Terms and Conditions

for online tutoring

 

By booking and paying for the services Kara Cook of Just 2 Imagine Tutors provides:

• I confirm I have read, accepted, and will comply with these terms and conditions in full.

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By booking online tuition:

• I confirm I have a reliable internet connection.

• I confirm that I have the necessary hardware required in full working order and that all software required is the most up-to-date version and is installed and working.

• I confirm my child has the basic computer skills necessary to take part in the tuition sessions.

 

The hardware required is: a working personal computer, laptop, or iPad

The software required is Zoom

Other materials required are: a whiteboard and a pen, a pencil/pen and paper

Additional Resources may be required for 1:1 support and you will be notified if necessary.

 

Online Individual Tutoring Sessions: I will do my best to find a day and time suitable for your child. If I do not have availability that fits your schedule, I may put your child on my waiting list.

Online Group Tutoring Sessions: Phonics group sessions will be available termly, minimum of 3 children for each session. After an assessment, your child will be placed on my waiting list during the enrollment period.

 

Cancellation policy

For individual tutoring sessions

• My cancellation policy is strict but wherever possible, at my discretion, I will offer alternative sessions to make up for any sessions that are missed (for whatever reason) although I cannot guarantee to do this.

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To cancel tuition sessions, please email the cancellation to kara@just2imaginetutors.com. You don’t need to give a reason, although please do so if you wish. The date and time stamp of the email will be the time the session is officially cancelled.

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Cancellation by email is the only accepted way to cancel. This is to ensure that I receive your cancellation. I do not always get a chance to check my phone or text messages prior to lessons but do check emails on a regular basis.

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Phone calls or text messages or any other form of communication cannot be accepted as formal cancellation of the session.  If you message me this way, I will ask you to send me an email for confirmation.

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Any internet, power, hardware, or software failures outside of anyone’s control cannot be accepted as reasons to give credits or refunds for tuition in addition to the policy below.  

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Please be aware: children will not be admitted into unpaid sessions. It is the responsibility of the booking adult to make sure sessions are paid for in advance.  

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For group tutoring sessions

If your child misses a group tuition session, I will send you a lesson overview and the homework for the missed session. As it is a group, a make-up session will not be available.

A minimum of 24-hour Notice is required.  To cancel tuition sessions, please email the cancellation to kara@just2imaginetutors.com. You don’t need to give a reason, although please do so if you wish. The date and time stamp of the email will be the time the session is officially cancelled.

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Cancellation by email is the only accepted way to cancel. This is to ensure that I receive your cancellation. I do not always get a chance to check my phone or text messages prior to lessons but do check emails on a regular basis.

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Phone calls or text messages or any other form of communication cannot be accepted as formal cancellation of the session.  If you message me this way, I will ask you to send me an email for confirmation.

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Any internet, power, hardware, or software failures outside of anyone’s control cannot be accepted as reasons to give credits or refunds for tuition in addition to the policy below.  

 

Please be aware: children will not be admitted into unpaid sessions. It is the responsibility of the booking adult to make sure sessions are paid for in advance, with no excuses.  If your autopayment has not cleared, I will notify you and expect it to be paid prior to the next session.

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If the responsible adult/parent/carer has to cancel a tutoring session

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If the responsible adult/parent/carer gives less than 24 hours’ notice or no notice at all including failure to join the session (a “no-show”) for whatever reason, the tutoring session will be charged at full price and no lesson credit or refund will be given. If you send me an email on the morning of the day of the tutoring session, I may offer lesson credit.

 

If the responsible adult/parent/carer gives more than 24 hours' notice

for whatever reason, up to 1 tuition session per month may be cancelled, and a lesson credit will be given so the cost of one tuition session will be deducted from the following month’s bill.

If tuition does not continue until the next month, no refund will be given.

For more than 1 tuition session that is cancelled per month, no credits or refunds can be given.

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If the tutor has to cancel a tutoring session

I will try to let you know with as much notice as possible, but if something happens at very short notice resulting in me having to cancel, I cannot guarantee the cancellation notice period.  If I must cancel, I will offer you an alternative, make-up tutoring session. If your child cannot join the make-up session, an extra lesson credit will be given for the following month’s tutoring.

