ECY TERMS AND CONDITIONS

PUBLIC WORKSHOPS, TRAINING, CLASSES AND RETREATS

Cancellation Policy

• All of our classes are non-refundable, non-transferable and have strict expiration dates.
• When cancelling a retreat, training or workshop bookings with more than 4 weeks before the start of an event, you will be offered a full refund, minus a £30 administration fee.
• If you cancel a retreat, course or workshop with less than 4 weeks notice, no refund will be available. You may pass your booking on to a friend at no additional cost. We must be notified via email if a friend will attend in your place. If the event is fully booked and we can offer your place to some one on the waiting list, we will refund the cost minus a £30 administration fee.
• No refunds will be offered the day before or the same day of any retreat, course or workshop.
• In the case of a class, course, retreat or workshop being cancelled by us, you will receive a full refund, or the option of being transferred to another workshop or course of equal value.
• In the case the retreat is cancelled by the retreat host centre, we will refund the cost, minus a £30 administration fee.

Online streaming quality

• If the quality of your experience is unsatisfactory due to internet issues at our end, we will fully refund you. If the connection error is at your end, we regret we will not refund your class. This will be determined by the comparable experience of your fellow students.

Private yoga therapy sessions

• For all yoga therapy sessions we have a strict 24-hour cancellation policy. If you cancel with less than 24 hours notice or fail to attend you will be charged the full fee.
• We will always attempt to accommodate changes requested with more than 24 hours notice and you will not be charged.

Discounts and scholarships

• Discounts and subsidised rates for public classes are subject to individual circumstances. We will not ask for proof but do ask that you are honest and fair. We offer concessionary rates to seniors, full-time students, low waged and unemployed people and subsidised places to anyone for whom price is a genuine barrier.
• For workshops and trainings we offer 3 scholar shipped places, one for people of minoritized ethnicity, one for the LGBTQ community and another anyone whom price is a genuine barrier. These places are subject to an application process and our choices are final.

Health & Safety

• Our disclaimer governs all Edinburgh Community Yoga run classes workshops, trainings and retreats. It is the responsibility of the attendee to ensure they are well enough to attend events run by Edinburgh Community yoga.
• In joining our in-person or online streaming classes you agree to adhere to our disclaimer below:

Personal Belongings

Personal belongings are brought into the building where your class is taking place at your clients risk. Edinburgh Community Yoga does not accept liability for any loss of damage whatever to such items.

Ethical Statement

Our ethical statement outlines the ethical commitments we make to the people we teach and can be found here.

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WORKPLACE WELLBEING YOGA CLASSES

Health and Safety
The Partner Organisation understands that ECY teachers are required to risk assess a space before commencing teaching. ECY provides all Partner Organisations with a copy of the ECY Risk Assessment. The Partner Organisation acknowledges that there is a joint responsibility between both parties to ensure that the space being used for yoga is safe.

In joining our in-person or online streaming classes the participant agree to adhere to our disclaimer below:

Individuals attending the class who have injures or health conditions are required to let the teacher know before the start of the class. The teacher reserves the right to refuse someone participation to the class if they suspect they are not fit to do so.

Insurance
The Partner Organisation understands that all ECY teachers are all self-employed sub contractors and have their own individual public liability insurance, however whilst working on behalf of ECY they are also covered under ECY’s insurance cover which is available on request.

Limitation of Liability
Nothing in these conditions shall limit or exclude ECY’s liability for:

• death or personal injury caused by its negligence, or the negligence of its employees or subcontractors;
• fraud or fraudulent misrepresentation;
• any matter in respect of which it would be unlawful for ECY to exclude or restrict liability.

Subject to clause the above:

• No medical advice or instruction of any nature whatsoever is offered or given by ECY in respect of the Services or otherwise.
• In every case the Clients must rely on the advice given by his or her medical practitioner as to the suitability or appropriateness of the Services and as to any instructions appertaining to the participation of the Services.

ECY shall under no circumstances whatever be liable to the Partner Organisation, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, for any loss of profit, or any indirect or consequential loss arising under or in connection with this agreement; and ECY’s total liability to the Partner Organisation in respect of all other losses arising under or in connection with this agreement, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall in no circumstances exceed the price of the services.

