Hard Work Martial Arts
Terms of Service & Member Agreement

HARD WORK MARTIAL ARTS (HWMA)

I. DEFINITIONS

• "Agreement": Refers to this binding contract and any associated enrollments.

• "HWMA": Refers to Hard Work Martial Arts LLC, HWMA NP, and its owners, employees, subsidiaries, and associates.

• "Purchaser": The individual signing this Agreement (financially responsible party).

• "Attendee": The individual participating in programs (may be the Purchaser or a minor under their guardianship).

• "Programs": Any memberships, events, trials, camps, or after-school services offered by HWMA.

 

II. MEMBER RESPONSIBILITIES & CODE OF CONDUCT

HWMA is committed to providing professional instruction and mentorship. To ensure a successful partnership, the Purchaser and Attendee agree to:

• Consistency: Attend classes regularly (recommended 2-3 times per week).

• Communication: Bring concerns to staff immediately so they can be addressed.

• Effort: Maintain a respectful attitude and give best effort during training.

• Patience: Acknowledge that rank advancement is earned through growth, not merely by paying dues.

 

III. FINANCIAL TERMS & PAYMENTS

• Authorization: Purchaser authorizes HWMA and its payment processors to automatically deduct fees from the payment method on file.

• No Refunds: All payments are Non-Refundable (except as required by the Virginia Right of Rescission).

• Late Fees: Payments more than seven (7) days past due are subject to a $15.00 Late Fee.

• Obligation to Pay: Failure to attend classes does not relieve the Purchaser of the obligation to pay agreed tuition.

• Rate Adjustments: HWMA reserves the right to adjust tuition rates and policies.

• Collections: Accounts with past-due balances may be referred to a collections agency or small claims court. Purchaser is responsible for all collection costs, legal fees, and court costs incurred by HWMA.

• Discount Codes: Discount codes must be used strictly for their intended purpose. Misuse may result in immediate voiding of the discount and retroactive charges.

• Late Payment and Processing Fees: If any scheduled program dues are not received by the Due Date, or if a payment cannot be processed for any reason (including but not limited to declined credit cards, insufficient funds, or expired payment methods), a $25.00 Processing Fee will be assessed to the account for each failed attempt or late occurrence. This fee is intended to compensate for the administrative costs and processing expenses associated with failed or late transactions. This fee is in addition to the underlying dues and any other charges allowed under this Agreement.

• Note regarding Code "LCFRP": This code is reserved strictly for those receiving financial assistance via the Loudoun Childcare Fee Reduction Program or Northern Virginia Family Services. Prior arrangement with HWMA staff is required. 

 

IV. MEMBERSHIP TYPES & RENEWALS

1. Time-Dependent Agreements (Term Contracts):

• Includes "Foundations," "Standard," "Intensive," "After School," and "Summer Camp" programs with a specific start and end date.

• These agreements are Non-Cancellable during the initial term.

• Auto-Renewal: Upon completion of the initial term, this Agreement automatically converts to a Month-to-Month agreement unless a new Term Agreement is signed.

1. Month-to-Month Agreements:

• Agreements explicitly designated as monthly, or Term Agreements that have rolled over after their expiration.

• These may be canceled with thirty (30) days' written notice.

 

V. CANCELLATION & FREEZE POLICY

1. Notice Requirement: To cancel a Month-to-Month agreement (or a Term agreement that has expired), Purchaser must provide thirty (30) days' written notice via the form at www.HardWorkMA.com/cancellationform.

2. Process: The 30-day period begins on the first business day after notice is received. Regular payments continue during this 30-day period.

3. Exit Interview: An in-person or telephone meeting is required to finalize cancellation to ensure all concerns are addressed.

4. Membership Holds/Freezes:

• As a courtesy, HWMA may allow an Agreement to be put on "Hold."

• Request must be emailed to Info@HardWorkMA.com at least one (1) week prior to the scheduled payment.

• A "Hold" pauses the usage of the membership but does not cancel the financial obligation; the contract term extends by the duration of the hold.

 

VI. LIABILITY WAIVER & ASSUMPTION OF RISK

1. Physical Risk: Purchaser acknowledges that martial arts is a contact sport involving risk of bodily injury, illness, or death. Purchaser expressly assumes all risks associated with participation.

2. Health Certification: Purchaser certifies that the Attendee is in good health and has no medical limitations that would prevent safe participation.

3. Contact & Equipment: Purchaser consents to necessary physical contact by instructors for correction and training purposes. Purchaser understands that protective equipment may reduce, but not eliminate, risk of injury.

