Elev8 Summer Camp Terms and Conditions

These Terms and Conditions ("Agreement") govern registration for and participation in school holiday camps and related camp services operated by GK Elev8 ("Elev8").

In these Terms, an Elev8 school holiday camp is referred to as a "Camp", a participating child as a "Camper", and the Camper's parent or legal guardian as the "Parent".

By registering a Camper for a Camp, the Parent acknowledges and agrees to these Terms and Conditions.

1. Registration and Payment

1.1 Registration Process

Registration may be completed through the official Elev8 registration form or through another booking method expressly confirmed by Elev8 in writing.
Elev8 Camps are primarily designed for children aged 5 to 12. Children slightly outside this age range may be accepted with prior approval from Elev8, including where siblings or other family members wish to attend together.
Parents must provide complete and accurate information about the Camper, including any relevant health, medical, allergy, medication, behavioural, learning, or additional support information reasonably required for the safe operation of the Camp.
A registration or booking request does not guarantee a place until Elev8 confirms the booking and any required payment has been received.

1.2 Fees and Payment

If a booking is made 21 calendar days or more before the Camper's first scheduled day of attendance, full payment must be completed within 3 days of registration.
If a booking is made fewer than 21 calendar days before the Camper's first scheduled day of attendance, full payment must be completed within 24 hours of registration.
Payment may be made using any payment method made available or approved by Elev8, including credit card or bank transfer.
A place is not guaranteed until the required payment has been received.
If payment is not received by the applicable deadline, Elev8 may release the Camper's place and cancel the unpaid booking.

1.3 Changes to Registration

Parents may request changes to selected Camp weeks, modules, chaperone arrangements, or other booking details, subject to availability.
Requests to change a selected learning module should normally be submitted at least 7 days before attendance. Elev8 may accommodate later requests where operationally possible.
Requests to reschedule or transfer individual Camp days are governed by the Absence Policy in Section 2.2.
No change is confirmed until Elev8 has approved it in writing.

1.4 Scope of Services

Elev8 operates school holiday camps for children, combining structured educational modules with games, activities, social experiences and excursions.
Elev8's core learning modules currently include Programming, Maths, English and Japanese.
Programming and Maths are primarily taught in English. Parents should consider their child's ability to understand basic spoken English when selecting these modules, particularly at more advanced levels.
Elev8 may make reasonable changes to activities, schedules, staffing, modules, excursions or programme arrangements where necessary for operational, educational, safety or other reasonable purposes. Elev8 will communicate material changes to Parents as soon as reasonably practicable.

1.5 Mailing List Subscription

By registering for any service offered by Elev8 (including but not limited to camp participation, private lessons, or events), Parents agree to be subscribed to Elev8’s email newsletter. This newsletter includes updates about Elev8 programmes, events, and related information.
Parents may unsubscribe at any time by clicking the “unsubscribe” link in any email communication received from Elev8.

2. Cancellations, Refunds, and Absences

2.1 Cancellation Policy

Unless otherwise stated for a particular promotion or programme, Elev8 applies the following cancellation policy:
- Within 48 hours of the initial booking: 96.5% refund, provided the cancellation is made before the Camper's first scheduled attendance.
- 21 calendar days or more before the first affected Camp day: 90% refund.
- 8 to 20 calendar days before the first affected Camp day: 50% refund.
- 24 hours to 7 calendar days before the first affected Camp day: 20% refund.
- Less than 24 hours before the affected Camp day, no-show or early departure: no refund.
Eligible refunds will normally be processed within 14 business days to the original payment method. Refunds will not normally be issued in cash.
Any non-refundable third-party payment processing fees may be deducted from the amount refunded where permitted by applicable law.
Where a Parent is eligible for rescheduling, Camp credit or Elev8 Points instead of a cash refund, Section 2.2 applies.
Parents should contact info@elev8.co.jp regarding any cancellation, refund or payment dispute.