Confidentiality and Data Protection
The Partner Organisation understands The Clients attending yoga classes may be required to complete an intake and or evaluation form.  Information provide to ECY will be treated in line with our Confidentiality Policy and held according to our Privacy policies, copies of which can be found on our website or are available on request.  The Partner Organisation understands that the ECY Privacy Policy sets out how and when ECY will collect and process the personal data of service users and that personal information about individuals is held on trust by ECY.  It will not be discussed outside of the organisation or in general conversation and will not be used by individuals associated with ECY for their own purposes. The exception to this is if we suspect that harm may come to someone by not disclosing confidential information.

Class arrangements

ECY will:

Organise and run weekly yoga classes on an on-going basis, provided that payment is available and the parties agree.

Organise one teacher and, where appropriate one assistant teacher to attend every class offered;

Ensure that every teacher, assistant teacher or volunteer:
is recruited in accordance with ECY Policies and Procedures as an agreed independent teacher
has appropriate training and qualifications
on an ongoing basis, is appropriately insured for teaching yoga
signs a GDPR- complaint independent teachers agreement pursuant to which they confirm the above and that they will keep all matters related to Clients, the classes, ECY and the partner organisation strictly confidential (with the exception of those matters put into the public domain by either ECY or the partner organisation or Safeguarding issues).
completes a general risk Assessment document before the start of each class
arrives at the venue at least 15 minutes before the start of the class

Support, policies and procedures

The Parties shall discuss and take decisions jointly in relation to all material matters in relation to the classes, including funding, development, how they are run from a practical perspective, teachers and public and client communication.

The Parties will support each other and the classes by:

• arranging regular oversight calls to ensure that they are both updated on the progress of the classes, any potential concerns and the progress of funding applications.
• referring to the classes, and to each other (including using their logos) on their websites.

Monitoring and evaluation

Where evaluations and report writing is required for funding applications or general monitoring and evaluation is deemed useful The Parties will work together to monitor and evaluate the class using various methods including:

• pre/post questionnaires
• evaluation forms
• student statements
• student interviews (group or individual)
• recording by The Parties of changes/developments/effects of the yoga observed

Planned absence and cover

Wherever possible The Parties will work to avoid cancellation (and/or cover) of the yoga classes. However it is inevitable that occasionally this will happen due to ill health, staff shortages, room availability, clashes with other activities that take priority etc.

1. The teacher designated to teach the class will always endeavour to do so but as this is not always possible the Partner Organisation agrees
   (i) to appropriate cover being arranged in advance
   (ii) should appropriate cover not be available the partner organisation accepts the class may be cancelled.  
2. 2.If the Partner Organisation needs to cancel a class, The Partner Organization agrees to let ECY (ideally the teacher and director) know with as much notice as possible. See contact details below.

Unplanned absence

1. If ECY need to cancel last minute
   If unavoidable circumstances occur at the last minute meaning the teacher is unable to teach, the class will be cancelled. In these circumstances an ECY director should contact the partner organization with as much notice as possible.
2. If the Partner Organisation needs to cancel last minute
   The Partner Organization agrees to let ECY (ideally the teacher and director) know with as much notice as possible
3. Payment
   The partner organisation understands and agrees to the following:
   (i) when classes are cancelled by The Partner Organisation with less than 24 hours notice they will still be charged for
   (ii) if a class is cancelled for a legitimate reason for a single week and at least 24 hours notice is given there will be no charge
   (iii) classes that are cancelled by ECY and that have been paid for in advance will always be re-arranged or refunded if this is not possible.

Administration
The Partner Organisation agrees that all request for additional work, issues regarding payments, room hire or other managerial issues should be directed to the ECY directors and not to the teachers.

Payments
The Partner Organisation agrees that that on the last day of the month ECY will invoice for classes taught that month at the agreed rate (below) and that The Partner Organisation has one month to pay.  The Partner Organisation understands that if they fail to pay this within 30 days on a regular basis that services may be withheld.

