Lessons and Billing Policy
At AlphaMind Chess Hub, these policies are designed to keep scheduling, billing, and lesson expectations clear, fair, and consistent for all students and families. We will be reasonable and accommodating where possible while also protecting the lesson times reserved for each student.
Sections 1–14 apply primarily to recurring private coaching. Sections 15–21 apply to fixed-term group chess programs. Where a group-program term differs from a recurring private-lesson term, the applicable group-program term will govern.
1. Monthly Lesson Commitment and Billing
Students are enrolled in a recurring lesson plan that includes the number of lessons stated at the time of enrolment.
Monthly fees are charged automatically to the card on file on the 1st of each month. Unless otherwise stated during enrolment or checkout, all fees are charged in Canadian dollars.
If more lessons are scheduled during a calendar month than the student’s regular plan includes, the additional lesson or lessons will be charged at the applicable per-lesson rate and included in that month’s automatic payment.
The parent or student may decline an additional lesson by informing AlphaMind Chess Hub before the applicable payment is processed.
The additional-lesson rate is calculated by dividing the student’s regular monthly plan fee by the number of lessons included in that plan. Where necessary, the total charge will be rounded to the nearest cent.
Unless otherwise stated at enrolment, private lessons are scheduled as 50- to 60-minute sessions. A lesson completed within this range is considered a full lesson and counts toward the student’s lesson allocation.
2. Mid-Month Enrolment
When a student joins after the beginning of a calendar month, the initial payment is collected at enrolment and covers the number of lessons included in the selected plan. Some of those lessons may take place during the following calendar month.
If the student completes part of the initial lesson allocation before the next 1st of the month, AlphaMind Chess Hub will charge on the next 1st only for the remaining scheduled lessons in that calendar month that are not already covered by the initial payment.
If only one lesson from the initial lesson allocation has been completed before the next 1st of the month, AlphaMind Chess Hub may wait until the initial lesson allocation has been completed before charging for the remaining scheduled lessons in that calendar month.
The regular monthly plan charge will begin or resume on the following 1st of the month.
As a result, the first payment processed after enrolment may be lower than the regular monthly plan fee.
3. Rescheduling and Makeup Lessons
At least 24 hours’ notice is required to reschedule a lesson.
When sufficient notice is provided, the lesson may be moved to an available makeup slot. Makeup lessons are subject to coach and student availability.
A rescheduled lesson does not receive a separate fee adjustment because the makeup lesson serves as the replacement for the original lesson.
4. Late Cancellations
A cancellation made with less than 24 hours’ notice is considered a late cancellation.
The lesson will count toward the student’s monthly lesson allocation. A makeup lesson is not guaranteed.
Any exception offered by AlphaMind Chess Hub is discretionary and does not create an ongoing entitlement to future exceptions.
5. No-Shows
If a student misses a lesson without providing prior notice, the lesson will be treated as a no-show.
The lesson will count toward the student’s monthly lesson allocation, and no makeup lesson will be provided.
If a student misses two consecutive lessons without providing prior notice, AlphaMind Chess Hub may pause the student’s recurring lessons and release the reserved lesson time for other students. The missed lessons will still count toward the student’s lesson allocation.
If the student later wishes to continue, lessons may resume subject to coach availability. The original recurring lesson time is not guaranteed.
6. Late Arrivals
If a student joins a lesson late, the lesson will still end at its originally scheduled time unless a different arrangement was agreed upon in advance.
This ensures that lessons scheduled afterward are not delayed.
7. Coach Cancellations
If the coach needs to cancel a lesson, the parent or student may choose:
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A makeup lesson, subject to availability; or
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An account credit for the affected lesson.
The credit may be applied toward a future lesson or invoice.
8. Payment Issues
If a payment fails because of an expired card, declined transaction, insufficient funds, or another payment issue, lessons may be paused until:
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The payment method has been updated; and
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The outstanding balance has been paid.
The parent or student is responsible for maintaining a valid payment method for recurring lessons.
9. Refunds for the Current Billing Period
Monthly fees that have already been processed are generally non-refundable, except where a refund is required by applicable law or where AlphaMind Chess Hub is unable to provide the agreed lessons.
Cancelling a recurring plan after the monthly payment has been processed does not automatically entitle the parent or student to a refund for the unused portion of that billing period.
The student may continue using lessons already paid for during the current billing period, subject to the scheduling, rescheduling, late-cancellation, and no-show provisions of this policy.
Credits resulting from coach cancellations will be handled according to Section 7.
10. Ending Recurring Lessons
Parents and students may cancel the automatic renewal of recurring lessons at any time by providing written notice by email to:
No cancellation fee or administrative penalty will apply.
To prevent an upcoming monthly charge, the cancellation request must be received before that payment is processed.
If the cancellation request is received after the monthly payment has already been processed:
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The cancellation will prevent future automatic renewals;
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The current billing-period payment will generally remain non-refundable; and
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The student may use the lessons already covered by that payment.
AlphaMind Chess Hub appreciates approximately 2 weeks’ notice whenever possible because this helps with managing reserved lesson times. However, providing less than 2 weeks’ notice will not, by itself, result in a cancellation or administrative fee.
11. Changes to Scheduled Lessons
Parents and students should inform AlphaMind Chess Hub as early as possible about vacations, school commitments, tournaments, or other circumstances that may affect the regular lesson schedule.