2.2 Absence Policy

Elev8 offers flexible rescheduling to help families manage changes to their plans.
If a Camper cannot attend a booked Camp day, the Parent may request to transfer that day to another available Elev8 Camp day within 180 days of the original scheduled date, subject to availability.
Requests made at least 48 hours before the affected Camp day may be rescheduled directly to another available date.
Where notice is provided fewer than 48 hours before the affected Camp day and Elev8 cannot accommodate an immediate change, the unused day may remain as Camp Credit to be used within 180 days of the original scheduled date.
Instead of retaining the Camp Credit, the Parent may elect to receive 20,000 Elev8 Points as a final alternative rebate for that unused day. Once Points are selected and issued, the original Camp Credit is cancelled and cannot subsequently be reinstated or exchanged for cash.
Camp Credits and rescheduled days are subject to availability, have no cash value and cannot be transferred to another family unless Elev8 agrees otherwise in writing.
Elev8 may refuse a rescheduling or credit request where the Camper has been removed from Camp for serious misconduct or where the request involves misuse of the policy.
Elev8 Points remain subject to the standard expiry rules in Section 9.

3. Camp Inclusions and Exclusions

3.1 What’s Included

Daily educational modules and Camp activities.
Learning materials and equipment required for scheduled Camp activities.
Lunch, snacks and drinks.
Scheduled excursion admission and activity fees, unless otherwise stated.
Complimentary chaperone supervision from designated locations, subject to availability.

3.2 What’s Not Included

Transportation costs for excursions or chaperone service (Parents must provide an IC card or cash for public transport).
Personal expenses such as extra snacks, souvenirs, etc.

3.3 Excursion Policy

Elev8 Camps may include off-site excursions. Destinations, schedules and arrangements may change due to weather, availability, safety considerations, transport disruption or other operational circumstances.
Elev8 will make reasonable efforts to notify Parents of significant changes as soon as practicable.
Where a Camper does not participate in a scheduled excursion, Elev8 is not required to provide a separate on-site programme or alternative activity unless otherwise agreed in advance. Parents are responsible for making alternative arrangements for that Camper.
No separate refund is provided solely because an excursion destination or activity is changed, provided Elev8 continues to provide a reasonable Camp programme for the affected day.

4. Parent-Friendly Services

4.1 Early Drop-Off and Late Pick-Up

Early drop-off is available from 07:30, and extended care is available until 19:00, subject to availability.
Pre-booked extended care is charged at ¥2,000 per hour, prorated in five-minute increments.
Where a Camper remains after their booked collection time without prior arrangement, extended care may be charged at ¥3,000 per hour, prorated in five-minute increments. Any resulting payment must be completed within 48 hours.
During extended-care periods, Campers remain supervised and may take part in quiet activities, games, reading, study or other age-appropriate activities.

4.2 Free Chaperone Service

Elev8 offers a complimentary chaperone service from designated meeting locations, under which Elev8 staff supervise participating children while travelling together by public transport to and from Camp.
Parents remain responsible for all public transportation fares and must ensure their child has a sufficiently charged IC card or enough money for the required journey.
The chaperone service operates to a fixed schedule. If a Camper is not present at the designated meeting point by the stated departure time, the group may depart and the Parent will be responsible for arranging the Camper's journey to Camp.
Meeting locations, routes and times may change depending on Camp schedules, excursions, transport conditions and operational requirements.
The service is complimentary and subject to availability. Elev8 may modify or withdraw a chaperone route where reasonably necessary and will make reasonable efforts to inform affected Parents in advance.

5. Health and Medical Policy

5.1 Medical Insurance Requirement

All Campers must have valid medical or health insurance covering their participation in Japan for the duration of Camp.
Parents are responsible for confirming that their child's insurance provides appropriate medical coverage in Japan.
Children ordinarily resident in Japan should normally be covered by an applicable Japanese public health-insurance scheme or other valid medical insurance.
Children visiting Japan should have travel or health insurance that provides appropriate medical coverage while in Japan.
Elev8 may request evidence of valid insurance before or during participation.

5.2 Medication and Illness Policy

Parents must inform Elev8 before attendance of any medication required by the Camper and provide any instructions reasonably necessary for its safe handling or use.
If a Camper becomes unwell during Camp, Elev8 will contact the Parent or emergency contact as soon as reasonably practicable.
Elev8 may refuse or discontinue a Camper's attendance where staff reasonably believe the Camper is too unwell to participate safely or may present a material health risk to others.
Where a Camper misses Camp due to illness, the Absence Policy in Section 2.2 applies.
In a medical emergency, Elev8 will make reasonable efforts to contact the Parent or emergency contact. Where immediate treatment is reasonably considered necessary, Elev8 may arrange appropriate emergency assistance, including ambulance transport or attendance at a hospital or clinic.
Parents remain responsible for medical expenses incurred on behalf of their child, subject to any applicable insurance coverage.

