Terms and Conditions

1. Definitions

In these Terms and Conditions, the following definitions apply:

2. Website Use

2.1 Permitted Use

You may use our website to:

• Learn about our outdoor preschool programs
• Contact us with inquiries
• Schedule tours of our facility
• Submit enrollment applications
• Access resources and information about school education

2.2 Prohibited Use

You may not use our website to:

• Violate any local, state, federal, or international laws
• Infringe on intellectual property rights
• Transmit harmful code, viruses, or malware
• Attempt to gain unauthorized access to our systems
• Scrape, data mine, or use automated tools to collect information
• Impersonate another person or entity
• Harass, abuse, or harm others
• Submit false or misleading information

2.3 Age Restrictions

Our website is intended for use by adults (18 years or older). Children under 13 should not submit information through our website without parental consent and supervision.

2.4 Account Security

If we provide you with login credentials for any parent portal or account:

• You are responsible for maintaining the confidentiality of your credentials
• You are responsible for all activities under your account
• You must notify us immediately of any unauthorized access
• We reserve the right to suspend or terminate accounts that violate these terms

3. Intellectual Property Rights

3.1 Our Content

All content on our website, including but not limited to:

• Text, images, graphics, logos, and photographs
• Videos, audio files, and multimedia content
• Website design, layout, and code
• Curriculum materials and educational content
• Trademarks, service marks, and brand elements

…is the property of Hidden Meadow School or our licensors and is protected by copyright, trademark, and other intellectual property laws.

3.2 Limited License

We grant you a limited, non-exclusive, non-transferable license to access and use our website for personal, non-commercial purposes. You may not:

• Reproduce, distribute, or publicly display our content without written permission
• Modify, adapt, or create derivative works
• Use our content for commercial purposes
• Remove copyright or proprietary notices

3.3 User-Generated Content

If you submit content to our website (testimonials, comments, reviews):

• You grant us a worldwide, perpetual, royalty-free license to use, reproduce, and display such content
• You represent that you own the content or have permission to submit it
• You waive any moral rights in the content
• We reserve the right to remove any content at our discretion

4. Enrollment Terms and Conditions

4.1 Enrollment Process

To enroll a child in our program:

1. Submit a complete enrollment application
2. Provide all required documentation (health records, emergency contacts, etc.)
3. Pay the non-refundable registration fee
4. Sign the enrollment agreement and required forms
5. Attend a mandatory orientation (if required)

4.2 Enrollment Acceptance

Enrollment is subject to:

• Space availability
• Age requirements (child must be 2.5-5 years old)
• Completion of all required forms and documentation
• Payment of fees
• Our discretion and approval

We reserve the right to deny enrollment for any reason, including but not limited to our inability to meet a child’s needs or concerns about program fit.

4.3 Waitlist

If a program is full:

• You may join our waitlist at no cost
• Waitlist position does not guarantee future enrollment
• We will contact you when spots become available
• You must respond within 48 hours to hold your spot
• Waitlist spots are offered in order of waitlist date, with priority given to siblings of current students

5. Tuition and Fees

5.1 Payment Schedule

Tuition is due on the 1st of each month. Payment methods include:

• Automatic bank transfer (ACH)
• Credit/debit card
• Check (must be received by the 1st)

5.2 Late Payments

If tuition is not received by the 5th of the month:

• A $25 late fee will be assessed
• Your child may not attend until payment is received
• Continued non-payment may result in enrollment termination

5.3 Registration Fee

• A one-time, non-refundable registration fee of $150 is required upon enrollment
• This fee reserves your child’s spot and covers administrative costs
• The registration fee is not applied toward tuition

5.4 No Refunds for Absences

Tuition is charged on a monthly basis regardless of:

• Absences due to illness, vacation, or family emergencies
• Weather-related closures (unless we close for extended periods)
• Holidays and breaks (per our published calendar)

5.5 Fee Increases

We reserve the right to increase tuition and fees with 60 days written notice. Families will have the option to withdraw without penalty if they do not accept the increase.

