PhandiCraft PARENT REGISTRATION & ENROLMENT PACK

CONTENTS

1. Part A — Parent/Legal Guardian Enrolment Agreement
2. Part B — Fees & Payment Policy
3. Part C — Cancellation, Suspention & Refund Policy

PART A: PARENT/LEGAL GUARDIAN ENROLMENT AGREEMENT

1. Parties

This Parent/Legal Guardian Enrolment Agreement (“Agreement”) is entered into between PhandiCraft (“PhandiCraft”, “we”, “us” or “our”) and the parent/legal guardian registering the child (“Parent”, “Guardian”, “you” or “your”).

The parent confirms that they are legally authorised to register the child for participation in PhandiCraft’s programme.

2. Child Details

The parent must provide accurate and complete information regarding the child being registered, including where applicable:

• Child’s full name and surname
• Date of birth
• School and grade
• Selected programme and branch
• Relevant emergency information
• Relevant medical or allergy information
• Parent/legal guardian details
• Emergency contact details

The parent is responsible for ensuring that information supplied to PhandiCraft remains accurate and up to date.

3. Parent/Guardian Details

The registration system will require the Parent/Guardian to provide:

• Full name and surname
• South African ID number or other applicable identification document number
• Email address
• Mobile telephone number
• Residential address
• Alternative contact details, where applicable
• Relationship to the child
• Details of any additional authorised parent/guardia

3.1 Mandatory email address

A valid email address is required for registration. The parent acknowledges that PhandiCraft may use the registered email address for official account, programme, payment, contractual, and administrative communications. The parent is responsible for ensuring that the email address remains active and monitored.

3.2 Identity information

PhandiCraft collects identification information for defined and legitimate business and contractual purposes, which may include identity verification, customer and account administration, programme administration, payment administration, contractual administration, lawful compliance, and lawful recovery of amounts properly due where applicable.

PhandiCraft will process identification information in accordance with applicable privacy legislation, including POPIA, and will not use it for unrelated purposes merely because it has been collected.

4. Programme Registration

Registration confirms the parent’s intention to enrol the child in the selected PhandiCraft programme. The applicable programme, school/branch, fees, and registration details will be displayed before registration is completed.

• Availability of the selected programme
• Acceptance of this Agreement
• Payment of the applicable registration fee
• Compliance with applicable PhandiCraft policies

5. Registration Fee

The applicable 2027 registration fee will be displayed during registration. Unless otherwise expressly stated by PhandiCraft, the registration fee is payable to secure the child’s registration. Any T-shirt, certificate, medal, or other registration benefit will be subject to the terms communicated by PhandiCraft.

6. Programme Fees

The parent agrees to pay the applicable programme fees for the selected programme. The applicable monthly fee or other agreed payment structure will be displayed during registration and/or confirmed in the parent’s account. Registration creates a financial obligation in accordance with the agreed terms.

7. Monthly Payment Due Date

Unless a different due date is expressly stated for a particular programme, monthly fees are due on or before the 3rd day of each month.

Parents remain responsible for ensuring that payments are made on time, regardless of whether a reminder has been received.

8. Late Payment

Where a payment is not received by the applicable due date, the account will be considered overdue. PhandiCraft may issue reminders and/or notices through its official communication channels.

The current PhandiCraft policy is that an R50 late-payment penalty may apply to payments received after the 3rd of the month, subject to the final fee schedule and legal review.

9. Non-Payment and Suspension of Participation

Payment is a condition of continued participation in the programme, subject to applicable law and the terms of this Agreement.

Where fees remain outstanding, PhandiCraft may follow its overdue-account procedure, which may include a payment reminder, overdue account notice, formal notice of intended suspension, and suspension of the child’s participation where the account remains unpaid and the applicable process has been followed.

PhandiCraft is not required to continue providing programme services indefinitely where the parent has failed to pay the agreed fees. Suspension does not automatically cancel, waive, or write off amounts already owing.

10. Payment Arrangements

Payment arrangements are intended to assist in genuine temporary circumstances and are not an alternative payment system. A parent does not automatically have a right to a payment arrangement.

10.1 Parent application

A parent requesting a payment arrangement must submit a written request to PhandiCraft. Email is preferred. A written WhatsApp request may also be accepted where PhandiCraft can retain a record of the request.

The request should include the parent’s full name, child’s full name, current outstanding balance, proposed payment amounts, proposed payment dates, and any relevant explanation the parent wishes PhandiCraft to consider.

10.2 Approval

A payment arrangement is not valid merely because the parent has requested one. It becomes valid only once PhandiCraft has confirmed the arrangement in writing.

Written approval should state the total amount outstanding, agreed instalments, payment dates, final settlement date, and consequences of failing to honour the arrangement.

10.3 Failure to Honour Arrangement

If the parent fails to make an agreed payment by the agreed date, the arrangement may be treated as being in default, and PhandiCraft may proceed in accordance with its overdue-account and suspension procedures, subject to applicable law.

10.4 Frequency

PhandiCraft may limit the number or frequency of payment arrangements available during a programme year. Repeated arrangements are not intended to replace the standard monthly payment obligation.

11. Payment Records

Parents are responsible for retaining proof of payment until the payment has been reflected on their account. PhandiCraft may request proof of payment where necessary to reconcile an account.

A screenshot or proof of payment does not by itself establish that funds have been received; the payment must be received and/or successfully reconciled by PhandiCraft.

12. Attendance and Absence

The programme fee reserves the child’s participation in the programme and covers the applicable programme services provided by PhandiCraft. Unless otherwise stated, fees are not automatically reduced because a child is absent from an individual class.

Any makeup or replacement class will be determined according to PhandiCraft’s operational policy and availability.

13. School Closures, Events, and Operational Changes

PhandiCraft may reasonably adjust programme arrangements where circumstances outside its reasonable control affect delivery, including school closures, school events, public holidays, venue availability, safety concerns, and unforeseen operational circumstances. Material changes will be communicated where reasonably possible.

14. Cancellation by the Parent

A parent who wishes to cancel the child’s participation must provide written notice to PhandiCraft through an official communication channel. Email is preferred. For practical purposes, PhandiCraft may also accept a clear WhatsApp cancellation request that can be retained as a record.

Telephone calls and verbal conversations do not constitute reliable formal cancellation notice unless subsequently confirmed in writing.

The effective date of cancellation and any notice period, outstanding balance, credits, refunds, or other consequences will be determined in accordance with this Agreement, the applicable programme terms, and South African law. Nothing in this Agreement is intended to remove or limit any cancellation right that cannot lawfully be excluded.

One-Month Notice Period

A parent or legal guardian who wishes to cancel a child’s participation in the PhandiCraft programme must provide at least one month’s written notice. The notice period will apply to the next full billing month, in accordance with PhandiCraft’s billing cycle.

The parent remains responsible for payment of the applicable programme fees for the notice month, regardless of whether the child continues attending classes during that month. The parent may choose to withdraw the child from classes immediately upon giving notice; however, the applicable fees for the notice month will remain payable, subject to applicable law.

15. Confirmation of Cancellation

Where reasonably practicable, PhandiCraft will confirm receipt of the cancellation request in writing, including the date received, effective cancellation date, outstanding balance, any applicable credit/refund, and final administrative requirements.

16. Refunds and Credits

Refunds and credits will be dealt with in accordance with the applicable programme terms and South African law. Cancellation does not automatically create a refund. Amounts properly due before the effective cancellation date remain payable, subject to applicable law.

17. Parent Responsibilities

• Provide accurate information
• Keep contact information updated
• Pay fees on time
• Monitor the PhandiCraft account
• Use official communication channels
• Comply with PhandiCraft policies
• Provide accurate emergency and medical information
• Collect children promptly where required
• Treat PhandiCraft staff and facilitators respectfully
• Ensure children understand and follow reasonable programme rules

18. Facilitator Protection and Parent Conduct

PhandiCraft is committed to providing a safe and respectful working environment for facilitators and staff.

• Verbally abusing facilitators
• Threatening staff
• Intimidating staff
• Harassing staff
• Interfering with a class
• Attempting to negotiate fees directly with facilitators
• Instructing facilitators to disregard PhandiCraft policies
• Requiring facilitators to make financial or administrative decisions

Facilitators are not authorised to approve payment arrangements, waive fees, approve refunds, cancel accounts, negotiate outstanding balances, or make contractual commitments on behalf of PhandiCraft. Parents must direct these matters to the PhandiCraft administration/management team.

19. Communications and Official Notices

PhandiCraft may communicate through official channels, including email, WhatsApp, the Parent Portal/system, SMS where applicable, and other designated channels.

Parents must keep their contact information current.

Important requests include cancellation, payment arrangement, programme/branch change, refund request, account dispute, change of responsible payer, and formal complaint. PhandiCraft may require such requests to be confirmed in writing.

20. Complaints

Parents should raise complaints through the designated PhandiCraft administration channel. Complaints should, where possible, include the parent’s name, child’s name, school/branch, relevant dates, nature of complaint, and desired resolution.

Parents should not attempt to resolve formal complaints directly with facilitators while classes are taking place. PhandiCraft will consider complaints fairly and respond within a reasonable period.

21. Child Safety

PhandiCraft will take reasonable steps to provide an appropriate and safe environment for participating children. Parents must provide accurate information relevant to safety, allergies, emergencies, and other information reasonably necessary for the programme.

22. Medical and Emergency Information

Parents must provide accurate emergency contact and relevant medical information. In an emergency, PhandiCraft may take reasonable steps to obtain medical assistance and contact the Parent/emergency contact.

23. Photography, Video, and Media

Photography and video consent will be managed through a separate consent process. A parent’s decision regarding optional marketing/media consent will not automatically determine whether the child may participate in the educational programme, except where a particular activity genuinely requires separate consent.

24. Personal Information and POPIA

PhandiCraft recognises that parents and children provide personal information when registering. This may include names, ID numbers, contact details, addresses, school/grade, emergency information, medical information, payment information, correspondence, and photographs/video where applicable.

PhandiCraft will process personal information only for defined and lawful purposes and will take reasonable measures to protect information against loss, unauthorised access, disclosure, or misuse.

Personal information will be retained only for as long as reasonably necessary for the purpose for which it was collected, or where retention is required or permitted by law.

Parents may have rights regarding access to, correction of, and objection to certain processing of their personal information, subject to applicable law.

25. Children’s Personal Information

Because PhandiCraft works with children, additional care will be taken when processing children’s personal information. Where consent is required by law, appropriate consent will be obtained from the child’s parent or competent person. Children’s personal information will not be collected or used for unrelated purposes merely because it is available to PhandiCraft.

26. Third-Party Service Providers

PhandiCraft may use service providers for registration systems, payment processing, accounting, communication, cloud storage, and other legitimate operational services. PhandiCraft will take reasonable steps to ensure appropriate privacy and security measures are in place.

27. Changes to Programme Fees and Terms

Applicable fees and programme terms will be communicated in accordance with the applicable agreement and South African law. PhandiCraft will not rely on this Agreement to impose changes in a manner prohibited by applicable consumer law.

28. Entire Agreement

This Agreement, together with the applicable PhandiCraft policies and documents expressly incorporated into it, constitutes the agreement governing the child’s participation in the programme. Applicable law will prevail where required.

29. Legal Compliance

Nothing in this Agreement is intended to exclude, restrict, or waive any right or obligation that cannot lawfully be excluded, restricted, or waived. The Agreement is subject to applicable South African law.

PART B: FEES & PAYMENT POLICY

1. Standard Payment Terms

Monthly fees are payable by the 3rd day of each month unless a different due date is expressly communicated.

2. Overdue Accounts

An account becomes overdue when the applicable payment has not been received by the due date. PhandiCraft may issue reminders and notices.

3. Late Payment

A R50 late-payment penalty may apply after the 3rd day of the month, subject to the final fee schedule and legal review.

4. Continued Non-Payment

Where an account remains overdue, PhandiCraft may progress through its overdue-account process, which may ultimately result in suspension of participation, subject to applicable law.

5. No Informal Fee Negotiations

Facilitators and unauthorised staff may not negotiate or waive fees. Requests must go through PhandiCraft administration/management.

PART C: CANCELLATION, SUSPENSION & REFUND POLICY

1. Written cancellation

Cancellation requests must be made in writing through an official PhandiCraft communication channel. Email is preferred. WhatsApp may be accepted where the request is clear and can be retained.

2. Verbal requests

A verbal request should be followed by written confirmation. Parents should not assume that telling a facilitator constitutes formal cancellation.

3. Confirmation

PhandiCraft will confirm receipt where reasonably practicable.

4. Effective date

The effective cancellation date will be determined according to the applicable agreement, notice requirements, and applicable law. 

A parent or legal guardian who wishes to cancel a child’s participation in the PhandiCraft programme must provide at least one month’s written notice. The notice period will apply to the next full billing month, in accordance with PhandiCraft’s billing cycle.

The parent remains responsible for payment of the applicable programme fees for the notice month, regardless of whether the child continues attending classes during that month. The parent may choose to withdraw the child from classes immediately upon giving notice; however, the applicable fees for the notice month will remain payable, subject to applicable law.

5. Outstanding amounts

Cancellation does not automatically extinguish amounts that became due before the effective cancellation date.