​Flying Minds Camp Terms and Conditions
 

Effective date: August 11, 2026

These Terms and Conditions apply to PD Day camps, summer camps, day camps, and other camp programs operated by Flying Minds Education Centre (“Flying Minds,” “we,” “us,” or “our”).

By submitting the registration form and completing payment, the parent or legal guardian confirms that they have read, understood, and accepted these Terms and Conditions.
 

1. Registration and Payment
 

Registration is complete only after:

1. The registration form has been completed and submitted;

2. All required acknowledgements and permissions have been provided; and

3. Full payment has been received.

Submitting a registration form without completing payment does not reserve a camp space. Spaces are limited and are confirmed on a first-paid, first-confirmed basis.

The parent or guardian is responsible for selecting and paying for the correct camp, dates, and number of days. Customized attendance dates must be listed on the registration form before payment is completed.

Flying Minds may contact the parent or guardian if the information submitted does not match the camp product purchased.
 

2. Accuracy and Disclosure of Information
 

The parent or guardian confirms that all information provided is complete, accurate, and current, including:

• The child’s name, age, and date of birth;

• Parent and guardian contact information;

• Emergency contacts and authorized-pickup information;

• Medical conditions, allergies, medications, and activity restrictions;

• Disabilities and functional limitations;

• Behavioural, emotional, sensory, communication, or developmental needs;

• Personal-care, mobility, or supervision requirements; and

• Any other information reasonably necessary for the child’s safe participation.

Parents are not required to provide information unrelated to the child’s participation. However, they must provide enough information for Flying Minds to understand the child’s functional needs, evaluate possible accommodations, and maintain a safe environment.

Flying Minds must be informed promptly and in writing if the child’s health, medication, behaviour, abilities, or required supports change before or during camp.
 

3. Participant Support, Accommodation, and Eligibility
 

Flying Minds camps are group-based educational programs. At this time, Flying Minds does not ordinarily provide:

• One-to-one aides;

• Specialized medical or personal care;

• Behavioural therapists;

• Continuous individual supervision; or

• Staff trained to support every type or level of disability.

A disability or medical diagnosis does not automatically prevent a child from participating. Flying Minds will consider each child’s needs individually and make reasonable efforts to identify accommodations that can be provided safely within the camp’s staffing, facilities, program structure, and available resources.

Parents and guardians must inform Flying Minds of any accommodation their child requires before attendance. When requested, parents must participate in the accommodation process and may be asked to provide relevant documentation or a written medical, behavioural, support, or safety plan.

Flying Minds may determine that it cannot safely provide a requested accommodation when doing so would create undue hardship, including:

• A serious health or safety risk;

• A requirement for specialized care or supervision that Flying Minds is not equipped to provide;

• A substantial disruption to the group program; or

• A substantial operational or financial burden.

If Flying Minds determines before attendance that a child’s needs cannot be safely and reasonably supported, Flying Minds will discuss the situation with the parent or guardian and may decline or cancel the registration. Any amount paid for the affected camp will be refunded.
 

4. Failure to Disclose Relevant Information
 

Parents and guardians are responsible for providing complete and accurate information necessary for their child’s safe participation.

If important medical, behavioural, disability-related, or support information was not disclosed before attendance, Flying Minds may require the child to be picked up and may suspend participation while the child’s needs, safety risks, and possible accommodations are assessed.

If the previously undisclosed information reveals needs that Flying Minds cannot safely and reasonably accommodate without undue hardship, or if continued attendance presents a significant health or safety risk, Flying Minds may remove the child from the program.

When removal results from the deliberate concealment or material misrepresentation of information necessary for the child’s safe care, Flying Minds may decline to provide a refund, subject to applicable law.

In other circumstances, any refund will be determined according to the circumstances, services already provided, applicable law, and the cancellation policy below.
 

5. Cancellation and Refund Policy
 

Cancellation requests must be submitted in writing by email to info@flyingminds.ca.

