Terms and Conditions

 STEMbotics Studio

Effective Date: January 21, 2026
Last Updated: January 23, 2026

Welcome to STEMbotics Studio! These Terms and Conditions ("Terms") govern your enrollment in and use of our LEGO robotics education programs for children ages 5+.

By registering your child for STEMbotics Studio programs, you ("Parent," "Guardian," "you," or "your") agree to be bound by these Terms and Conditions, as well as our Privacy Policy.

If you do not agree to these Terms, please do not register your child for our programs.

Contact Information:
STEMbotics Studio
Box 695
High Level, Alberta T0H 1Z0
Email: erin@stemboticsstudio.com
Phone: 403-988-0515

STEMbotics Studio provides hands-on LEGO robotics and coding education through three age-appropriate program pathways:

• Young Builders (Ages 5-7, Grades K-2)
• Code Builders (Ages 8-10, Grades 3-5)
• Robotics Studio (Ages 11+, Grades 6-9)

• All classes are conducted in-person at our facility in High Level, Alberta
• Classes meet twice per week for one hour per session
• Maximum class size: Differs by group, typically 10-12 students to ensure quality instruction
• All materials, robotics kits, tablets, laptops, and supplies are provided

• Spring Session: May 1 - June 30, 2026
• Summer Session: July - August 2026 (schedule to be announced)
• Fall Session: September - December 2026 (schedule to be announced)

To register your child, you must:

• Be the parent or legal guardian of the student
• Request and complete the registration form at stemboticsstudio.com
• Provide accurate contact and student information
• Agree to these Terms and Conditions and our Privacy Policy
• Pay the non-refundable registration fee and first month's tuition

Students must meet the minimum age requirements for their chosen program pathway as of the first day of class. STEMbotics Studio reserves the right to reassign students to a more appropriate program level if their current placement is not suitable.

Class sizes are strictly limited to a maximum of 12 students to ensure an excellent learning experience and appropriate supervision for all participants. Spaces are filled on a first-come, first-served basis upon receipt of payment.

Registration is not complete until payment is received. You will receive a confirmation email once your booking, completed on the 'Register' page, has been received. An invoice will be provided via the email used to book. Payment will be required to be processed by etransfer or cash. If you do not receive your confirmation email requesting payment within 48 hours, please contact us immediately.

If a class is full, you may add your child to a waitlist. If a space becomes available, we will contact you in the order of the waitlist. You will have 48 hours to confirm enrollment and submit payment before we move to the next family on the waitlist.

Registration Fee: $25 per student (one-time, non-refundable)
Monthly Tuition: $175 per month

All classes must be paid for in advance.

• First Payment: $200 due at registration ($25 registration fee + $175 for first month)
• Subsequent Payments: $175 due on the 1st of each month for that month's classes

We accept payment by:

• E-transfer (as directed in the confirmation email provided after booking)
• Cash (in person only, with receipt provided)

Invoices will be sent to your registered email address by the 20th of the month for the following month's tuition.

Payment must be received by the 1st of the month.

If payment is not received by the start of the month, your child will be unenrolled and their spot may be given to a student on the waitlist. To re-enroll, you must:

• Pay any outstanding balance
• Pay the registration fee again ($25)
• Pay the current month's tuition in advance
• Accept that re-enrollment is subject to space availability

If a payment is returned or fails to process:

• You will be notified immediately
• You have 72 hours to provide alternative payment
• A $25 administrative fee will be charged for returned payments
• Failure to provide payment within 72 hours will result in unenrollment

Families with multiple children enrolled simultaneously receive:

• 5% discount for two children
• 10% discount for the third child and beyond

Discounts are applied automatically to monthly tuition (not registration fees).

The $25 registration fee is non-refundable under all circumstances, including but not limited to:

• Student withdrawal before classes begin
• Student absence or non-attendance
• Student removal for behavioral reasons
• Program cancellation by STEMbotics Studio (registration fee will be refunded in this case only)

No refunds will be given for the current month once classes have begun.

