Travelling Tutors Terms & Conditions:

Thank you for choosing to work with Travelling Tutors.

Please find below an overview of the terms and conditions for our tutoring agreement. Further information can be found in the following pages of this document.

Tuition:

These are typically 1 hour in length. Bespoke lesson lengths are available upon request. All lessons will take place online, on a weekly basis – at the same time each week. Lessons will typically pause during half term holidays, but additional tuition may be able to be arranged with your tutor.

Each session is planned in advance. As lessons are held online, it is important for the participant to have access to a pen/pencil and paper, in order to make any notes which they may need. Subject specific equipment may also be required and should be available, for example, a scientific calculator for KS3/GCSE maths tuition.

If ad-hoc lessons are requested, we will try to accommodate these where possible, subject to availability or last minute cancellations.

If you would like to be added to the reserve list for this please contact Travelling Tutors, via email, to advise. You will need to state how flexible you are and how much notice you would need to take up an available space.

School holiday lessons can be arranged subject to availability, please contact us to arrange.

Fees:

Tuition can be sold in blocks of 6 or 12 week terms.

Discount to be offered on booking 12 week block (1 lesson free).

1:1 tuition @ £35 per hour per client

1:2 / 1:3 tuition @ £25 per hour per client

1:4 / 1:5 / 1:6 @ £20 per hour per client

Initial sessions may be paid as a one off fee to ensure that the tutee is comfortable with the tutor. This must be paid as soon as possible after arranging the session and must be paid at least 24 hours before the initial session.

Blocks of 6 or 12 weeks are to be paid, in advance and are non-refundable, a week before the Term starts. Payment will guarantee the time of the tuition. Invoices will be sent two weeks prior to the payment deadline. Receipts will be supplied upon receiving payment.

Travelling Tutors accepts payments via BACS transfer.

Where invoices are not paid within 24 hours of the due date & time, a late payment fee will be added to the account for the administrative expenses associated with following up on the payment. This fee will be £15 per invoice. If non-payment persists, then tuition may be suspended until the account is paid up.

Cancellations:

If you need to cancel a tuition session, please provide as much notice as possible.

Sessions cancelled with less than 48 hours' notice will be charged in full. Sessions cancelled with more than 48 hours' notice may be rearranged subject to availability but rearrangement cannot be guaranteed.

If Travelling Tutors needs to cancel a session for any reason, as much notice as possible will be provided. Where appropriate, the session will be rearranged at a mutually convenient time or a credit will be applied to the next invoice.

Repeated cancellations may result in the reserved tuition slot being withdrawn.

Either party may terminate the tuition agreement by providing four weeks' written notice. Any tuition sessions booked during the notice period will remain payable and will be delivered as agreed.

Non-Payments:

Tuition fees must be paid in accordance with the agreed payment schedule.

Travelling Tutors reserves the right to suspend or refuse tuition where fees remain outstanding.

Where invoices remain unpaid beyond their due date, a late payment charge of 1.5% per month of the outstanding balance may be applied to cover administrative costs associated with recovering the debt.

Any costs incurred in recovering outstanding fees may also be charged where permitted by law.

Group Lessons:

Group lesson/course fees are non-refundable; any lesson cancelled/missed will not be rescheduled due to the nature of group tuition. Access to notes from the missed lesson will be provided, if available. It will be the responsibility of the learner to ensure that they are ready for the session, with any pre-work or homework already completed, and submitted to the classroom for marking by the tutor.

Any lessons cancelled by Travelling Tutors for any reason, will be rescheduled where possible, or deducted, in full, from your next invoice.

Lateness:

As sessions are back to back, they must finish at the allotted time regardless of the time they began, unless it is the tutors fault that the start is delayed.

If the participant has not joined the session within the first 5 minutes, contact will be made to the parent/guardian via text/phone call.

If the participant has not joined the session within the first 15 minutes, an email will be sent to the parent/guardian, to explain that the session will no longer go ahead and the session will count as a no notice cancellation, and be charged accordingly.

Behaviour and expectations:

Parents/guardians are responsible for ensuring that their children know how to behave appropriately.

Abusive or discriminatory behaviour towards the tutor and/or other students will not be accepted.

Travelling Tutors reserves the right to cancel any bookings for students whose behaviour is unacceptable, or where abusive language is used by either parent or student.