Requests to temporarily reduce, pause, or change the lesson schedule are subject to availability and must be agreed upon in advance.
The student’s recurring plan and reserved lesson time remain active unless AlphaMind Chess Hub confirms a different arrangement in writing.
12. Agreement and Payment Authorization
By enrolling in or continuing lessons with AlphaMind Chess Hub, the student and, where applicable, the parent or guardian acknowledge and accept this Lessons and Billing Policy.
By providing and keeping a payment card on file, the cardholder authorizes AlphaMind Chess Hub to charge the card for:
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The applicable recurring monthly lesson plan;
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Mid-month or transitional lesson charges;
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Additional scheduled lessons beyond the number included in the regular plan;
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Any applicable taxes; and
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Other amounts expressly agreed upon by the parent or student.
Late cancellations and no-shows that are already part of the student’s monthly plan count as used lessons rather than generating a separate additional charge.
13. Changes to This Policy
AlphaMind Chess Hub may update the scheduling, pricing, billing, or administrative terms of this Policy for future billing periods, subject to applicable law.
Where advance notice is legally required, AlphaMind Chess Hub will provide the required notice and information about the customer’s right to cancel before the change takes effect.
AlphaMind Chess Hub will not unilaterally change its cancellation or refund terms in a manner that increases the obligations of the parent or student or reduces the obligations of AlphaMind Chess Hub.
14. Contact
Questions, scheduling requests, payment concerns, and cancellation requests may be sent to:
AlphaMind Chess Hub
Phone: +1 (778) 788-8496
Email: info.alphamindchess@gmail.com
15. Group Program Enrolment and Payment
Group program applications are reviewed before payment to determine whether a suitable group can be formed or offered based on the student’s age, experience, playing level, and weekly availability.
Submitting an Initial Check does not guarantee placement and does not require payment. If a suitable group is not immediately available, AlphaMind Chess Hub may keep the student’s information on file while additional groups are forming.
Where needed, AlphaMind Chess Hub may request a short placement check before confirming the student’s group.
Once a suitable group, weekly lesson time, and start date have been confirmed, the family will receive the payment link and student registration form. An offered place may be held for up to 72 hours.
Enrolment is confirmed only after:
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The full program fee has been paid; and
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The required student registration form has been completed.
Group program fees are paid in full by card and are not recurring monthly charges. Unless otherwise stated during checkout, all fees are charged in Canadian dollars.
16. Fixed Schedule and Attendance
Group times and start dates are determined based on enrolment and suitable student matching.
Before payment is requested, AlphaMind Chess Hub will confirm the student’s weekly lesson time, program start date, and scheduled lesson dates.
Once a student is enrolled, the confirmed group operates on a fixed schedule for the duration of the program. Students are expected to attend the scheduled lessons consistently.
Missed group lessons are not eligible for:
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Makeup lessons;
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Credits;
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Refunds;
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Transfers to another student; or
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Transfers to another group.
Where practical, AlphaMind Chess Hub may provide a brief catch-up during a later lesson or selected exercises related to the missed lesson. This support is discretionary and does not replace the missed lesson.
Unless otherwise stated for a specific group program, group lessons may run between 50 and 60 minutes.
17. Group Program Withdrawals and Refunds
A withdrawal request received at least seven calendar days before the first scheduled lesson is eligible for a refund of the program fee, less any non-refundable card-processing or currency-conversion fees.
A withdrawal request received less than seven calendar days before the first scheduled lesson, but before the program begins, is eligible for a 50% refund, less any non-refundable card-processing or currency-conversion fees.
Once the program has started:
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Program fees are non-refundable;
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No partial refund or credit will be provided for missed lessons or withdrawal; and
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Enrolment cannot be transferred to another student or group.
Nothing in this section limits any rights or remedies that cannot legally be excluded.
18. Group Program Changes or Cancellations by AlphaMind
If AlphaMind Chess Hub cancels the entire group program, the applicable program fee will be refunded.
If AlphaMind Chess Hub cancels an individual lesson, AlphaMind Chess Hub will either:
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Reschedule the affected lesson; or
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Provide an appropriate refund or account credit for the affected lesson.
Families will be notified by email regarding schedule changes, cancellations, or replacement lesson arrangements.
19. Technology and Participation
Group lessons are delivered online through Google Meet or another platform identified before the program begins.
Students should have:
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A stable internet connection;
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A laptop or desktop computer where possible; and
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A working camera and microphone.
Students should join using their own name and keep their camera on unless there is a valid reason not to do so.
A parent or guardian is not generally required to remain present during the lesson unless AlphaMind Chess Hub requests otherwise.
20. Group Lesson Conduct
Students are expected to participate respectfully, follow the coach’s instructions, and avoid behaviour that disrupts the learning experience of other students.
If a student repeatedly disrupts the group, AlphaMind Chess Hub may:
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Contact the parent or guardian;
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Provide a warning or participation requirements; and
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Remove the student from the program if the disruption continues.
Removal due to repeated misconduct is not eligible for a refund.
21. Group Lesson Recordings and Communication
Group lessons are not recorded or distributed.
Lesson links, program updates, schedule changes, and relevant materials will generally be shared with the parent or guardian by email.
Students must not privately record, screen-record, publish, or distribute any part of a group lesson without written permission from AlphaMind Chess Hub and all required participants or guardians.