This means:

• If you withdraw your child on May 5th, no refund is provided for May tuition
• If your child misses classes due to illness, vacation, or any other reason, no partial refunds or credits are provided
• If your child is removed for behavioral reasons (see Section 7), no refund is provided

If you have paid for future months in advance, you may receive a refund for those future months only if:

• You provide written notice of withdrawal at least 14 days before the start of the month
• The month for which you are requesting a refund has not yet begun
• No behavioral removal has occurred (see Section 7)

Example: If you pay for both May and June tuition in April, and you withdraw your child on May 10th with written notice, you may receive a refund for June tuition (since June hasn't started yet), but no refund for May tuition.

To request a refund for future months:

1. Email your withdrawal request to erin@stemboticsstudio.com
2. Include your child's name, program, and the month(s) for which you are requesting a refund
3. Provide at least 14 days' notice before the start of the applicable month
4. Refunds will be processed within 10 business days of approval via etransfer

If STEMbotics Studio cancels a program session due to:

• Insufficient enrollment
• Instructor illness or emergency
• Facility issues
• Force majeure (see Section 14)

You will receive:

• A full refund of all tuition paid for the affected month(s)
• A refund of the registration fee if the cancellation occurs before the program begins
• No refund of the registration fee if you have already attended classes before cancellation

STEMbotics Studio is not responsible for any consequential damages resulting from program cancellation, including but not limited to alternative childcare costs, lost wages, or travel expenses.

Regular attendance is strongly encouraged for your child's learning and progress. However, we understand that absences occur due to illness, family emergencies, or other circumstances.

There are no refunds, credits, or makeup classes for missed sessions, regardless of the reason for absence.

If your child will be absent for an extended period (two weeks or more), please notify us in advance. We cannot guarantee your child's spot will be held if absences exceed four consecutive weeks.

If we must cancel a class due to:

• Instructor illness
• Facility closure
• Severe weather
• Other unforeseen circumstances

We will make every reasonable effort to:

• Notify you as soon as possible (via email and/or phone)
• Reschedule the missed class within the same month, or
• Add the class to the end of the session

If rescheduling is not possible, you will receive a pro-rated credit toward the following month's tuition.

To ensure a positive learning environment for all students, we expect all participants to:

• Follow instructor directions promptly and respectfully
• Treat classmates, instructors, and equipment with respect
• Use materials and equipment safely and as instructed
• Keep hands, feet, and objects to themselves
• Use appropriate language at all times
• Participate actively and positively in class activities
• Clean up their workspace after class

The following behaviors are strictly prohibited:

• Physical aggression, bullying, or harassment of any kind
• Intentional damage to property or equipment
• Disruptive behavior that prevents others from learning
• Use of inappropriate or offensive language
• Leaving the designated class area without permission
• Use of personal electronic devices during class (unless approved by instructor)

If behavioral issues arise, we follow a progressive approach:

First Incident: Verbal warning and redirection by instructor

Second Incident: Conversation with student and written notice to parent/guardian via email

Third Incident: Meeting with parent/guardian required before student may return to class; written behavior plan implemented

Fourth Incident or Serious Safety Violation: Student may be removed from the program without refund (see Section 7.4)

STEMbotics Studio reserves the right to immediately remove any student who engages in behavior that:

• Poses a safety risk to themselves, other students, or staff
• Involves physical violence or threats
• Involves intentional destruction of property
• Severely disrupts the learning environment despite repeated warnings
• Violates any applicable laws

If your child is removed from the program for behavioral reasons:

• No refund of any kind will be provided (including registration fees and current or future month tuition)
• Your child may not re-enroll without written approval from STEMbotics Studio management
• You remain responsible for any damage to property or equipment caused by your child

Parents/guardians are expected to:

• Support STEMbotics Studio's behavioral expectations
• Respond promptly to communications regarding behavioral concerns
• Work collaboratively with us to address any issues
• Attend meetings when requested
• Follow through with agreed-upon behavior plans

Failure to cooperate with behavioral interventions may result in your child's removal from the program without refund.

During registration, you must disclose any medical conditions, allergies, dietary restrictions, or special needs that may affect your child's participation or require accommodation. Failure to disclose relevant medical information may result in your child being unable to safely participate.

