top of page

Terms & Conditions

These Terms and Conditions apply to all tuition provided from 1st September 2025 onward. We reserve the right to amend these terms periodically; any changes will be communicated to parents with as much advance notice as possible.

​

Please read these Terms and Conditions carefully. By engaging with our tutoring services, you agree to these terms and will be asked to sign them at the commencement of tuition.

​

Registration

Clients must provide accurate contact details, including postal address, email, and mobile numbers, to facilitate effective communication.

​​

A registration form must be completed, including relevant information about the student. Please ensure contact numbers are provided for all parents/guardians who may be present during lessons. This ensures we can reach the appropriate contact in case of emergencies or technical issues. Please notify us of any changes to your contact information throughout the year.

.​​​​

Booking and payment for 1:1 Tuition (face to face and online)

  • Tuition fees are listed on our website and detailed in invoices. Each session lasts 1 hour.

  • A complimentary 30-minute consultation is available to meet your tutor and address any questions online or via phone. 

  • New clients may book a paid trial session before committing to ongoing lessons.

  • Tuition fees are payable monthly in advance via bank transfer.

  • If payment is not received by the due date, the lesson slot may be offered to another student on the waiting list.

  • If payment is outstanding at the time of a scheduled lesson, that session will be cancelled and charged in full. No further sessions will be scheduled until payment is received.

  • Lessons will take place at the agreed time and date as specified in the invoice.

  • A parent/guardian must be within earshot during all lessons and is welcome to attend sessions at any time.

​​​

Booking and payment for Group Tuition (online) 

  • Group sessions are charged according to the rates on our website and last for 1 hour. 

  • Group lessons may require a minimum number of participants to proceed.

  • Fees for group tuition must be paid monthly in advance via bank transfer and are non-refundable due to the group format.

  • Notes or homework may be provided for missed sessions upon request.

  • New clients may book a paid trial group lesson.

  • A parent or guardian must remain within earshot during all lessons.

  • If payment is not received by the due date, the student’s space may be offered to another on the waiting list.

  • Students are expected to arrive punctually and be prepared. Parents/carers are responsible for ensuring an appropriate learning environment at home.

  • We reserve the right to suspend tuition if fees remain unpaid or if there is a consistent failure to pay on time.​​​​​

​

Online sessions

  • Online sessions are conducted via Google Meet and Google Classroom.

  • Parents should assist students with login and setup and ensure they are online at the lesson’s start time.

  • A parent/guardian must be within earshot throughout the session. Students should attend from a shared space (e.g. living or dining room) rather than a bedroom for safeguarding reasons.

  • Students must keep their webcam on, be properly dressed (no pyjamas or shirtless) and have necessary materials ready.

  • Eating during lessons is not permitted to maintain focus.

  • Inappropriate behaviour will result in immediate termination of the session without refund.

  • All online lesson content and homework will be shared securely via Google Classroom, which is accessible only to the tutor, student, and parent/guardian. This must not be shared externally to maintain data protection compliance.​

  • We are not responsible for technical issues outside our control, such as internet disruptions or third-party platform failures.

​​​

​​Cancellation & Refund Policy

  • A minimum of 24 hours’ notice is required to cancel or reschedule a session. Sessions cancelled with less than 24 hours’ notice are non-refundable.

  • Missed sessions without notice will be charged in full.

  • If a tutor cancels a session, a refund or reschedule will be offered.

  • If you wish to terminate tuition services, at least two weeks’ written notice (by email) is required.

​​​​​​​

​Data Protection & Privacy

  • We collect only essential personal information (e.g. name, contact details, learning needs) to deliver our services.

  • All data is processed in accordance with the UK GDPR and the Data Protection Act 2018. Your information will not be shared with third parties without your consent unless required by law.

  • Please refer to our full GDPR Policy for further details.

​​​

Safeguarding

  • We are committed to ensuring student safety. The tutor holds a current Enhanced DBS check and follows all relevant child protection policies, with annual safeguarding training completed.

  • Online sessions are conducted via secure platforms. Parents/guardians are advised to remain within earshot during sessions with minors.

  • For more details, please see our Safeguarding Policy.​​​

​​​

If you have questions about these Terms and Conditions, please contact us at: inclusionatheartbristol@gmail.com

 

Policy updated: 30 August 2025.

bottom of page