This Program Withdrawal, Refund & Cancellation Policy outlines the terms and conditions governing participant withdrawals, program cancellations, refunds, minimum enrollment requirements, and equipment purchases for programs administered by DRAGONS SPORTS CLUB.

By completing the digital registration, signature, and payment through Trackie, the parent or legal guardian confirms that they have read, understood, and agreed to the terms and conditions set out in this Policy.

1. Written Withdrawal Requirement

To officially request withdrawal from a program and apply for a refund, the parent or legal guardian must submit the request in writing by email to DRAGONS SPORTS CLUB administration.

Verbal requests made to coaches, trainers, or program coordinators at the gym will not constitute an official withdrawal request.

The date and time the withdrawal email is received by the club will be used to determine refund eligibility under the timelines outlined in this Policy.

2. Participant Withdrawal Before the First Scheduled Session

If a written withdrawal request is received by DRAGONS SPORTS CLUB before the official start time of the first scheduled session, the registrant will be eligible for a refund of the program registration fee, less a $50.00 CAD administration fee.

The administration fee covers administrative and registration-related costs incurred by the club in processing and managing the registration and withdrawal.

Any separate payment-processing fee charged by Trackie or its payment-processing provider is not part of the program registration fee paid to DRAGONS SPORTS CLUB and is governed separately by the applicable Trackie/payment-provider terms.

3. Participant Withdrawal After the First Scheduled Session

Once the first scheduled session of the registered program cycle has commenced, no refunds will ordinarily be issued for voluntary withdrawal.

Registration fees are committed to program operating expenses, including facility rentals, insurance, coaching staff, scheduling, equipment, and administrative costs.

Accordingly, refunds will not ordinarily be provided for partial attendance, missed sessions, scheduling conflicts, changes in personal circumstances, vacations or travel, loss of interest in the program, or voluntary withdrawal after the program has commenced.

Any exceptional circumstance will be considered solely at the discretion of DRAGONS SPORTS CLUB management.

4. Late Registration and Automatic Prorating

Registration may remain open after the program has started, subject to available space.

For participants who register after the program has commenced, the program fee will be automatically prorated based on the number of scheduled sessions remaining in the program at the time of registration.

Applicable one-time administration, registration, equipment, merchandise, or other non-recurring fees are not prorated and are non-refundable, provided that such fees and their non-refundable nature are clearly disclosed before payment.

5. Minimum Enrollment Requirement and Club Cancellation

Certain DRAGONS SPORTS CLUB programs may be offered subject to a minimum enrollment requirement. Where applicable, the minimum enrollment requirement will be communicated to registrants as part of the registration process.

For programs requiring a minimum enrollment of 30 participants, DRAGONS SPORTS CLUB reserves the right to cancel and not commence the program if the minimum enrollment has not been reached by the enrollment deadline communicated to registrants.

If fewer than 30 participants are registered by the applicable enrollment deadline and DRAGONS SPORTS CLUB determines that the program will not proceed, the club will notify affected registrants by email. In this circumstance, the full program registration fee paid directly to DRAGONS SPORTS CLUB will be refunded to the registrant.

The Trackie payment-processing fee, if separately charged to the registrant by Trackie or its payment-processing provider, is separate from the DRAGONS SPORTS CLUB program registration fee. DRAGONS SPORTS CLUB does not collect or retain that separate Trackie payment-processing fee and does not determine the amount or refundability of that fee. Any applicable Trackie payment-processing fee will therefore be subject to the terms and conditions established by Trackie and/or its payment-processing provider.

DRAGONS SPORTS CLUB will communicate the final status of the program after the applicable enrollment deadline. By registering, the registrant acknowledges that where a minimum enrollment requirement has been stated, registration is subject to the program reaching that minimum enrollment and that the club may elect not to commence the program if the minimum is not reached.

6. Jerseys, Basketballs & Other Merchandise

Physical merchandise and equipment purchased during registration, including but not limited to Official Club Jerseys, Basketballs, and other custom or program-specific equipment, are separate purchases from the program registration fee.

Where merchandise has been custom ordered, personalized, produced, shipped, or otherwise committed to an external supplier, the merchandise purchase will generally be non-refundable.

If the program is cancelled because the minimum enrollment requirement is not reached, the treatment of any merchandise purchase will depend on whether the item has already been ordered or otherwise committed by DRAGONS SPORTS CLUB.

Where an item has not yet been ordered or committed, the club may provide a refund at its discretion. Where an item has already been ordered or committed, the applicable purchase may not be refundable.

