TERMS AND CONDITIONS
Please read our Terms and Conditions prior to enrolment
EARTHSONG ECO SCHOOL
TERMS AND CONDITIONS OF ENROLMENT
Effective upon submission of enrolment and/or payment
These Terms and Conditions form a binding legal agreement between Earthsong Eco School (“Earthsong”, “we”, “us”, “our”) and the enrolling Parent or Legal Guardian (“you”).
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1. Definitions
1.1 Earthsong refers to Earthsong Eco School, its Director, employees, contractors, and volunteers.
1.2 Parent/Guardian refers to the individual with legal responsibility for the enrolled child.
1.3 Program refers to any educational offering operated by Earthsong Eco School.
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2. Nature of the Program
2.1 Earthsong Eco School provides a private, term-based, outdoor educational program and is not a childcare service, babysitting service, or casual care provider.
2.2 Programs are delivered in natural outdoor environments and involve inherent and foreseeable risks which cannot be entirely eliminated
2.3 By enrolling, families acknowledge that participation involves exposure to weather, terrain, flora, fauna, tools, campfires, and outdoor equipment.
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3. Enrolment Commitment
3.1 Enrolment is accepted per term, not per session.
3.2 Upon commencement of a term, Earthsong commits staffing, insurance, curriculum planning, materials, and site access based on confirmed enrolments.
3.3 Enrolment constitutes a binding financial and contractual commitment for the full term.
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4. Fees, Refunds and Withdrawal
4.1 All fees are strictly non-refundable once the term has commenced, except where a refund is required by law.
4.2 No refunds, credits, or fee reductions will be provided for:
• Parent decision to withdraw
• Child refusal or reluctance to attend
• Behavioural challenges or perceived lack of suitability
• Scheduling conflicts or family circumstances
• Partial attendance, non-attendance, illness, or holidays
4.3 Families acknowledge they are purchasing a reserved place in a fixed-capacity, term-based educational program, not individual sessions, in accordance with Victorian Consumer Law.
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5. Financial Hardship and Payment Plans
5.1 Families experiencing sudden or ongoing financial hardship may request a payment plan.
5.2 Payment plans:
• Are offered solely at the discretion of the Director
• Must be approved in writing
• Do not constitute a fee reduction
5.3 Once agreed, payment plans must be honoured in full and on time.
5.4 Failure to meet payment obligations may result in termination of enrolment, with all outstanding fees remaining payable.
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6. Drop-Off and Pick-Up
6.1 Parents/Guardians must drop off and collect children on time at the designated area.
6.2 Repeated late drop-offs or pick-ups may result in a review of enrolment.
6.3 Any alternative drop-off or pick-up arrangements must be notified in writing and approved in advance.
6.4 Children will only be released to authorised persons.
7. Health, Illness and First Aid
7.1 Earthsong maintains a Health and Wellbeing Policy.
7.2 The Director holds current approved First Aid, CPR, and Anaphylaxis training in accordance with insurance and regulatory requirements.
7.3 Parents authorise Earthsong to administer first aid and seek emergency medical treatment if required.
7.4 Earthsong is not liable for costs associated with medical treatment or emergency services.
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8. Outdoor Environments, Flora, Fauna and Water Risk
8.1 Programs take place in environments where children may interact with:
• Plants, insects, birds, reptiles, and other wildlife
• Uneven terrain, mud, rocks, sticks, and natural materials
• Water sources or damp environments
8.2 These interactions are an inherent component of nature-based education.
8.3 Earthsong undertakes reasonable risk assessment and supervision but cannot eliminate all risk.
8.4 To the fullest extent permitted by law, Earthsong is not liable for injury arising from ordinary participation in outdoor environments.
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9. Tools and Equipment
9.1 Children may engage in age-appropriate, supervised tool use as part of the curriculum.
9.2 All tool use is risk-assessed and conducted in accordance with outdoor education safety practices.
9.3 The Director is trained in tool safety protocols and risk management.
9.4 Parents acknowledge and accept the inherent risks associated with supervised tool use.
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10. Campfire Use and Outdoor Cooking
10.1 As part of the program, campfires may be used for cooking, warmth, and educational purposes, where permitted.
10.2 Campfires occur only when:
• Weather and fire danger ratings allow
• Local regulations permit open fires
• Site-specific risk assessments are completed
10.3 Campfires are:
• Fully supervised at all times
• Conducted in designated fire-safe areas
• Managed using approved fire safety procedures
• Fully extinguished after use
10.4 Children may participate in age-appropriate, supervised campfire and cooking activities.
10.5 The Director is trained in campfire safety, risk assessment, and emergency response procedures.
10.6 Parents acknowledge that campfire use involves inherent risks including heat, smoke, embers, and uneven ground.
10.7 To the fullest extent permitted by law, Earthsong is not liable for injury arising from ordinary participation in supervised campfire and outdoor cooking activities.
10.8 Campfires will not occur on Total Fire Ban days or when conditions are deemed unsafe.
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11. Weather and SunSmart Policy
11.1 Programs operate in most weather conditions, including rain and cold. Severe weather conditions may result in program cancellation.
11.2 Parents are responsible for ensuring children are appropriately dressed for all weather, including:
• Sun-protective clothing and hats
• Warm layers and waterproof clothing
11.3 Earthsong follows SunSmart practices. Children without appropriate sun protection may have participation modified.
11.4 Weather conditions do not constitute grounds for refunds.
12. Photography and Media
12.1 Parents and visitors must not take or share photographs or videos during sessions without explicit permission.
12.2 Earthsong may take photographs for documentation or promotional purposes only where written consent has been provided.
12.3 Images will not be publicly shared without consent or identifying information.
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13. Location Changes
13.1 Programs may operate at the same location; however, temporary or permanent location changes may occur due to safety, environmental conditions, or property owner decisions.
13.2 Location changes do not constitute grounds for withdrawal or refunds.
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14. Limitation of Liability
14.1 To the maximum extent permitted by law, Earthsong excludes liability for injury, loss, damage, or expense arising from participation.
14.2 Where liability cannot be excluded, it is limited to the minimum required under Victorian law.
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15. Governing Law
15.1 These Terms and Conditions are governed by the laws of Victoria, Australia.
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