6. Withdrawal and Cancellation

6.1 Withdrawal by Parent

If you wish to withdraw your child from our program:

• Provide 30 days written notice
• You are responsible for tuition for the current month plus one additional month (notice period)
• Example: Notice given January 15 = tuition due for January and February
• The registration fee is not refunded

6.2 Immediate Withdrawal

If you need to withdraw immediately due to unforeseen circumstances (relocation, medical emergency, etc.):

• Contact us in writing to discuss your situation
• We may waive the 30-day notice requirement on a case-by-case basis
• Final month’s tuition may still be required

6.3 Termination by School

We reserve the right to terminate enrollment with or without notice if:

• Tuition is not paid according to terms
• Required forms or documentation are not provided
• Parent behavior is disruptive, threatening, or inappropriate
• The child’s behavior poses a safety risk to themselves or others
• We determine we cannot adequately meet the child’s needs
• There is a breach of these Terms and Conditions

In such cases, no refund of tuition or fees will be provided.

7. Health and Safety

7.1 Health Requirements

Prior to enrollment, you must provide:

• Proof of up-to-date immunizations (or valid exemption)
• Completed health and emergency contact forms
• Information about allergies, medications, and special needs
• Authorization for emergency medical treatment

7.2 Illness Policy

To protect all children and staff, you must keep your child home if they have:

• Fever (100°F or higher) – must be fever-free for 24 hours without medication
• Vomiting or diarrhea – must be symptom-free for 24 hours
• Contagious illness (COVID-19, flu, pink eye, etc.)
• Symptoms that prevent participation in outdoor activities

If your child becomes ill during the day, you will be contacted for immediate pickup.

7.3 Medications

We can administer medications only if:

• Written authorization is provided
• Medication is in original container with clear dosing instructions
• Staff has received proper training (for prescription medications)

7.4 Outdoor Activities and Inherent Risks

Our program involves outdoor learning in natural environments. By enrolling your child, you acknowledge and accept the inherent risks, including but not limited to:

• Exposure to weather conditions (rain, cold, heat)
• Encounters with insects, plants, and wildlife
• Uneven terrain, hills, and natural obstacles
• Use of natural materials and tools
• Minor injuries (scrapes, bumps, bruises)

8. Liability and Assumption of Risk

8.1 Release of Liability

To the fullest extent permitted by law, you agree to release, indemnify, and hold harmless Hidden Meadow School, its owners, employees, volunteers, and agents from any and all claims, damages, losses, or expenses arising from:

• Your child’s participation in our programs
• Injuries sustained during normal program activities
• Illness contracted while attending our program
• Loss or damage to personal property

8.2 Assumption of Risk

You understand and acknowledge that:

• Outdoor education involves inherent risks that cannot be eliminated
• Your child may sustain injuries despite our safety measures
• Weather conditions may be challenging
• Encounters with nature (insects, plants, animals) may occur

You voluntarily assume all such risks on behalf of your child.

8.3 Limitation of Liability

Our liability to you is limited to the amount of tuition paid for the current month. We are not liable for:

• Indirect, incidental, or consequential damages
• Lost wages or opportunity costs
• Emotional distress (except in cases of gross negligence)
• Injuries caused by another child’s actions

8.4 Insurance

We maintain general liability insurance. However, we do not provide accident or medical insurance for your child. You are responsible for maintaining adequate health insurance coverage for your child.

9. Parent Responsibilities

9.1 Communication

You agree to:

• Provide accurate and complete information on all forms
• Update emergency contact information immediately when changes occur
• Respond promptly to communications from staff
• Inform us of any changes in your child’s health, behavior, or family situation
• Attend scheduled conferences and meetings

9.2 Pick-up and Drop-off

You agree to:

• Ensure your child arrives on time and is picked up on time
• Only allow authorized individuals (listed on emergency forms) to pick up your child
• Provide photo identification if requested
• Notify us in advance if someone new will be picking up your child
• We will not release your child to anyone not authorized, including non-custodial parents without proper documentation

9.3 Late Pick-Up

If you are late picking up your child:

• A late fee of $1 per minute after 1:05pm (half-day) or 3:05pm (full-day) will be charged
• Repeated late pickups may result in enrollment termination
• If we cannot reach you or authorized contacts after 30 minutes, we may contact local authorities

9.4 Required Supplies

You agree to provide:

• Weather-appropriate clothing (rain gear, warm layers, boots, etc.)
• Complete change of clothes (kept at school)
• Labeled water bottle
• Morning snack (nut-free)
• Any other items specified in our Gear Guide

10. Photo and Video Release

10.1 Consent Required

We obtain separate written consent before taking or using photos/videos of your child. You may choose to:

• Allow photos for internal use only (family sharing, portfolios)
• Allow photos for marketing purposes (website, social media, brochures)
• Decline all photo/video permission

10.2 Withdrawal of Consent

You may withdraw photo/video consent at any time by providing written notice. We will immediately cease using images of your child and remove existing images where reasonably possible.

