Elev8 Summer Camp Terms and Conditions

These Terms and Conditions ("Agreement") set forth the standards and rules for participation in Elev8 Summer Camp ("Camp") operated by GK Elev8 ("Elev8"). By enrolling a participant ("Camper"), the Parent(s) or Legal Guardian(s) (hereafter referred to as "Parents") acknowledge and agree to these terms.

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1. Registration and Payment

1.1 Registration Process

• Registration is completed through the official Elev8 website by submitting the application form.

• Campers must be between the ages of 5 and 12 at the time of attendance.

• Parents must provide accurate health and medical information during registration.

1.2 Fees and Payment

• If the booking is made 21 days or more before the camp start date, full payment must be completed within 3 days of registration.

• If the booking is made within 21 days of the camp start date, payment must be completed within 24 hours, or the booking may be cancelled.

• Payment can be made via bank transfer or credit card.

• If payment is not completed on time, Elev8 reserves the right to cancel the booking without further notice.

1.3 Changes to Registration

• Parents may change the camp week and selected modules for free, subject to availability.

• All requests for changes must be submitted to Elev8 at least 7 days before the camp start date.

1.4 Scope of Services

• Elev8 operates Elev8 Summer Camp, offering structured educational holiday programmes for children aged 5 to 12. Our camps focus on educational modules including: programming, mathematics, English, and Japanese language, combining academic learning with hands-on activities and excursions.

• The Programming and Maths Modules are taught entirely in English. While all levels are designed to be accessible, certain levels require a minimum understanding of English to follow instructions and participate effectively.

• Elev8 reserves the right to modify activities, schedules, or programme details due to operational requirements, safety concerns, or unforeseen circumstances. Any changes will be communicated to Parents as soon as reasonably possible.

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2. Cancellations, Refunds, and Absences

2.1 Cancellation Policy

• Elev8 provides the following refund policy for cancellations:

  • Cancelled within 48 hours of registration: Full refund (including tax).

  • Cancelled more than 21 days before the camp start date: 90% refund of the total amount paid.

  • Cancelled within 21 days of the camp start date: No refund will be issued.

  • No-shows or early departures: No refund will be issued.

• If cancellation or absence occurs within 21 days, Elev8 Points may still be granted in accordance with the Absence Policy (Section 2.2).

• If eligible for a refund, the amount will be processed within 14 business days via the original payment method. Refunds cannot be issued in cash. Parents must contact info@elev8.co.jp for refund inquiries.

• In the event of a payment dispute, Parents must first contact Elev8 at info@elev8.co.jp to attempt to resolve the issue. If unresolved, disputes will be handled in accordance with Section 11.4 (Governing Law).

2.2 Absence Policy

• If a Camper is unable to attend camp due to illness, scheduling conflicts, or other valid reasons, they may receive 10,000 Elev8 Points for a full-day absence or 5,000 points for a half-day absence (less than 4 hours of attendance).

• Points can be used towards future camp registrations, merchandise, or additional services.

• Campers who attend 4 hours or more in a single day will not be eligible for absence points.

• This policy is subject to Elev8’s discretion. In cases of misconduct, behavioural issues, or other exceptional circumstances (e.g. being removed from camp), absence points may not be awarded.

• Any unused points upon withdrawal from the programme are subject to our standard 365-day expiry policy, though exceptions may be made on a case-by-case basis.

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3. Camp Inclusions and Exclusions

3.1 What’s Included

• Daily educational modules.

• All learning materials and equipment required for activities.

• Nutritious meals and snacks throughout the day.

• All excursions and activity fees (except for transportation costs).

• Free chaperone service from designated locations (subject to availability and cancellation at Elev8’s discretion).

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

• Parents may opt for their child to skip an excursion, but no refund or alternative activity will be provided.

• Excursions are subject to change, rescheduling, or cancellation due to weather, safety concerns, or operational needs. If changes occur, no refunds or alternative activities will be provided. Elev8 reserves the right to modify camp schedules, including module offerings and excursions, at its discretion.

• If an excursion must be modified or cancelled, Elev8 will make reasonable efforts to notify Parents as soon as possible. No refunds or alternative activities will be provided in such cases.

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4. Parents-Friendly Services

4.1 Early Drop-Off and Late Pick-Up

• Early drop-off is available from 7:30 AM and late pick-up until 7:00 PM (subject to availability).

• Pre-booked late pick-up (before the camp day starts) is 5,000 JPY per hour (rounded to the nearest 5 minutes).

