spot.

No Refund for No-Shows or Early Departures: Once the clinic/camp session has begun, no refunds will be issued for late arrivals, no-shows, or if a clinic/camp leaves during the session for personal reasons. Our costs are incurred once clinic/camp starts, and we cannot prorate or reimburse tuition for time missed.

Non-Refundable Deposit / Administrative Fee

Use of the Non-Refundable Portion: By retaining the administrative fee, we can confidently invest in resources for the clinic/camp. The policy is not meant to be punitive; rather, it reflects costs already incurred to plan a safe and enjoyable program for all campers. We appreciate your understanding that this ensures the quality of the clinic/camp for everyone.

Example of Refund Calculation: If you cancel more than 30 days out, you would receive $600 back when a $150 non-refundable fee is applied. This way, families still get the majority of their money back for early cancellations, and the clinic/camp retains a small amount to cover sunk costs.

Refunds for Medical Emergencies (Documentation Required)

Medical Exception to No-Refund Rule: We understand that genuine emergencies can arise. If you must cancel within 30 days of the clinic/camp due to a medical reason (such as a serious illness or injury), we will make an exception and grant a refund – provided you supply appropriate documentation from a licensed medical professional. In other words, refunds inside the 30-day window are only granted for medical reasons with a doctor’s note confirming the camper cannot attend. This policy ensures we treat unforeseen health issues with compassion while maintaining fairness in other cases.

Full Refund with Documentation: In the event of a documented medical withdrawal, you will receive a full refund of the clinic/camp tuition, including the deposit. We will waive the non-refundable fee in this circumstance as a courtesy to your family. We will work with you to process medical refunds as quickly as possible upon receiving documentation.

Family Emergencies: Although our policy highlights medical issues, we will also consider other extraordinary emergencies (such as a death in the immediate family) on a case-by-case basis, with proper documentation. Our goal is to be empathetic in true emergencies while upholding our enrollment commitments. Please reach out to us as soon as such a situation arises so we can assist you.

Session Transfer Policy

Transfers to Another Session: If your plans change, we allow transfers to a different clinic/camp session as an alternative to cancellation. Transfers must be requested at least 30 days before your originally scheduled session start date, and are subject to space availability in the desired new session. This advance notice gives us time to swap your spot with another camper. We will do our best to accommodate transfer requests, as we want your child to attend clinic/camp even if the weeks need to change.

How Transfers Work: To request a transfer, contact our clinic/camp office in writing (via email) with your camper’s name, current session, and the session you’d like to switch into. There is no fee for transferring sessions; it’s a complimentary service we offer to be flexible for families. We do not permit transfers once a session has begun,

One Transfer Limit: Typically, we allow one transfer per camper. After a transfer, the new session enrollment is subject to the same refund policy (e.g. you’d still need to cancel 30 days in advance of the new session if necessary). This ensures clarity and fairness in managing enrollment.

Additional Notes

Agreement to Policy: By registering for clinic/camp, you indicate that you have read and agree to this refund and cancellation policy. This policy is also included in your confirmation email and on our registration webpage for your reference. We aim to instill trust by being upfront about these terms, and we are happy to answer any questions you may have.

Clinic/Camp Cancelled Sessions: In the unlikely event that the clinic/camp must cancel a session (for example, due to low enrollment or other unforeseen operational issues), all fees paid for that session will be refunded in full. This includes your deposit; you won’t be penalized for a cancellation on our end. We will notify you as soon as possible and offer either a full refund or the option to transfer to another session, according to your preference.

Communication: All cancellation or transfer requests should be made in writing (email is preferable) so that we have a clear record of the request date and details. We will confirm your request and any approved refund or transfer in writing as well. Refunds are typically processed within 1–2 weeks after approval.

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