Payment Terms & Conditions
NSF Cheques/Declined Credit Cards on Auto payments
A $35.00 admin fee will be charged to your account.
Late Payments
A $20.00 late payment fee will be charged to your account for each missed payment.
Cancellation,Refund and Transfer Policy
Effective Date: July 1, 2026
This Cancellation, Refund, and Transfer Policy applies to all programs, camps, memberships, events, and services offered by Ortona Gymnastics Club ("Ortona").
By registering for a program or purchasing a service, participants and, where applicable, parents or guardians acknowledge and accept this policy.
General Policy
Program fees are used to secure staffing, facility scheduling, equipment, and administrative resources in advance of participation. As a result, refunds are limited and subject to the terms outlined below.
Unless otherwise required by applicable law, the following fees are non-refundable:
- Annual membership fees;
- Deposits;
- Open gym sessions;
- Parent’s Night Out, Date Night, and similar special events;
- Day camps and classes that have already commenced;
- Any fee specifically identified as non-refundable at the time of registration or purchase.
Nothing in this policy is intended to limit or waive any rights provided under applicable federal or provincial legislation, including Alberta consumer protection laws.
Administrative Fees
Administrative fees are charged to offset processing and administrative costs associated with withdrawals, refunds, credits, and transfers.
The following fees apply:
| Transaction Type | Administrative Fee |
| Medical withdrawal refund | $ 10.00 |
| Refund issued as account credit | $ 10.00 |
| Refund issued as direct payment | $ 25.00 |
| Program transfer | $ 10.00 |
Administrative fees may be deducted from any refund issued unless otherwise required by law.
Program Changes and Cancellations by Ortona
Ortona reserves the right to modify, combine, reschedule, relocate, or cancel programs, classes, camps, events, or activities as circumstances require.
Programs with insufficient enrollment may be cancelled after registration closes or shortly after the scheduled start date.
Where Ortona cancels a program, participants will be offered one of the following, as determined by Ortona:
- A transfer to another available program;
- An account credit; or
- A refund for the cancelled portion of the program.
Where practical, missed classes resulting from a cancellation may be rescheduled or added to the end of the session.
Refund Processing
Refunds will generally be issued using the original method of payment whenever reasonably possible.
- Credit card payments will be refunded to the original card used for purchase.
- Cash, debit, or cheque payments will be refunded by cheque payable to the original payer and mailed to the address on file.
Refund processing times may vary depending on financial institutions and payment providers.
Recreational Program Withdrawals
| Withdrawal Received 8 or More Days Before Program Start | Full refund of program fees, less applicable administrative fees. |
| Withdrawal Received Within 7 Days Before the Program Start Date Through the Second Scheduled Class | 50% refund of program fees, less applicable administrative fees. |
| After the Third Scheduled Class | No refund will be issued except in approved medical withdrawal situations or where otherwise required by law. |
Participants withdrawing from a recreational class may be eligible for a refund based on the date the withdrawal request is received.
Extended Programs
For programs that:
- Run longer than three (3) consecutive months; and
- Meet more than once per week,
Participants may withdraw by providing at thirty (30) or sixty (60) days’ written notice, depending on withdrawal date.
Fees owing during the notice period remain payable and are non-refundable.
Any applicable refund after the notice period will be calculated based on the participant’s final date of eligibility and subject to applicable administrative fees.
Camp Withdrawals
The following refund schedule applies to week-long camps unless otherwise stated at the time of registration.
| Withdrawal received 14 or more Days before Camp start | Full refund, less applicable administrative fees. |
| Withdrawal received 2-13 Days before Camp start | 50% refund, less applicable administrative fees. |
| After Camp Begins | No refund will be issued except in approved medical withdrawal situations or where otherwise required by law. |
Party Withdrawals
Full payment required at time of booking.
| Withdrawal received 6 Weeks or more before Booking | Full refund, less applicable administrative fees. |
| Withdrawal received 4-6 Weeks before Booking | 50% refund, less applicable administrative fees. |
| Withdrawal received less than 4 Weeks before Booking | No refund will be issued except in approved medical withdrawal situations or where otherwise required by law. |
Medical Withdrawals
Requests for medical withdrawals may be considered when participation is no longer possible due to illness or injury.
To be eligible, participants must provide:
- Written notice of withdrawal; and
- Documentation from a licensed medical practitioner confirming that participation is not recommended for a specified period.
Approved medical withdrawals may be eligible for a prorated refund or account of credit based on the unused portion of the program.
Administrative fees will apply.
Ortona reserves the right to request additional information where necessary to assess the request.
Transfers
Participants may request a transfer to another available program, subject to space availability and program suitability.
A transfer request must be submitted before the original program concludes.
Transfers are not guaranteed and may be subject to an administrative fee.
Any difference in program fees must be paid at the time the transfer is approved.
Withdrawal Procedure
All withdrawal requests must be submitted using Ortona’s official Withdrawal Request Form.
Requests are considered received on the date of the completed form, and any required supporting documentation are received by Ortona.
Verbal requests, messages through coaches, or non-standard communication methods will not be considered official notice of withdrawal.
Participants remain responsible for all fees owing until a withdrawal request has been received and processed.
Missed Classes
Missed classes, practices, camps, events, or activities are not eligible for refunds, credits, transfers, or make-up classes.
Exceptions may be considered only where required by law or expressly approved by Ortona.
If Ortona cancels a scheduled class due to circumstances within its control, the club may provide:
- A make-up class;
- An extension of the program; or
- Account credit.
Account Credits
Account credits:
- Have no cash value;
- Are non-transferable;
- May only be used by the participant or family account to which they were issued;
- Must be used within twelve (12) months of the date issued unless otherwise stated.
Unused credits expire automatically after the applicable validity period.
Circumstances Beyond Our Control
Ortona is not responsible for delays, interruptions, modifications, or cancellations arising from events beyond its reasonable control, including but not limited to:
- Severe weather or natural disasters;
- Public health emergencies or government directives;
- Facility closures or damage;
- Utility outages;
- Labour disruptions;
- Acts of God;
- Any other circumstance that prevents normal operations.
In these situations, Ortona may, at its sole discretion, provide make-up classes, credits, program extensions, or partial refunds where reasonably feasible.
Questions Regarding This Policy
Questions regarding this policy may be directed to:
Ortona Gymnastics Club
webtech@ortonagymnastics.com
(780) 492-7300
© Ortona Gymnastics Club 2026. All rights reserved.