5.3 Age and Registration Accuracy

Elev8 Camps are primarily designed for children aged 5 to 12. Participation outside this age range requires prior approval from Elev8.
Parents must provide complete and accurate information regarding the Camper's age, medical conditions, allergies, medications, emergency contacts, behavioural or learning needs, and any other information reasonably relevant to their safe participation.
Parents must notify Elev8 promptly if any material information changes before or during Camp.
Elev8 may suspend or end a Camper's participation where significant information has been intentionally withheld or materially misrepresented and continued participation cannot reasonably be managed safely.
Parents may be responsible, to the extent permitted by applicable law, for losses or additional costs directly caused by intentionally false or materially incomplete information provided to Elev8.

6. Camper Conduct and Behaviour Guidelines

6.1 Expected Behaviour

Campers are expected to treat other Campers, staff, facilities and members of the public with respect, follow reasonable staff instructions and comply with Camp safety rules.
Behaviour that is persistently disruptive, unsafe or materially interferes with the participation or wellbeing of others may result in disciplinary action, including early collection or removal from Camp.

6.2 Zero-Tolerance Policy

Bullying, violence, deliberate property damage, harassment, dangerous conduct or other serious misconduct may result in immediate intervention and, where appropriate, removal from Camp.
Except where immediate action is reasonably necessary for safety, Elev8 will normally contact the Parent and provide an opportunity to address behavioural concerns before permanently removing a Camper.
Parents may be required to collect a Camper early where continued attendance cannot reasonably be managed safely.
A refund will not normally be provided where a Camper is removed because of serious or repeated misconduct.

6.3 Removal from Camp and Future Participation

Elev8 may remove a Camper or decline a future registration where reasonably necessary because of serious or repeated misconduct, significant safety or wellbeing concerns, repeated breaches of Camp policies, unpaid fees or other circumstances that materially affect Elev8's ability to safely and effectively provide the programme.

7. Liability and Insurance

7.1 Liability Waiver

Elev8 will take reasonable care in providing Camp services and supervising Campers.
Elev8 is not responsible for loss or damage arising from circumstances outside Elev8's reasonable control or for loss of personal belongings except where Elev8 is legally responsible.
Elev8 may use third-party providers in connection with excursions, facilities, transport and other Camp activities. Elev8 will take reasonable care when selecting and working with such providers. Responsibility for the acts or omissions of third parties will be determined in accordance with applicable law.
Nothing in these Terms excludes or limits any liability that cannot lawfully be excluded or limited under applicable Japanese law.

7.2 Insurance Coverage

Elev8 does not provide accident or health insurance for Campers.
Parents are responsible for ensuring their child has adequate coverage.

7.3 Acknowledgment of Risks & Liability Waiver

Participating in Elev8 Summer Camp involves a variety of activities, including physical, educational, and outdoor experiences, which come with inherent risks. While we take every precaution to ensure a safe and supportive environment, minor injuries (such as scrapes or bruises) and unforeseen incidents may occur.
By enrolling in Elev8 Summer Camp, Parents acknowledge and accept these risks on behalf of their child.
Elev8 shall not be held liable for any injuries, damages, or losses sustained during the camp except in cases of gross negligence or wilful misconduct.

7.4 Indemnification Clause

Parents agree not to pursue legal claims, lawsuits, or demands against Elev8, its staff, or affiliates relating to their child’s participation in the camp, unless due to gross negligence. Parents further agree to indemnify and hold Elev8, its employees, and affiliates harmless against any claims, damages, losses, or expenses (including legal fees) arising from their child’s participation in the camp, except in cases of gross negligence.
Parents acknowledge that Elev8 works with third-party providers for excursions, transportation, and facilities. Elev8 is not liable for third-party negligence but will take reasonable precautions in selecting reputable providers.
This includes, but is not limited to, any damages resulting from failure to provide accurate medical or personal information during registration.

7.5 Accuracy of Information & Parental Responsibility

Parents acknowledge that all information provided to Elev8 during registration, including but not limited to medical history, allergies, emergency contacts, behavioural concerns, and age, must be truthful and accurate.
Elev8 is not liable for any medical complications, injuries, disruptions, or damages arising from misrepresented, omitted, or incorrect details in the Camper’s registration.
In cases where Elev8 must make emergency decisions based on inaccurate or incomplete information; Parents agree that Elev8 is not responsible for any resulting consequences.
Elev8 reserves the right to request verification of a Camper’s age, health status, or special needs at any time before or during the programme.