7. Medical Circumstances

If a participant experiences a serious injury or illness that prevents continued participation in the program, the parent or legal guardian may submit a written request for consideration of a partial refund, credit, or other accommodation.

Requests should be submitted by email and may be accompanied by appropriate medical documentation where requested by the club.

Medical-related requests will be reviewed on a case-by-case basis and do not automatically create an entitlement to a refund or credit.

Any applicable administration fees, third-party processing fees, and merchandise costs will remain subject to the applicable provisions of this Policy.

8. Roster Placement, Age Groups & Program Classifications

DRAGONS SPORTS CLUB reserves the right to establish, adjust, or reorganize participant roster allocations, age groups, divisions, classifications, gender groupings, skill levels, and session groupings where reasonably necessary for participant safety, facility capacity, roster balance, coaching availability, appropriate skill development, program quality, scheduling, or other reasonable operational requirements.

A change to a participant’s roster, group, age classification, skill grouping, or session format does not automatically create an entitlement to a refund.

If a parent or legal guardian has a significant concern regarding a participant’s placement, they may submit a written request for review. DRAGONS SPORTS CLUB will make reasonable efforts to consider the concern and identify an appropriate solution where possible. Any alternative arrangement, credit, transfer, or refund remains subject to club approval.

9. Single-Session Cancellations or Disruptions

If an individual session is cancelled, postponed, or disrupted due to circumstances including, but not limited to: facility or gym closure, school-board or municipal decision, coach illness or unexpected coach unavailability, facility scheduling issues, weather or transportation-related circumstances, safety concerns, or other circumstances outside the club’s reasonable control, DRAGONS SPORTS CLUB will make reasonable efforts to provide an alternative session, replacement date, alternative location, or other appropriate operational solution.

An individual session cancellation or disruption does not automatically entitle a registrant to a monetary refund or pro-rated refund.

10. Full Program Cancellation After Commencement

If DRAGONS SPORTS CLUB is required to cancel an entire program after the program has commenced, the club will determine an appropriate refund or credit based on the circumstances and the portion of the program that remains uncompleted.

Where a refund is appropriate, the amount will take into consideration services already provided and costs already incurred by the club.

This section applies to cancellation occurring after the program has commenced and is separate from the minimum-enrollment cancellation provision in Section 5.

11. Third-Party Payment Processing

The program registration fee charged by DRAGONS SPORTS CLUB is separate from any payment-processing fee charged by Trackie or its payment-processing provider.

Where Trackie displays a separate payment-processing fee during checkout, that fee is charged directly by the third-party platform and is not part of the program registration fee retained by DRAGONS SPORTS CLUB.

DRAGONS SPORTS CLUB does not control the amount, collection, or refundability of any such third-party processing fee.

Any questions concerning the separate Trackie payment-processing fee should be directed to the applicable payment-processing provider.

ACKNOWLEDGEMENT AND ACCEPTANCE

BY COMPLETING THE DIGITAL SIGNATURE AND PAYMENT, I CONFIRM THAT I AM THE PARENT OR LEGAL GUARDIAN OF THE PARTICIPANT AND THAT I HAVE READ, UNDERSTOOD, AND AGREE TO THE TERMS OF THIS PROGRAM WITHDRAWAL, REFUND & CANCELLATION POLICY. I UNDERSTAND THAT CERTAIN PROGRAMS MAY REQUIRE A MINIMUM ENROLLMENT OF 30 PARTICIPANTS AND THAT DRAGONS SPORTS CLUB MAY CANCEL AND NOT COMMENCE THE PROGRAM IF THE REQUIRED MINIMUM ENROLLMENT IS NOT REACHED. I UNDERSTAND THAT, IF DRAGONS SPORTS CLUB CANCELS THE PROGRAM SOLELY BECAUSE THE REQUIRED MINIMUM ENROLLMENT IS NOT REACHED, THE PROGRAM REGISTRATION FEE PAID TO DRAGONS SPORTS CLUB WILL BE REFUNDED. I FURTHER UNDERSTAND THAT ANY SEPARATE PAYMENT-PROCESSING FEE CHARGED BY TRACKIE OR ITS PAYMENT-PROCESSING PROVIDER IS A THIRD-PARTY FEE SEPARATE FROM THE CLUB’S PROGRAM REGISTRATION FEE AND IS SUBJECT TO THE THIRD PARTY’S OWN TERMS. I ALSO UNDERSTAND THAT PARTICIPANT-INITIATED WITHDRAWALS ARE SUBJECT TO THE REFUND TIMELINES, PRORATING RULES, ADMINISTRATION FEES, AND OTHER CONDITIONS SET OUT IN THIS POLICY.