STEMbotics Studio staff are not authorized to administer medication unless required by law or with written authorization and proper training. If your child requires medication during class time, please contact us to discuss arrangements.

Please do not bring your child to class if they:

• Have a fever (within the past 24 hours)
• Are experiencing vomiting or diarrhea (within the past 24 hours)
• Have a contagious illness (e.g., flu, strep throat, pink eye)
• Are too unwell to participate fully in activities

Students who appear ill may be separated from the group, and you will be contacted to pick them up immediately.

In the event of injury or medical emergency:

• Staff will provide basic first aid as trained
• Emergency services (911) will be called if necessary
• You will be contacted immediately using your emergency contact information
• Staff will follow your emergency instructions to the best of their ability

By enrolling your child, you authorize STEMbotics Studio staff to:

• Provide basic first aid
• Seek emergency medical treatment for your child if you cannot be reached

STEMbotics Studio is a nut-aware facility. Please do not send any products containing nuts.

We do not provide food or snacks. If you send a snack for your child, ensure it is:

• Nut-free
• Clearly labeled with your child's name
• Appropriate for the classroom environment

We are not responsible for any allergic reactions that occur despite our nut-aware policy.

Our facility is designed with child safety in mind. However:

• Children must remain in designated areas
• Running in the facility is prohibited
• Children must follow all safety instructions regarding equipment
• Parents must pick up and drop off children at designated times and locations

• Classes begin promptly at the scheduled time
• Students may be dropped off no more than 5 minutes before the start of class
• Students will not be admitted more than 5 minutes early as staff may not be present

• Parents must arrive on time to pick up their child at the end of class
• Students may not leave the facility unattended unless parents have pre-arranged this with the instructor
• Only authorized individuals (listed on your registration form, or provided via email to hello@stemboticsstudio.com prior to the start of the class) may pick up your child

If you are running late, please contact us immediately.

Late pick-up fees:

• 1-15 minutes late: Verbal warning (first occurrence)
• 1-15 minutes late: $10 fee (subsequent occurrences)
• 16-30 minutes late: $25 fee
• Over 30 minutes late: $50 fee

Late fees must be paid before your child's next class. Repeated late pick-ups (three or more) may result in removal from the program without refund.

If you cannot be reached and your child is not picked up within one hour of the scheduled pick-up time, we will contact emergency contacts and, if necessary, local authorities.

Only individuals listed on your registration form as authorized pick-up contacts may collect your child. We require photo identification for anyone we do not recognize.

If you need to add or change authorized pick-up contacts, you must update your registration information in writing (email acceptable).

STEMbotics Studio will never photograph, video record, or publicly share your child's image or work without your separate, explicit written consent.

At registration, you will be asked whether you consent to:

• Photography of your child during class
• Video recording of your child during class
• Use of your child's image in promotional materials (website, social media, print materials)
• Display or publication of your child's robotics projects or code

You may consent to some uses and not others. Consent is completely optional and will not affect your child's enrollment or experience.

You may withdraw your consent at any time by emailing us at erin@stemboticsstudio.com. We will:

• Stop taking new photos or videos of your child immediately
• Remove your child's image from future promotional materials
• Make reasonable efforts to remove existing content, though we cannot guarantee removal of content already published or distributed

Parents and guardians may photograph or video record their own child during designated showcase events or at pick-up/drop-off times, provided they:

• Do not photograph or record other children without those parents' permission
• Do not disrupt class activities
• Comply with all staff instructions

You acknowledge that participation in robotics activities involves inherent risks, including but not limited to:

• Minor injuries (cuts, bruises, pinched fingers) from handling small LEGO pieces and robotics components
• Tripping or collision with other students or equipment
• Eye strain from screen use
• Frustration or emotional distress from challenging activities

While we take every precaution to minimize risk, we cannot eliminate all risk from physical activities involving children.

By enrolling your child, you acknowledge and voluntarily assume all risks associated with participation in STEMbotics Studio programs, whether those risks are known or unknown.

IMPORTANT LEGAL NOTICE:

In Canadian law, particularly following the case of Wong v. Lok's Martial Arts Centre Inc. (2009 BCSC 1385), parental waivers of liability for children are generally not enforceable. This means that even if you sign a waiver, your child retains the right to sue for negligence.