Termination and Variation

1. The Partner Organisation agrees, wherever possible to give a minimum of three weeks’ notice in the event that they need to break for more than a week
2. ECY will, wherever possible give the partner organisation at least 3 weeks’ notice in the event that a class will be paused for more than a week.
3. Either party may terminate this agreement giving 30 days’ notice.
4. The agreement can be terminated with immediate effect if either party are in breech of its terms.
5. This agreement may only be varied by a document signed by me the partner organisation, and Edinburgh Community Yoga.

Complaints See our Complaints Policy here 

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OUTREACH CLASSES WITH PARTNER ORGANISATIONS

Health and Safety
The Partner Organisation understands that ECY teachers are required to risk assess a space before commencing teaching. ECY provides all Partner Organisations with a copy of the ECY Risk Assessment. The Partner Organisation acknowledges that there is a joint responsibility between both parties to ensure that the space being used for yoga is safe.

In joining our in-person or online streaming classes the participants agree to adhere to our disclaimer below:

Individuals attending the class who have injures or health conditions are required to let the teacher know before the start of the class. The teacher reserves the right to refuse someone participation to the class if they suspect they are not fit to do so.

Where participants may lack capacity to agree to the above disclaimer or inform the teacher of injures or health conditions they may have, the Partner Organisation agrees to take responsibility for their attendance in class.

Insurance
The Partner Organisation understands that all ECY teachers are all self-employed sub contractors and have their own individual public liability insurance, however whilst working on behalf of ECY they are also covered under ECY’s insurance cover which is available on request.

Limitation of Liability
Nothing in these conditions shall limit or exclude ECY’s liability for:

• death or personal injury caused by its negligence, or the negligence of its employees or subcontractors;
• fraud or fraudulent misrepresentation;
• any matter in respect of which it would be unlawful for ECY to exclude or restrict liability.

Subject to clause the above:

• No medical advice or instruction of any nature whatsoever is offered or given by ECY in respect of the Services or otherwise.
• In every case the Clients must rely on the advice given by his or her medical practitioner as to the suitability or appropriateness of the Services and as to any instructions appertaining to the participation of the Services.

ECY shall under no circumstances whatever be liable to the Partner Organisation, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, for any loss of profit, or any indirect or consequential loss arising under or in connection with this agreement; and ECY’s total liability to the Partner Organisation in respect of all other losses arising under or in connection with this agreement, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall in no circumstances exceed the price of the services.

Disclosure and Police Checks
The Partner Organisation understands that they have the right to request that an ECY teacher complete a Basic Disclosure or PVG (Protecting Vulnerable Groups) check where deemed appropriate for work being undertaken.

Safeguarding Arrangements
The Partner Organisation agrees

• To always ensure there is a member of staff in the class to support the teacher and that the designated staff member will join in with the yoga practice.
• That safeguarding arrangements will always be discussed and agreed with ECY when beginning a new class or making changes to a class that is already running.
• That safeguarding will be a fixed agenda item on any partnership reporting meetings.
• That any concerns around an individual client’s ability to partake in the yoga will be passed on to the yoga teacher and discussed before the class. This includes physical and mental heath constraints as well as substance misuse or behavioral issues.

Confidentiality and Data Protection
The Partner Organisation understands The Clients attending yoga classes may be required to complete an intake and or evaluation form.  Information provide to ECY will be treated in line with our Confidentiality Policy and held according to our Privacy policies, copies of which can be found on our website or are available on request.  The Partner Organisation understands that the ECYPrivacy Policysets out how and when ECY will collect and process the personal data of service users and that personal information about individuals is held on trust by ECY.  It will not be discussed outside of the organisation or in general conversation and will not be used by individuals associated with ECY for their own purposes. The exception to this is if we suspect that harm may come to someone by not disclosing confidential information.