• Unbooked late pick-up (without prior notice) will be charged at 7,000 JPY per hour (rounded to the nearest 5 minutes). Payment must be completed within 48 hours.

• Campers will participate in guided study and activities during extended hours.

4.2 Free Chaperone Service

• Elev8 offers a complimentary chaperone service from designated locations to assist with supervising children on their journey to and from camp.

• Parents are fully responsible for their child’s transportation costs.

• Children must have a valid IC card or sufficient funds for public transport. Elev8 staff do not handle or arrange payments.

• This service is for supervision only—Elev8 does not arrange, book, or guarantee transport services.

• The chaperone service follows a strict schedule. If a child is not present at the designated meeting point on time, the group will depart without them, and parents must arrange their child’s transport to camp.

• The service is subject to availability and cancellation at Elev8’s discretion. No compensation or alternative arrangements will be provided if the service is modified or withdrawn.

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5. Health and Medical Policy

5.1 Medical Insurance Requirement

• All campers must have valid medical insurance during their participation in the camp.

• Parents may be asked to provide proof of medical insurance before camp begins.

• Japanese residents should ensure their child is covered under national health insurance.

• International students should have travel or health insurance that includes medical coverage in Japan.

• Parents are responsible for confirming their child has appropriate coverage for the duration of the camp.

• In some cases, Elev8 may request a copy of the insurance policy or card as a condition of participation.

5.2 Medication and Illness Policy

• Parents must inform Elev8 of any medications the Camper requires.

• If a Camper Parents becomes ill during camp, Parents will be contacted immediately.

• Elev8 reserves the right to deny entry to sick Campers for health and safety reasons.

• If a child is unable to attend due to illness, the standard points rebate for absences applies.

• In the event of a medical emergency, Elev8 will make reasonable efforts to contact the Parents or emergency contacts provided before seeking treatment. However, if the situation requires immediate medical intervention, Elev8 will act in the best interest of the child and arrange for appropriate treatment, including transport to a hospital or clinic if deemed necessary by staff or medical professionals.

• Parents acknowledge that all medical expenses incurred during the camp, including but not limited to hospital visits, medication, and doctor consultations, are their sole financial responsibility. Parents must ensure their child’s insurance covers medical treatment in Japan.

5.3 Age and Registration Accuracy

• Our camp is for students aged 5 to 12 years old.

• If Parents provide false, inaccurate, or incomplete information regarding the Camper’s age, medical conditions, emergency contacts, special requirements, or any other essential details, Elev8 reserves the right to remove the Camper from the programme without refund.

• Elev8 assumes no liability for any injuries, medical incidents, behavioural issues, disruptions, or damages resulting from false, inaccurate, or omitted information provided by Parents.

• It is the Parent’s responsibility to update Elev8 immediately if any of the Camper’s essential details change before or during camp attendance.

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6. Camper Conduct and Behaviour Guidelines

6.1 Expected Behaviour

• Campers are expected to be respectful, cooperative, and follow all camp rules.

• Disruptive or unsafe behaviour will not be tolerated.

• Campers must follow all camp rules, staff instructions, and safety procedures at all times.

• Disruptive or unsafe behaviour, refusal to follow staff directions, or any actions that put others at risk will result in disciplinary action, which may include removal from camp.

6.2 Zero-Tolerance Policy

• Bullying, violence, vandalism, or inappropriate conduct will result in immediate disciplinary action.

• If a Camper exhibits disruptive behavior, Elev8 will notify the Parents at least once before removal (except in cases of serious misconduct such as violence or endangerment).

• Parents may be required to pick up their child early if behaviour is deemed unacceptable.

• No refund will be provided if a Camper is removed from the program due to misconduct.

6.3 Removal from Camp and Future Participation

• Elev8 reserves the right to remove any student from the camp at its sole discretion if their behaviour, health, or other factors pose a risk to the safety, wellbeing, or operational functionality of the camp. No refunds will be issued in such cases.

• Elev8 reserves the right to deny future enrolment to any student for any reason, including but not limited to failure to comply with camp policies, late payments, or repeated late pick-ups.

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7. Liability and Insurance

7.1 Liability Waiver

• Elev8 is not responsible for lost or stolen personal belongings.

• Elev8 is not liable for accidents or injuries unless caused by gross negligence.

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.

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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: 〒135-0063 Tokyo, Koto City, Ariake, 3 Chome−7−26 Ariake Frontier Building B, 9F 

• Parents should use the above contact methods for any concerns related to camp services, payment issues, or disputes.