4. Indemnification: Purchaser agrees to hold HWMA harmless from any liability, including medical expenses or legal costs, resulting from the Attendee’s actions or participation.

5. 3rd Party Liability: For programs held at HWMA but operated by third parties, HWMA assumes no liability for the management or activities of those external programs.

 

VII. VIRGINIA CHILDCARE EXEMPTION (Mandatory Notice)

Applies to After School and Camp Programs:

The Purchaser acknowledges that HWMA NP and its associated entities operate childcare-related programs under the Code of Virginia Section 22.1-289.030 B.2 Exemption.

• This program is not licensed by the Virginia Department of Social Services.

• The program assumes responsibility for the supervision, protection, and well-being of attendees.

• By policy, school-age children are free to enter and leave the premises without permission unless otherwise agreed upon in writing.

 

VIII. MEDIA RELEASE

Purchaser grants HWMA non-revocable permission to capture and use images, video, and audio of the Attendee for promotional purposes (website, social media, brochures) without compensation.

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IX. AUTHORIZATION FOR TRANSPORTATION
I, the undersigned parent/legal guardian, hereby grant permission for my child to be transported in vehicles owned, leased, or operated by staff members of the organization for the purposes of field trips, camp activities, and emergency situations.

I understand that all drivers are authorized by the organization and hold valid driver's licenses. I acknowledge that transportation involves inherent risks and agree to hold the organization and its staff harmless from any claims arising from such transportation, except in cases of gross negligence.

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X. EMERGENCY MEDICAL AUTHORIZATION
In the event that I cannot be reached in an emergency, I hereby give permission to the organization’s leadership and staff to:

• Arrange for transport to the nearest medical facility or hospital via ambulance or private vehicle.

• Authorize and consent to any X-ray, examination, anesthetic, medical, dental, or surgical diagnosis or treatment and hospital care deemed necessary by a licensed physician or dentist.
   

XI. AUTHORIZATION TO SIGN WAIVERS AND PERMISSIONS
I specifically authorize the organization’s Executive Director or Senior Staff to act as my agent and "in loco parentis" (in the place of a parent) to sign any required waivers, facility permissions, or medical intake forms required by third-party providers (such as hospitals, urgent care centers, or activity venues) in the event of an emergency or time-sensitive activity where I am unavailable. This authority is granted only when a reasonable effort to contact me has been unsuccessful. I agree to be financially responsible for any costs incurred for medical treatment or associated services.

 

XII. ACKNOWLEDGEMENT OF RISK AND RELEASE
I understand that despite the highest standards of supervision and safety, accidents can happen. I release and stay the organization, its officers, and employees from any liability for injuries or damages arising from my child’s participation in the program, transportation, or emergency medical treatment sought in good faith.

 

KEY LEGAL AND PRACTICAL CONSIDERATIONS

"In Loco Parentis" & Limited Power of Attorney: The wording in the above section is intended to create a limited proxy. In many states, medical facilities require a signed "Authorization for Medical Treatment of a Minor" to provide care beyond life-saving measures. This waiver aims to satisfy that requirement so treatment isn't delayed while staff tries to reach you.

STATE SPECIFIC STATUES: Some states have specific forms for medical and transportation consent. Hard Work Martial Arts LLC, HWMA NP, and its affiliated facilities, events, staff, etc. are based in the State of Virginia.  This state recognizes the "Right of parents to direct the upbringing" but also allows for delegated consent.
 

XII. GENERAL LEGAL PROVISIONS

1. Right of Rescission: Purchaser may cancel this transaction in writing within three (3) business days of signing, as per Virginia law.

2. Arbitration: Any dispute arising from this Agreement shall be settled by binding arbitration administered by United States Arbitration & Mediation in accordance with their rules. Judgment on the award may be entered in any court having jurisdiction.

3. Mandatory Reporting: Purchaser acknowledges that HWMA staff may be classified as Mandatory Reporters (US Center for SafeSport / VA Dept. of Social Services) and must report suspected abuse or neglect.

4. Non-Defamation: Purchaser agrees not to publish defamatory statements regarding HWMA. Honest consumer reviews are permitted, but false or malicious statements of fact may be subject to legal action.

5. Severability: If any part of this Agreement is found to be unenforceable, the remaining sections shall remain in full force and effect.

6. Entire Agreement: This document supersedes all previous agreements. Updated terms may be posted at www.HardWorkMA.com/Terms.

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By signing physically or electronically, I certify that I have read, understood, and agree to these Terms & Conditions.

 

(Signature)