8. Contact Information & Emergency Procedures

8.1 Emergency Contacts

Parents must provide at least one valid and reachable emergency contact who will be in Japan for the duration of the camp. If a contact cannot be reached in an emergency, Elev8 reserves the right to make decisions in the best interest of the Camper.
It is recommended to provide two emergency contacts in case of urgent situations.

8.2 Emergency Medical Treatment

If a Camper requires urgent medical attention, Elev8 will arrange treatment and contact the Parents immediately.
In an emergency where the Parents cannot be reached, Elev8 will act in the Camper’s best interest.

8.3 Personal Information, Media Use, and Intellectual Property

Elev8 is committed to protecting the personal information of all Campers and Parents in accordance with Japan's Act on the Protection of Personal Information (APPI).
By enrolling a child in Elev8 Summer Camp, Parents consent to the collection, storage, and use of the provided information for administrative, safety, and operational purposes.
Personal data, including names, contact details, and medical information, will only be used for camp operations and will not be shared with third parties unless required by law or in cases of emergency.
Elev8 may take photos, videos, or other media of Campers during activities for promotional, training, or marketing purposes, including but not limited to, social media, websites, advertising materials, and presentations.
If a Parent does not wish for their child’s image to be used, they must submit a written opt-out request via email to info@elev8.co.jp before the camp start date.
Parents acknowledge that student-created works (such as digital projects, videos, art, or other creative outputs made during camp activities) remain the intellectual property of the student. However, Elev8 reserves the right to showcase such works for educational, promotional, or training purposes in a non-commercial capacity.
Any personal data will be securely handled and stored, and Parents may request data deletion after camp completion, except for materials already used in marketing or training content prior to the deletion request.

8.4 Customer Service and Contact Information

Elev8 is committed to providing transparent and responsive customer service. For any inquiries, concerns, or refund requests, please contact us at:
- Email: info@elev8.co.jp
- Business Address:
  Houraiya Building 7F, Room 701
  5-2-1 Roppongi, Minato-ku
  Tokyo 106-0032, Japan
Parents should use the above contact methods for any concerns related to camp services, payment issues, or disputes.

9. Elev8 Rewards Programme

9.1 Earning Points

Parents ordinarily earn 5 Elev8 Points for every ¥100 of eligible spending, equivalent to a standard 5% rewards rate.
Points are calculated on eligible transactions and may be subject to exclusions or promotional rates notified by Elev8.
Receive 10,000 points for every new Camper referral (including siblings).
Points have no cash value and cannot be exchanged for money.
Elev8 reserves the right to audit transactions and points balances to prevent fraud or misuse.

9.2 Using Points

1 point = 1 JPY, which can be used for:
- Future camp registrations
- Elev8 merchandise
- Premium services (e.g., early drop-off, late pick-up)
Points cannot be transferred between accounts, sold, or bartered. Any unauthorised use, resale, or exchange of points will result in immediate forfeiture of all points and may lead to account termination.
Points issued as rebates for absences cannot be transferred to another child or family account.

9.3 Expiry of Points

Points expire 365 days after the most recent qualifying earning or redemption transaction. A qualifying earning or redemption resets the 365-day validity period.
Elev8 is not responsible for notifying Parents of upcoming point expirations.

9.4 Programme Changes & Termination

Elev8 reserves the right to modify, pause, or discontinue the Elev8 Rewards Programme at any time.
If the programme is discontinued, unused points will not be refunded or exchanged for cash.
Elev8 will make reasonable efforts to notify members of significant changes but is not obligated to do so.

9.5 Misuse & Fraud

Any attempt to manipulate the Elev8 Rewards Programme, including fraudulent referrals, false transactions, or abuse of point redemption, may result in forfeiture of all accumulated points and termination of account privileges.
Elev8 reserves the right to take action against any accounts suspected of misuse, fraud, or violations of these terms.

10. Referral Programme

10.1 Eligibility & How It Works

Existing Elev8 families may receive 10,000 Elev8 Points when an eligible new Camper is referred to Elev8.
The referred Camper must not previously have attended an Elev8 Camp.
An additional sibling attending Elev8 for the first time may qualify for the sibling referral bonus.
Referral or sibling details must be provided during registration or otherwise confirmed by Elev8 before the new Camper's first attendance.
Only one referral reward may be claimed for each new Camper.