If the tutor believes that the learner is under the influence of alcohol/drugs during the session, the session will be ended immediately and still charged. Contact will be made with the learner's responsible adult to explain. If necessary, the relevant safeguarding services will also be contacted.

When online students are expected to:

• Login for online lessons on time for the start of their lesson.

• Attend online tuition from an open room such as a living or dining room rather than bedrooms; whenever possible for the purposes of safeguarding. If this is unavoidable, please ensure the environment is appropriate, parents/guardians must be nearby and doors must be left open for safeguarding purposes.

• Students should have their webcam turned on at all times, unless there is a reason that this is not possible. This enables the tutor to gauge the student’s understanding of the concept being taught. If joining tuition from a public space, please ensure that your background is suitable or blurred.

• Dress appropriately as you would for in person tuition. For example, no nightwear, swimwear, etc.

• Ensure that all equipment (computer/laptop/iPad, graphic tablets/apple pencils, webcams, headphones and microphones) are ready and charged where appropriate for the lesson.

• Ensure that you test your equipment, in particular that your webcam/headset/earphones/microphone are working before the lesson starts. This is especially important if you are going to be working on a new device.

• Keep distractions to a minimum, muting phones/social media/ensure quiet working space etc.

Additional expectations for Online Group Lessons:

• All students must have their webcam turned on, unless there is a reason where this is not possible. For example, poor signal. This is to ensure that we know exactly who is viewing the lesson and helps to gauge student’s understanding of the concept being taught.

• Ensure the background is suitable. For example, no certificates on walls with full names or visible logos which would make students identifiable, such as their school logos. The background blurring feature may be utilised here, so as to safeguard the pupil.

• Students should not share their full name or any details that would make them identifiable within the group.

• Students must ensure that only their first name and first initial from surname are shown on their zoom screen.

Please refer to our Safeguarding Policy for further information.

Recording of Sessions

To protect the privacy of all participants and the intellectual property contained within lesson materials, tuition sessions must not be recorded, photographed, screen captured, streamed, or otherwise reproduced by students, parents, guardians, or any third party without the prior written consent of Travelling Tutors.

Data Protection

Travelling Tutors processes personal information in accordance with UK GDPR, the Data Protection Act 2018, and our Privacy Policy.

Personal information relating to parents, guardians, and students may be collected and processed for the purposes of delivering tuition, safeguarding, administration, billing, communication, and legal compliance.

Further information about how personal data is collected, stored, and processed can be found in our Privacy Policy.

Safeguarding

The safety and welfare of children is of paramount importance.

Travelling Tutors reserves the right to suspend or terminate tuition and, where appropriate, share relevant information with safeguarding agencies, schools, local authorities, or emergency services where safeguarding concerns arise and where doing so is necessary to protect a child or vulnerable person.

Force Majeure

Travelling Tutors shall not be liable for any failure or delay in performing its obligations where such failure or delay arises from circumstances beyond its reasonable control. This includes, but is not limited to, severe weather, illness, internet outages, power failures, technical failures, government restrictions, industrial action, or other unforeseen events. We will do all we can to accommodate and reschedule missed sessions, but this is decided on a case-by-case basis.

Limitation of Liability:

While Travelling Tutors will endeavour to ensure the student makes at least satisfactory progress, this cannot be guaranteed. Travelling Tutors cannot be held accountable for the academic success or otherwise of the student.

To the maximum extent permitted by law, Travelling Tutors accepts no liability for any direct or indirect loss or damage, foreseeable or otherwise, including any indirect, consequential, special or exemplary damages arising from the use of our services or any errors or omissions in the content of our learning materials. Nothing in these Terms and Conditions shall limit or exclude liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot be excluded or limited under applicable law.

Health & Safety:

Clients are responsible for ensuring that tuition takes place in a safe, suitable, and appropriately supervised environment.

Students should participate in sessions using suitable equipment and should take reasonable care to avoid injury or damage to themselves, others, or property.

Please refer to our Health and Safety Policy for further information.

Communication:

Travelling Tutors can be contacted by email or by Whatsapp message. Correspondence will be replied to during our working hours between 9am - 8pm, Monday to Saturday. If we are tutoring, we may not be able to answer phone calls immediately. Therefore, texting or emailing is preferred.

Where possible, all messages and queries will be answered as soon as possible, if not within 48 hours of receiving correspondence.

Commencing/continuing with tuition will be taken as an indication that you accept these T&Cs, including the keeping of relevant information on you and your child(ren) by Travelling Tutors.