Cancellation Policy

Membership Cancellation, Pause & Refund Policy

Effective Date

This Cancellation, Pause & Refund Policy applies to all memberships, training programs, classes, leagues, camps, rentals, and recurring services provided by KDC Gym and KDC Glowball (“KDC”).

By enrolling in any KDC service, signing up for membership, or submitting payment information, the member, parent, or legal guardian (“Client”) acknowledges and agrees to the following terms and conditions.

1. Automatic Monthly Billing Authorization

All memberships and recurring programs are enrolled in automatic recurring billing.

By providing payment information, the Client authorizes KDC to automatically charge the payment method on file on the 1st day of each month for all applicable membership dues, training fees, league fees, or recurring service charges until cancellation is properly submitted and processed in accordance with this policy.

It is the Client’s responsibility to:

    •    Maintain a valid payment method on file

    •    Ensure sufficient funds are available

    •    Update expired or changed payment information before the billing date

Failure to receive a reminder invoice, billing notice, or account statement does not waive payment obligations.

2. Cancellation Policy

Required Notice

All cancellation requests must be submitted in writing by email to:

mailto:admin@kdcgym.com

Verbal cancellations, text messages, social media messages, coach notifications, or messages sent to staff members will not be accepted as valid cancellation notice.

Notice Deadline

Cancellation requests must be received at least 14 calendar days before the next scheduled billing date to avoid the next monthly charge.

If cancellation notice is received fewer than 14 days before the next billing cycle, the upcoming scheduled payment may still be processed and will remain non-refundable.

Cancellation Effective Date

Memberships remain active until the end of the current paid billing cycle.

No prorated refunds or credits will be issued for unused time, missed classes, schedule conflicts, relocation, change of interest, injury, personal circumstances, or failure to attend.

3. Membership Pause Policy

KDC may allow temporary membership pauses on eligible memberships at management’s discretion.

Pause Request Requirements

    •    All pause requests must be submitted in writing to mailto:admin@kdcgym.com

    •    Requests must be submitted at least 7 days before the next billing date

    •    Membership pauses are not retroactive

Pause Terms

    •    Approved paused memberships temporarily suspend access to services and facilities during the approved pause period

    •    Billing may be temporarily suspended during the approved pause period

    •    Memberships may only be paused for a minimum of 30 days unless otherwise approved by management

    •    A membership pause does not cancel the membership agreement

    •    Memberships automatically resume billing at the end of the approved pause period unless otherwise confirmed in writing by KDC

KDC reserves the right to approve, deny, limit, or revoke membership pauses at its sole discretion.

4. Refund Policy

General Policy

All payments made to KDC are final and non-refundable unless specifically stated otherwise in this policy.

This includes, but is not limited to:

    •    Monthly membership dues

    •    Training fees

    •    Registration fees

    •    Team fees

    •    Camps and clinics

    •    Uniforms and merchandise

    •    Tournament fees

    •    Facility rentals

    •    Deposits

    •    Administrative fees

    •    Auto-drafted membership payments

Refunds will not be issued for:

    •    Missed sessions or practices

    •    Voluntary withdrawal

    •    Schedule conflicts

    •    Dissatisfaction after participation has begun

    •    Failure to use membership benefits

    •    Illness, injury, or medical conditions

    •    Relocation or transportation issues

    •    Suspensions or removal due to policy violations

Approved Refund Circumstances

Refunds may only be approved under the following limited circumstances and are subject to management review and approval:

A. Duplicate Charges

If a Client is accidentally charged more than once for the same billing period or transaction due to a processing error by KDC, the duplicate portion of the payment will be refunded.

B. Billing Errors Caused by KDC

If KDC processes an unauthorized charge due to an internal administrative or system error after a properly submitted cancellation was confirmed in writing, the incorrect charge may be refunded.

C. Program Cancellation by KDC

If KDC cancels a program, class, camp, or service and no reasonable alternative, makeup session, account credit, or rescheduled option is offered, a partial or full refund may be issued at KDC’s discretion.

D. Overpayments

Verified overpayments made by the Client may be refunded or applied as an account credit.

E. Medical Emergencies (Extended Incapacitation)

In cases involving a long-term medical emergency preventing participation for 60 consecutive days or more, KDC may review requests for partial account credit or refund on a case-by-case basis.

Approval is not guaranteed.

5. Refund Processing

Approved refunds:

    •    Must be requested in writing

    •    Will only be issued to the original payment method when possible

    •    May take 7–14 business days to process depending on the financial institution

Administrative or processing fees may be deducted where permitted by law.

6. Chargebacks & Payment Disputes

By enrolling in services with KDC, the Client agrees not to initiate improper chargebacks or payment disputes for valid authorized charges.

Any chargeback filed for a valid charge may result in:

    •    Immediate suspension or termination of membership/services

    •    Removal from programs or teams

    •    Loss of access to facilities or events

    •    Collection actions for unpaid balances

    •    Additional administrative and dispute processing fees

    •    Submission of supporting documentation to the financial institution, including signed agreements, attendance records, communication records, invoices, and proof of policy acceptance

The Client agrees that enrollment, attendance, participation, electronic authorization, signed forms, email communications, or use of services constitute proof of acceptance of these terms.

7. Failed Payments

If an automatic payment is declined or returned:

    •    KDC may retry the payment method on file

    •    A late fee or processing fee may be added

    •    Participation privileges may be suspended until the balance is paid in full

Outstanding balances must be resolved before participation in any KDC activity resumes.

8. Policy Acknowledgment

By enrolling in KDC Gym or KDC Glowball programs, the Client confirms that they have read, understood, and agreed to this Cancellation, Pause & Refund Policy.

The Client further acknowledges that:

    •    Payments are automatically drafted on the 1st of each month

    •    Proper written cancellation notice is required

    •    All sales and payments are final unless otherwise stated in this policy

    •    Failure to use services does not relieve payment obligations

    •    Chargebacks for authorized payments may result in collections and account restrictions

KDC Gym & KDC Glowball

Email: admin@kdcgym.com