Cancellations received at least 30 calendar days before the camp start date are eligible for a refund, less:

• A $50 administrative fee; and

• Any non-refundable payment-processing fees applicable to payments made by a method other than e-transfer.

No refunds will be issued for cancellations received fewer than 30 calendar days before the camp start date.

No refunds, credits, transfers, or make-up days will ordinarily be provided for:

• Missed camp days;

• Late arrival or early departure;

• Illness or personal scheduling conflicts;

• A child choosing not to participate;

• Removal under the Code of Conduct;

• Removal resulting from deliberate concealment or material misrepresentation of relevant information; or

• Any portion of the camp the child has already attended.

Any transfer to another camp or date is subject to availability and written approval from Flying Minds.

This policy does not limit any consumer or human rights that cannot legally be excluded.
 

6. Program Changes and Cancellation by Flying Minds
 

Flying Minds may reasonably change schedules, instructors, activities, rooms, or program content because of weather, staffing, safety requirements, enrolment, facility issues, or other circumstances beyond its reasonable control.

If Flying Minds cancels an entire camp before it begins and cannot provide a suitable alternative, the amount paid for the cancelled camp will be refunded.
 

7. Code of Conduct
 

Flying Minds is committed to maintaining a positive, inclusive, respectful, and safe learning environment.

Participants are expected to:

• Follow reasonable instructions from staff;

• Treat instructors, classmates, visitors, equipment, and the facility respectfully;

• Use materials and equipment safely;

• Avoid repeatedly disrupting the learning or participation of others;

• Keep their hands, feet, and objects to themselves; and

• Refrain from bullying, harassment, threats, discrimination, aggression, property damage, and unsafe behaviour.

Flying Minds will normally respond to inappropriate behaviour through reminders, redirection, warnings, and communication with the parent or guardian.

Flying Minds may require immediate pickup when a child’s conduct presents a serious or immediate safety concern. Flying Minds may dismiss a child from the remainder of the program when disruptive, disrespectful, aggressive, destructive, or inappropriate behaviour continues after reasonable warnings and interventions.

No refund or credit will ordinarily be issued when a child is removed or dismissed because of their conduct. Disability-related behaviour will be considered through the individual accommodation process before a final decision is made, unless immediate action is necessary to protect health or safety.
 

8. Arrival, Departure, and Authorized Pickup
 

A child will be released only to a parent, guardian, or person identified on the registration form as authorized to pick up the child.

Flying Minds may request government-issued photo identification before releasing a child. Parents and guardians must notify Flying Minds in writing if pickup authorization changes.

Parents are responsible for ensuring that emergency contacts and authorized-pickup information remain current.
 

9. Medical Information and Emergency Care
 

Parents and guardians must disclose all known medical conditions, allergies, current treatments, medications, emergency risks, activity restrictions, and other health information relevant to their child’s safe participation.

By providing emergency-care authorization, the parent or guardian authorizes Flying Minds staff to:

• Provide basic first aid;

• Contact emergency medical services;

• Contact the child’s listed medical professional when appropriate; and

• Arrange transportation for emergency medical care when a parent, guardian, or emergency contact cannot be reached promptly.

Flying Minds staff do not replace qualified medical professionals.

The parent or guardian is responsible for ambulance, physician, hospital, prescription, and other medical expenses incurred for the child.

Flying Minds will make reasonable efforts to contact a parent, guardian, or emergency contact as soon as practicable during an emergency.
 

10. Medication and EpiPens
 

Parents must notify Flying Minds if their child requires prescription medication or an EpiPen during camp.

Medication may be administered only after the required medication authorization form has been completed. Medication must be:

• In its original pharmacy-labelled container;

• Current and not expired;

• Clearly marked with the child’s name;

• Accompanied by written instructions; and

• Delivered directly to an authorized staff member.

A required EpiPen must be accompanied by a current prescription and any requested medical instructions. Parents are responsible for ensuring that all required medication and emergency supplies are available every day the child attends.