11. Behavior and Discipline

11.1 Our Approach

We use positive guidance, redirection, and natural consequences. We do not use:

• Physical punishment or corporal discipline
• Humiliation, shaming, or emotional abuse
• Food or outdoor time as punishment
• Time-outs or isolation

11.2 Challenging Behaviors

If your child exhibits persistent challenging behaviors:

• We will communicate with you and work together on strategies
• We may request consultation with outside specialists
• We may create an individualized behavior support plan
• If behaviors pose safety risks and interventions are unsuccessful, we may terminate enrollment

12. Complaints and Concerns

12.1 Internal Resolution

If you have a complaint or concern:

1. Discuss it directly with the child’s teacher
2. If unresolved, escalate to the Program Director
3. If still unresolved, request a meeting with school leadership

12.2 External Reporting

You may also report concerns to:

• Washington State Department of Children, Youth, and Families (DCYF)
• Local licensing authorities
• Child Protective Services (for safety concerns)

13. Privacy and Data Protection

Our collection, use, and protection of your personal information is governed by our Privacy Policy. By using our services, you consent to our privacy practices.

14. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for:

• The content, accuracy, or practices of linked sites
• Products or services offered by third parties
• Privacy practices of external websites

Use of third-party sites is at your own risk.

15. Disclaimers

15.1 Website Accuracy

We strive to provide accurate information but do not guarantee:

• Accuracy, completeness, or timeliness of website content
• Uninterrupted or error-free website operation
• That defects will be corrected

The website and its content are provided “as is” without warranties of any kind.

15.2 Educational Outcomes

While we provide high-quality outdoor education, we do not guarantee:

• Specific educational outcomes or developmental milestones
• Kindergarten acceptance or readiness testing results
• That your child will achieve particular skills or abilities

Every child develops at their own pace, and results vary.

15.3 Health and Safety

While we implement comprehensive safety measures, we cannot guarantee:

• Your child will never become ill or injured
• Complete protection from all risks inherent in outdoor learning
• Prevention of all injuries or accidents

16. Force Majeure

We are not liable for failure to perform our obligations due to circumstances beyond our reasonable control, including:

• Natural disasters (earthquakes, floods, wildfires)
• Severe weather events
• Public health emergencies or pandemics
• Government orders or regulations
• Utility failures or infrastructure issues

During such events, we may temporarily close, modify services, or transition to alternative formats without refunding tuition.

17. Indemnification

You agree to indemnify and hold harmless Hidden Meadow School from any claims, damages, or expenses (including attorney’s fees) arising from:

• Your or your child’s violation of these Terms and Conditions
• Your child’s actions that cause harm to others or property
• Your provision of false or misleading information
• Your violation of any law or regulation

18. Governing Law and Dispute Resolution

18.1 Governing Law

These Terms and Conditions are governed by the laws of the State of Washington, without regard to conflict of law principles.

18.2 Jurisdiction

Any legal action related to these terms must be brought in the courts of Thurston County, Washington. You consent to the exclusive jurisdiction of these courts.

18.3 Mediation

Before filing any legal action, the parties agree to attempt to resolve disputes through mediation. Each party will bear their own mediation costs.

18.4 Attorney’s Fees

In any legal proceeding, the prevailing party may recover reasonable attorney’s fees and costs.

19. Severability

If any provision of these Terms and Conditions is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.

20. Entire Agreement

These Terms and Conditions, together with our Privacy Policy, Cookie Policy, and signed enrollment agreements, constitute the entire agreement between you and Hidden Meadow School.

21. Amendments and Updates

We reserve the right to modify these Terms and Conditions at any time. When we make changes:

• We will update the “Last Updated” date
• We will notify enrolled families via email
• Material changes may require you to sign an updated agreement
• Continued use of our services after changes constitutes acceptance

22. Waiver

Our failure to enforce any provision of these terms does not constitute a waiver of that provision or any other provision. Any waiver must be in writing and signed by an authorized representative.

23. Assignment

You may not transfer or assign your rights or obligations under these terms without our written consent. We may assign our rights and obligations to a successor entity.

24. Contact Information

Questions about these Terms and Conditions? Contact us: