Kensei Academy

Refund Policy

Clear and transparent refund procedures for all Kensei Martial Arts Academy services and memberships.

Our Refund Policy Overview

At Kensei Martial Arts Academy, we strive to provide exceptional value and service to all our members. This Refund Policy outlines the circumstances under which refunds may be issued and our standard procedures for handling refund requests.

Policy Philosophy

Our refund policy is designed to be fair to both our students and our academy. We believe in transparency and clear communication regarding all financial transactions.

By registering for classes or purchasing services from Kensei Martial Arts Academy, you acknowledge that you have read, understood, and agree to this Refund Policy.

Refund Eligibility & Timeframes

Standard Refund Timeframes

Refund eligibility varies depending on the type of service purchased and the timing of the cancellation request:

Service Type Refund Eligibility Period Refund Amount Processing Time
Monthly Membership Within 3 days of initial purchase or renewal Pro-rated based on unused days 7-10 business days
Class Packs (10+ classes) Within 7 days of purchase Full refund if no classes attended 7-10 business days
Private Lesson Packages Within 24 hours of scheduled session Full refund for cancelled sessions 5-7 business days
Special Workshops/Events Up to 14 days before event date Full refund (minus processing fees) 7-10 business days
Belt Testing Fees Before testing materials ordered Full refund 5-7 business days
Merchandise (unused/unworn) Within 30 days of purchase Full refund with original packaging 10-14 business days

Non-Refundable Items

The following are typically non-refundable once purchased:

  • Used class packs (partial attendance)
  • Membership fees after the 3-day grace period
  • Personalized or custom-ordered merchandise
  • Digital products or online course access
  • Registration fees for tournaments (unless cancelled by organizer)

Cancellation Policies by Service Type

Monthly Memberships

Membership Cancellation

To cancel a monthly membership and be eligible for any refund:

  1. Submit written cancellation notice via email to membership@kenseiacademy.com
  2. Cancellation must be received at least 30 days before your next billing date
  3. Membership will remain active until the end of your current billing cycle
  4. No partial-month refunds for mid-cycle cancellations

Class Packs

Class Pack Refunds

Class packs are valid for a specific period (typically 3-6 months). Refunds for unused classes:

  • Full refund available within 7 days of purchase if no classes have been attended
  • After 7 days, refunds are pro-rated based on:
    • Number of unused classes remaining
    • Time remaining on class pack expiration
    • A 15% administrative fee may apply
  • Class packs cannot be extended beyond their expiration date

Private Lessons

Private Lesson Cancellation

Private lessons require 24-hour notice for cancellation or rescheduling:

  • Cancellations with 24+ hours notice: Full refund or reschedule
  • Cancellations with less than 24 hours notice: 50% refund or reschedule fee
  • No-shows without notice: No refund, full session charge applies
  • Instructor-initiated cancellations: Full refund or reschedule at student's convenience

Special Circumstances & Exceptions

Medical Refunds

We understand that injuries or medical conditions may prevent continued training. In these cases:

  • Provide a doctor's note or medical documentation
  • Refunds will be pro-rated based on time remaining in membership/class pack
  • No administrative fees apply to medically-necessary cancellations
  • We offer membership freezes for temporary medical conditions (up to 3 months)

Relocation Refunds

If you are moving outside a 25-mile radius of our dojo:

  • Provide proof of relocation (utility bill, lease agreement, etc.)
  • Refunds will be pro-rated based on time remaining
  • A 10% administrative fee applies (waived for military transfers)

Dissatisfaction with Service

If you are unsatisfied with our services:

  • Contact us immediately to discuss your concerns
  • We will make every effort to address the issue and find a satisfactory solution
  • If resolution cannot be reached, a pro-rated refund may be issued at management discretion

Our Refund Process

Follow these steps to request a refund

1

Submit Request

Email your refund request to refunds@kenseiacademy.com with your full name, membership details, and reason for request.

2

Review Period

Our team reviews your request within 3-5 business days. We may contact you for additional information.

3

Approval & Processing

If approved, refunds are processed within 7-10 business days. You'll receive email confirmation once processed.

4

Receipt of Funds

Refunds appear on your original payment method within 3-10 business days after processing, depending on your bank.

Additional Information

Refund Method

All refunds are issued to the original payment method used for purchase:

  • Credit/Debit Card: Refunded to the same card
  • Bank Transfer: Refunded to the originating account
  • Cash: Refunded via check mailed to address on file
  • Third-party payments (PayPal, etc.): Refunded through the same service

Processing Fees

Some refunds may include processing fee deductions:

  • Credit card processing fees (2.5-3.5%) are non-refundable
  • Administrative fees may apply for certain refund types (as noted above)
  • No fees for refunds due to academy error or service issues

Dispute Resolution

If you disagree with a refund decision:

  1. Request a formal review by emailing management@kenseiacademy.com
  2. Provide any additional documentation supporting your case
  3. Management will review and provide a final decision within 10 business days

Questions About Our Refund Policy?

Our team is here to help clarify any aspect of our refund procedures.

Contact Us

For refund-specific inquiries, email: refunds@kenseiacademy.com

This Refund Policy was last updated on: June 1, 2023