A child may be unable to attend if required medication, emergency supplies, instructions, or authorization documents have not been provided.
 

11. Photography and Video Consent
 

Photography and video permission is optional and must be requested through a separate consent checkbox.

If consent is provided, Flying Minds may photograph or record the child during program activities and use the resulting material for educational, promotional, public-relations, website, print, or social-media purposes.

Flying Minds will not intentionally publish the child’s full name with an image without additional permission.

A parent or guardian may withdraw future photography and video consent by contacting Flying Minds in writing. Withdrawal does not require Flying Minds to remove materials lawfully created, published, printed, or distributed before the withdrawal was received.

Declining photography and video consent will not affect the child’s eligibility to participate.
 

12. Off-Site Activities and Transportation
 

Permission for off-site activities and transportation must be requested through a separate consent checkbox.

If permission is provided, the child may participate in scheduled off-site activities and may be transported for approved field trips or emergency medical care.

Parents will be informed of planned field trips when reasonably practicable. Activities may be changed or cancelled because of weather, safety, transportation, or scheduling considerations.

If separate permission is required for a particular activity, Flying Minds will request it before the activity takes place.
 

13. Personal Property and Damage
 

Children should not bring valuable or unnecessary personal items to camp.

Flying Minds is not responsible for ordinary loss, theft, or damage to personal property unless caused by the negligence or wilful misconduct of Flying Minds.

Parents may be responsible for the reasonable cost of repairing or replacing property deliberately damaged by their child, subject to applicable law.
 

14. Security
 

• To help ensure the safety and security of our students, staff, and visitors, CCTV cameras are installed in classrooms and designated common areas of the Centre.

• CCTV is used for safety, security, and incident investigation purposes.

• CCTV cameras do not record audio.

• The CCTV system is not accessible through the public internet. All recordings are stored securely on equipment located at the Centre.

• CCTV recordings are retained for up to 60 days and are securely deleted thereafter, unless footage must be retained for an incident investigation, legal matter, or other legitimate purpose.

• Access to CCTV recordings is restricted to authorized Flying Minds personnel. If a parent or guardian has a concern regarding the safety or well-being of their child while at the Centre, they may request that relevant footage be reviewed. Any access to or disclosure of footage will be subject to applicable privacy requirements and the privacy rights of other students, staff, and individuals appearing in the recording.

• By registering a child with Flying Minds, the parent/guardian acknowledges and understands the Centre's use of CCTV video surveillance as described above.
   

15. Personal Information and Privacy

Flying Minds collects personal and medical information for reasonable purposes connected with:

• Processing registration and payment;

• Communicating with parents and guardians;

• Planning appropriate activities and accommodations;

• Protecting participants’ health and safety;

• Responding to emergencies;

• Maintaining attendance and program records; and

• Meeting legal and administrative requirements.

Information may be shared with Flying Minds employees, instructors, service providers, or emergency personnel only to the extent reasonably necessary for these purposes or as permitted or required by law.

Personal information will be handled according to the Flying Minds Privacy Policy and applicable privacy legislation.

Questions about the collection, use, correction, or protection of personal information may be directed to:

Flying Minds Education Centre
10325 Bonaventure Drive SE, Unit 408
Calgary, Alberta T2J 7E4
Email: info@flyingminds.ca
Phone: 403-650-2089
 

16. Parent or Guardian Authority
 

The person submitting the registration confirms that:

• They are the child’s parent, legal guardian, or authorized representative;

• They have authority to register the child and provide the required permissions;

• They have provided complete and accurate registration, medical, behavioural, and support information;

• They will promptly report any relevant changes; and

• They have read and agreed to these Terms and Conditions.
   

17. Governing Law
 

These Terms and Conditions are governed by the laws of Alberta and the applicable laws of Canada.

If any provision is found to be invalid or unenforceable, the remaining provisions will continue to apply.​