Refund & Cancellation Policy

Academy spaces are limited, and planning — including coaching assignments, facility bookings and equipment — begins well before the first session. This policy explains how refunds and cancellations are handled so that expectations are clear before you register.

Complete details will always be communicated before registration is finalised.

Withdrawal by a family

Requests to withdraw must be made in writing to stewart@primepotentialvolleyball.ca. The date we receive your written request is the date used to determine any refund.

• More than 14 days before the first session — full refund, less a non-refundable administration fee.
• Between 14 days and the first session — partial refund, less the administration fee and any non-recoverable costs already committed on the athlete’s behalf.
• After the first session has taken place — refunds are generally not available, as coaching, facility and program costs are committed for the full block.

Missed sessions

Fees cover a place in the program rather than attendance at individual sessions. We do not offer refunds, credits or pro-rated fees for sessions an athlete does not attend, including for illness, holidays, school commitments or conflicts with other sports.

Where an athlete misses a session, we will do our best to help them catch up on what was covered.

Injury and medical withdrawal

If an athlete sustains an injury or develops a medical condition that prevents them from continuing, contact us as soon as possible. On receipt of supporting medical documentation we will consider, at our discretion, a pro-rated credit toward a future program for the sessions remaining at the time of notification.

Cancellation or change by Prime Potential

If we cancel a program before it begins, you will receive a full refund, with no administration fee deducted.

If we cancel a program partway through and are unable to reschedule, you will receive a pro-rated refund or credit for the sessions not delivered.

If an individual session is cancelled by us — for example due to facility closure or severe weather — we will make reasonable efforts to reschedule it. Where a session cannot be rescheduled, a pro-rated credit will be applied.

Removal for conduct

Where a participant is removed from a program for a serious or repeated breach of our Athlete Code of Conduct or Parent & Spectator Code of Conduct, fees are not refunded. Athlete safety and the wellbeing of the group take priority.

Transfers

Requests to transfer a registration to a different program or session will be accommodated where space allows, and may be subject to a fee difference. Registrations may not be transferred to another family without our written agreement.

Interest lists

Joining an interest list carries no cost and no obligation. It simply means we will contact you when dates are confirmed.

How refunds are issued

Approved refunds are issued to the original payment method where possible, and are normally processed within 10 business days of approval.

Questions

We would rather talk it through than have a family feel stuck. Contact stewart@primepotentialvolleyball.ca with any question about this policy.