However, you acknowledge and agree to the following:

To the fullest extent permitted by law:

STEMbotics Studio, its owner, instructors, employees, and agents (collectively "STEMbotics Parties") shall not be liable for any injury, loss, damage, or expense arising from your child's participation in our programs, except in cases of gross negligence or willful misconduct.

This limitation includes, but is not limited to:

• Personal injury or property damage resulting from inherent risks of the activity
• Injury or damage resulting from your child's own actions or behavior
• Injury or damage resulting from the actions of other students
• Loss or damage to personal property
• Emotional distress or psychological harm
• Consequences of your child's failure to follow safety instructions

You agree that:

• STEMbotics Studio has taken reasonable precautions to ensure safety
• You have been made aware of the inherent risks
• Your child is physically and mentally capable of participating
• You will not hold STEMbotics Studio responsible for injuries resulting from inherent risks or your child's failure to follow instructions

You agree to indemnify and hold harmless STEMbotics Parties from any and all claims, demands, losses, liabilities, and expenses (including reasonable legal fees) arising from:

• Your child's participation in our programs
• Your child's actions or behavior during programs
• Any damage to property caused by your child
• Your breach of these Terms and Conditions
• Any false or misleading information you provide

Parents are responsible for ensuring their child has appropriate medical insurance coverage. STEMbotics Studio does not provide personal accident or medical insurance for students.

All curriculum, lesson plans, teaching materials, and instructional content created by STEMbotics Studio are the intellectual property of STEMbotics Studio and are protected by copyright law.

You may not:

• Copy, reproduce, or distribute our materials
• Use our materials for commercial purposes
• Share our materials with others outside of your immediate family

Students retain ownership of their original robotics creations and code. However, by enrolling, you grant STEMbotics Studio a non-exclusive, royalty-free license to:

• Display student work during class and at showcase events
• Use student work as examples in future classes (with anonymization if you do not consent to identification)
• Photograph student work for educational purposes (subject to your photo consent)

We will not use student work for commercial purposes without your separate written permission.

LEGO® is a trademark of the LEGO Group, which does not sponsor, authorize, or endorse STEMbotics Studio. We use LEGO Education products under appropriate commercial licenses.

Your personal information and your child's personal information are collected, used, and protected in accordance with our Privacy Policy, which is incorporated into these Terms by reference.

Please review our Privacy Policy at [stemboticsstudio.com/privacy] to understand how we handle personal information.

Key points:

• We collect only information necessary to provide our services
• We require parental consent for children's information
• We implement appropriate security measures
• You have rights to access, correct, and request deletion of information
• We comply with Alberta's Personal Information Protection Act (PIPA)

STEMbotics Studio shall not be liable for any failure or delay in performing our obligations under these Terms due to circumstances beyond our reasonable control, including but not limited to:

• Natural disasters (fire, flood, earthquake, severe weather)
• Pandemic, epidemic, or public health emergency
• Government orders or restrictions
• Utility failures or infrastructure problems
• Strikes or labor disputes
• Acts of terrorism or civil unrest

In the event of a force majeure situation:

• We will make reasonable efforts to notify you promptly
• We will attempt to reschedule or provide alternative arrangements when possible
• If classes cannot be rescheduled, you will receive a pro-rated refund or credit for unused classes
• We are not responsible for consequential damages resulting from cancellations

By registering, you consent to receive communications from STEMbotics Studio via:

• Email to your registered email address
• Phone calls or text messages to your registered phone number
• Postal mail to your registered physical address

These communications may include:

• Class schedules and reminders
• Payment invoices and receipts
• Program updates and announcements
• Important safety or policy information
• Behavioral or academic updates about your child

You are responsible for ensuring your contact information is current. Please notify us immediately of any changes to:

• Email address
• Phone number
• Physical address
• Emergency contacts

We are not responsible if you do not receive important communications due to outdated contact information.