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9. Elev8 Rewards Programme

9.1 Earning Points

• Earn five points for every 100 JPY spent on camp registrations and services.

• 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 last transaction (earning or redemption).

• If no transactions occur within 12 months, Elev8 reserves the right to deactivate the account. Once deactivated, all points will be forfeited.

• 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.

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10. Referral Programme

10.1 Eligibility & How It Works

• Parents can refer new campers to Elev8 and earn 10,000 points per referred Camper.

• Only Parents who have already paid for at least one Elev8 service (camp registration, private lesson, or premium service) are eligible to refer others.

• The referred Camper must be a first-time enrolee at Elev8.

• Siblings count as referrals, provided they were not previously registered.

• Referrals must be declared at the time of booking using the referral section in the registration form.

• Only one referring Parent can claim a referral per new Camper. If multiple Parents claim the same referral, Elev8 will determine eligibility at its discretion.

10.2 Referral Bonus & Limitations

• 10,000 points per referred child will be credited after the referred Camper has completed their first full week of camp.

• Referral points are issued within 7 days after the referred Camper’s first full week of attendance.

• Referrals do not apply retroactively—the referred family must enter the referrer’s details at the time of registration.

• If the referred Camper cancels before attending camp, no referral points will be issued.

10.3 Misuse & Fraud Prevention

• Self-referrals are not allowed. A Parent cannot refer their own child from a different account.

• Any attempts to manipulate the system, including creating fake accounts, providing false referral details, or referring someone before paying for a service, will result in:

  • Immediate forfeiture of all referral points.

  • Possible termination of the Parent’s Elev8 Rewards account.

  • A ban from future participation in the referral programme.

• 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.

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11. General Provisions

11.1 Amendments to Terms

• Elev8 reserves the right to modify these terms at any time.

11.2 Programme Adjustments and Cancellations

• Elev8 makes every effort to deliver the modules selected during registration. However, Elev8 reserves the right to modify module availability, schedules, and instructors due to operational requirements.

• If a module must be changed or cancelled, Elev8 will assign the Camper to an alternative module at its discretion. No refunds or compensation will be provided.

11.3 Force Majeure

• Elev8 is not responsible for cancellations, delays, disruptions, or modifications to the programme due to unforeseen circumstances beyond our control, including but not limited to:

  • Natural disasters (earthquakes, typhoons, floods, etc.)

  • Extreme weather conditions

  • Pandemics, epidemics, or public health emergencies

  • Government-imposed restrictions, lockdowns, or regulatory changes

  • Transport strikes or major infrastructure failures

  • Acts of war, terrorism, or civil unrest

  • Any other event that makes it impossible, unsafe, or legally prohibited to operate camp activities.

• In cases of force majeure, Elev8 will make reasonable efforts to reschedule affected programmes where feasible. However, if rescheduling is not possible due to ongoing restrictions or safety concerns, refunds or financial compensation will not be issued.

• If Elev8 cancels a session due to force majeure but plans to reschedule at a later date, affected Parents will receive Elev8 credit equal to the paid amount, which may be used for future camp sessions or services. No cash refunds will be issued in such cases.

• Elev8 Points & Rewards Programme: In cases of force majeure, accumulated points will not be refunded, converted to cash, or extended beyond their expiration date. However, if a rescheduled session is available, Parents may apply their unused points towards the next available programme.

• Liability Disclaimer: Elev8 shall not be held responsible for any indirect losses, inconvenience, or additional costs incurred by Parents due to cancellations or delays arising from force majeure events. Parents acknowledge and accept that programme continuity is subject to external factors beyond Elev8’s control.

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

• Elev8 operates within Japan and is subject to Japanese laws and regulations. Participation in Elev8 Summer Camp is open to both domestic and international students; however:

  • Campers must have valid visa status in Japan during the programme period.

  • Elev8 does not facilitate visa applications or sponsorships.

  • Parents of international students are responsible for ensuring compliance with Japanese travel and education regulations.

  • Elev8 does not accept registrations from individuals or entities that are subject to Japanese government restrictions, trade sanctions, or embargoes.

  • Elev8 reserves the right to refuse service to any individual or group that fails to meet legal and regulatory compliance requirements.

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.

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Agreement

By enrolling a child in Elev8 Summer Camp, the Parents acknowledges and agrees to all terms stated in this document.

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For inquiries, please contact:

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合同会社Elev8

〒135-0063 Tokyo, Koto City, Ariake, 3 Chome−7−26, Ariake Frontier Building B, 9F

📩 info@elev8.co.jp

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