10.2 Referral Bonus & Limitations

Referral Points will be issued after the referred Camper has completed their first paid Camp attendance.
Points will normally be credited within seven days after that attendance.
If the referred Camper cancels before attending, no referral reward will be issued.
Referral rewards cannot be applied retroactively unless Elev8 agrees otherwise.

10.3 Misuse & Fraud Prevention

Creating false registrations, duplicate accounts, fictitious referrals or otherwise manipulating the Referral Programme is prohibited.
Legitimate sibling referrals expressly permitted under Section 10.1 are not considered self-referrals.
Elev8 reserves the right to review and audit all referral transactions and request additional proof of eligibility.
Elev8 reserves the right to adjust or discontinue the referral programme at any time without prior notice.
Any pending referral points will still be honoured if the referral was registered before programme termination.

11. General Provisions

11.1 Amendments to Terms

Elev8 may update these Terms from time to time. Unless required by law or reasonably necessary for urgent safety or operational reasons, changes will apply prospectively to bookings made after the updated Terms take effect.
Material changes affecting an existing confirmed booking will be communicated to the affected Parent where reasonably practicable.

11.2 Programme Adjustments and Cancellations

Elev8 will make reasonable efforts to provide the modules selected during registration.
Where a selected module becomes unavailable for staffing, operational or other reasonable reasons, Elev8 will offer a suitable alternative where possible.

11.3 Force Majeure

Elev8 is not responsible for delay, disruption or inability to provide Camp services caused by events beyond its reasonable control, including severe weather, natural disasters, public-health emergencies, government restrictions, major transport disruption, war, terrorism, civil unrest or comparable events.
Where reasonably possible, Elev8 will seek to modify, relocate or reschedule the affected programme.
If Elev8 is unable to provide an affected Camp session because of a force-majeure event, Elev8 may provide an equivalent Camp Credit or rescheduled attendance opportunity. The applicable arrangements will be communicated to affected Parents.
Nothing in this section excludes any rights that cannot lawfully be excluded under applicable Japanese law.

11.4 Governing Law

These Terms and Conditions are governed by and interpreted in accordance with the laws of Japan. In the event of any disputes arising from this Agreement, the Tokyo District Court shall have exclusive jurisdiction as the court of first instance. Parents and Guardians agree to submit to the jurisdiction of Japanese courts and waive any objections to jurisdiction or venue.

11.5 Severability

If any provision of these Terms and Conditions is found to be invalid, illegal, or unenforceable by a court or other competent authority, such provision shall be deemed modified to the extent necessary to make it valid and enforceable. If modification is not possible, the provision shall be deemed severed from these Terms and Conditions, and the remaining provisions shall continue in full force and effect as if the invalid, illegal, or unenforceable provision had never existed.

11.6 Terms & Conditions of Promotions

Elev8 may, at its discretion, offer promotional discounts, referral incentives, or limited-time offers. The following conditions apply to all promotions unless otherwise stated:
- Discounts and referral rewards cannot be combined with other offers.
- Promotional discounts must be applied at the time of registration and cannot be retroactively applied.
- Referral bonuses are issued only after the referred Camper has completed their first full week of camp.
- Elev8 reserves the right to cancel or modify promotions at any time without prior notice.
- In the case of fraudulent activity or misuse, Elev8 reserves the right to revoke promotional benefits and terminate accounts involved in violations.
For any questions regarding promotions, Parents should contact info@elev8.co.jp.

11.7 Legal Compliance & Export Restrictions

Parents are responsible for ensuring that the Camper is lawfully permitted to be in Japan and to participate in the Camp for the relevant period.
Elev8 does not provide immigration advice, visa sponsorship or assistance with immigration applications.
International families are responsible for confirming any immigration, travel or entry requirements applicable to their circumstances.

11.8 Language & Interpretation

These Terms and Conditions are provided in English and Japanese. The English version is the official and legally binding version. The Japanese translation is offered for convenience only. In case of any differences or inconsistencies between the two, the English version will take precedence.

Agreement

By registering a Camper for an Elev8 School Holiday Camp, the Parent acknowledges that they have read and agree to these Terms and Conditions.

For inquiries, please contact:

合同会社Elev8

Houraiya Building 7F, Room 701
5-2-1 Roppongi, Minato-ku
Tokyo 106-0032, Japan

📩 info@elev8.co.jp

Elev8 Summer Camp Terms and Conditions

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