You may not opt out of essential communications related to your enrollment, payments, or safety. However, you may opt out of promotional or marketing communications by:

• Clicking "unsubscribe" in any promotional email
• Emailing erin@stemboticsstudio.com with your request

STEMbotics Studio reserves the right to modify these Terms and Conditions at any time. Changes may be made to:

• Reflect changes in our programs or policies
• Comply with legal requirements
• Address unforeseen circumstances
• Improve clarity or accuracy

If we make material changes to these Terms:

• Updated Terms will be posted on our website with a new "Last Updated" date
• Registered families will receive email notification at least 30 days before changes take effect
• Your continued enrollment after the effective date constitutes acceptance of the changes

If you do not agree with updated Terms:

• You may withdraw your child before the changes take effect
• You will receive a refund for any future months paid in advance (subject to Section 5)
• No refund will be provided for the current month

You may withdraw your child from STEMbotics Studio at any time by providing written notice to erin@stemboticsstudio.com.

Refunds for withdrawals are governed by Section 5 (Refund and Cancellation Policy).

STEMbotics Studio reserves the right to terminate your child's enrollment at any time for:

• Repeated behavioral violations (see Section 7)
• Non-payment or repeated late payment
• Providing false or misleading information during registration
• Failure to comply with these Terms and Conditions
• Conduct by parent/guardian that is abusive, threatening, or disruptive to staff or other families
• Any reason that, in our sole discretion, makes continued enrollment inappropriate

If we terminate enrollment:

• You will be notified in writing (email acceptable)
• You will receive a pro-rated refund only for future classes not yet held
• No refund will be provided for behavioral removals (see Section 7.4)
• Your child may not re-enroll without written permission from management

These Terms and Conditions are governed by the laws of the Province of Alberta and the federal laws of Canada applicable therein, without regard to conflict of law principles.

You agree that any legal action or proceeding relating to these Terms or your child's enrollment shall be brought exclusively in the courts of Alberta, and you consent to the jurisdiction of such courts.

Before initiating any legal action, you agree to first attempt to resolve any dispute informally by:

• Contacting us in writing at erin@stemboticsstudio.com
• Clearly describing the nature of the dispute
• Providing us with 30 days to investigate and respond
• Participating in good-faith discussions to reach a resolution

If informal resolution is unsuccessful, both parties agree to participate in mediation before pursuing litigation. Mediation costs will be shared equally unless otherwise agreed.

These Terms and Conditions, together with our Privacy Policy and any other documents expressly incorporated by reference, constitute the entire agreement between you and STEMbotics Studio regarding your child's enrollment.

If any provision of these Terms is found to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect.

Our failure to enforce any provision of these Terms does not constitute a waiver of that provision or our right to enforce it in the future.

You may not assign or transfer your rights or obligations under these Terms without our written consent. We may assign these Terms to any successor entity.

• Headings are for convenience only and do not affect interpretation
• "Including" means "including but not limited to"
• Singular includes plural and vice versa
• "Day" means calendar day unless otherwise specified

The following sections survive termination of your enrollment: Sections 5 (Refund Policy), 11 (Limitation of Liability), 12 (Intellectual Property), 13 (Privacy), 18 (Dispute Resolution), and 19 (General Provisions).

If you have questions about these Terms and Conditions, please contact us:

STEMbotics Studio
Box 695
High Level, Alberta T0H 1Z0

Email: erin@stemboticsstudio.com
Phone: 403-988-0515

BY COMPLETING REGISTRATION AND PAYING THE REGISTRATION FEE, YOU ACKNOWLEDGE THAT:

☑ You have read, understood, and agree to be bound by these Terms and Conditions
☑ You have read and agree to our Privacy Policy
☑ You are the parent or legal guardian of the student and have authority to agree to these Terms on their behalf
☑ You understand and acknowledge the inherent risks of participation (Section 11.1)
☑ You understand the payment terms and refund policy (Sections 4 and 5)
☑ You understand the behavioral expectations and removal policy (Section 7)
☑ You authorize emergency medical treatment if necessary (Section 8.4)
☑ You will comply with all policies and procedures
☑ All information provided during registration is accurate and complete

STEMbotics Studio
Building Tomorrow's Innovators with Excellence and Care

Effective Date: January 21, 2026
Last Updated: January 23, 2026