Class arrangements

ECY will:

Organise and run weekly yoga classes on an on-going basis, provided that funding/payment is available and the parties agree to do so;

Organise one teacher and, where appropriate one assistant teacher to attend every class offered;

Ensure that every teacher, volunteer assistant teacher:
is recruited in accordance with ECY Policies and Procedures as an agreed independent teacher
has attended ECY’s Fundamentals of Yoga Outreach Training
holds appropriate training and qualifications
on an ongoing basis, is appropriately insured for teaching yoga
is, when deemed appropriate by ECY a member of the PVG scheme 
signs a GDPR- complaint independent teachers agreement pursuant to which they confirm confirm the above and that they will keep all matters related to Clients, the classes, ECY and the partner organisation strictly confidential (with the exception of those matters put into the public domain by either ECY or the partner organisation or Safeguarding issues).(f) completes a general risk Assessment document before the start of each class
arrives at the venue at least 15 minutes before the start of the class

Client arrangements

ECY will ensure that all Clients who attend the classes will complete an intake form and disclaimer. Or, if this is deemed inappropriate for the client group by the partner organisation, then the partner organisation agrees to share any relevant information regarding the clients to ECY before the start of the class.

Support, policies and procedures

The Parties shall discuss and take decisions jointly in relation to all material matters in relation to the classes, including funding, development, how they are run from a practical perspective, teachers and public and client communication.

The Parties will support each other and the classes by:

• arranging regular oversight calls to ensure that they are both updated on the progress of the classes, any potential concerns and the progress of funding applications.
• referring to the classes, and to each other (including using their logos) on their websites.

Monitoring and evaluation

Where evaluations and report writing is required for funding applications or general monitoring and evaluation is deemed useful The Parties will work together to monitor and evaluate the class using various methods including:

• pre/post questionnaires
• evaluation forms
• student statements
• student interviews (group or individual)
• recording by The Parties of changes/developments/effects of the yoga observed

Planned absence and cover

Wherever possible The Parties will work to avoid cancellation (and/or cover) of the yoga classes. However it is inevitable that occasionally this will happen due to ill health, staff shortages, room availability, clashes with other activities that take priority etc.

1. The teacher designated to teach the class will always endeavour to do so but as this is not always possible the Partner Organisation agrees
   (i) to appropriate cover being arranged in advance
   (ii) should appropriate cover not be available the partner organisation accepts the class may be cancelled.  
2. 2.If the Partner Organisation needs to cancel a class, The Partner Organization agrees to let ECY (ideally the teacher and director) know with as much notice as possible. See contact details below.

Unplanned absence

1. If ECY need to cancel last minute
   If unavoidable circumstances occur at the last minute meaning the teacher is unable to teach, the class will be cancelled. In these circumstances an ECY director should contact the partner organization with as much notice as possible.
2. If the Partner Organisation needs to cancel last minute
   The Partner Organization agrees to let ECY (ideally the teacher and director) know with as much notice as possible
3. Payment
   The partner organisation understands and agrees to the following:
   (i) when classes are cancelled by The Partner Organisation with less than 24 hours notice they will still be charged for
   (ii) if a class is cancelled for a legitimate reason for a single week and at least 24 hours notice is given there will be no charge
   (iii) classes that are cancelled by ECY and that have been paid for in advance will always be re-arranged or refunded if this is not possible.

On going Monitoring
The Parties will work together to regularly review and evaluate the success of the group. This may include protected supervision time between the teacher and a senior member of The Partner Organisation.

Administration
The Partner Organisation agrees that all request for additional work, issues regarding payments, room hire or other managerial issues should be directed to the ECY directors and not to the teachers.

Payments
The Partner Organisation agrees that if the class is paid for by the Partner Organisation directly (as apposed to being funded) that on the last day of the month ECY will invoice for classes taught that month at the agreed rate (below) and that The Partner Organisation has one month to pay.  The Partner Organisation understands that if they fail to pay this within 30 days on a regular basis that services may be withheld.

Termination and Variation

1. The Partner Organisation agrees, wherever possible to give a minimum of three weeks’ notice in the event that they need to break for more than a week
2. ECY will, wherever possible give the partner organisation at least 3 weeks’ notice in the event that a class will be paused for more than a week.
3. Either party may terminate this agreement giving 30 days’ notice.
4. The agreement can be terminated with immediate effect if either party are in breech of its terms.
5. This agreement may only be varied by a document signed by me the partner organisation, and Edinburgh Community Yoga.

Complaints See our Complaints Policy here