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School and public holidays: I work during the school holidays and take a week or two off in the summer for my holiday. I will keep you posted on the days I am available. I follow the Hampshire County Schools terms and holidays calendar. If your county is different from mine, please give me as much notice as you can of days your child is not available.

 

Cancelling the tutoring contract to end tutoring completely

If you as the parent or carer wish to cancel the tutoring contract, you may cancel it at any time in your current paid period by giving me 30 days’ written notice. You do not need to give a reason for canceling, although it would help if you could tell me why you are canceling. Please send an email to this address kara@just2imaginetutors.com to cancel your contract. Cancellation by email is the only accepted way to cancel.  Phone calls or text messages or any other form of communication cannot be accepted as formal cancellation of the contract. If you cancel and your child is unable to join the remaining paid tutoring sessions, no make-up sessions, no lesson credits, and no refunds will be given.

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If the tutoring sessions come to a natural end when your child has completed their time working with me, for example, the contract automatically ends on a specific date when a course ends, then I will send confirmation that the contract has ended and ask if you would like any other services.

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In the case of adverse or extreme circumstances, I as the tutor reserve the right to cancel the tutoring contract with immediate effect, without a notice period and without giving a reason. Refunds or reimbursements of any kind for outstanding tutoring sessions are not guaranteed.

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Lateness policy

If the student is late to the tutoring session  

For Group Sessions: I will admit the student up to 15 minutes after the start time of the tutoring session, but students who arrive after 15 minutes will not be admitted in order to avoid disruption to other students. If the student is late, the tutoring session will be charged in full, and no make-up lesson will be offered and no (partial) lesson credit given. If the student arrives late, the lesson will not extend beyond the regular finish time to make up for the student’s lateness - it will be a shortened lesson. The tutoring session will be charged in full.

For individual 1:1 sessions: I will wait for 5 minutes after the start time of the lesson, then send a reminder and a link to join the session. I will then wait another 10 minutes and cancel the session if the student does not arrive.  If the student arrives late, the lesson will not extend beyond the regular finish time to make up for the student’s lateness - it will be a shortened lesson. If the student is late, the tutoring session will be charged in full, and no make-up lesson will be offered and no (partial) lesson credit given.

 

If the tutor is late to the tutoring session

In the unlikely event that I am late, I will do my best to inform you as soon as possible and I will arrange with you to either extend the session, offer a make-up session or a lesson credit, whichever option you prefer.

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Obligations of the responsible adult during tutoring sessions

For safeguarding reasons, a responsible adult must be always within sight and sound of the tutoring session. The tutoring session may not be privately recorded or photographed. The responsible adult who books tuition or oversees the child during online tutoring sessions confirms that before each online tutoring session:

 

• the child will be able to work in a quiet place without interruptions for the duration of the tutoring session

• the child comes rested, settled and not hungry or thirsty to the tutoring session

• the child has the required equipment (pens, paper, etc) requested by the tutor

• people other than the child will only join the tutoring session with the prior agreement of the tutor

• equipment (computer, microphone, etc.) will be prepared and working before the session starts

• the internet connection and power supply will be checked and working before the session starts

• all software will be available in its most up-to-date form

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Progress updates

I will update you on your child’s progress every 4-5 weeks by email with a report based on the objectives of the British national curriculum and I will clearly let you know if I feel we need to meet and discuss your child’s progress. If you need to arrange a meeting with me, please do so with at least 24 hours’ notice by contacting me here at kara@just2imaginetutors.com. Please understand that I have other commitments and so I am unlikely to be available either before or after tutoring sessions for spontaneous meetings.

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Safeguarding Policy

Kara Cook, Just 2 Imagine Tutors makes safeguarding a top priority.

 

The purpose of this policy is to confirm:

• I am committed to protecting the children and young people who receive my services from harm

• I will respond to any allegations or any concerns relating to the welfare of the child or young person for whom I provide tutoring services

• I hold a current, enhanced DBS check that is renewed annually on the update service, copy/ validation available upon request

• I will never directly contact the child or young person outside of the tutoring session, and I expect all communication to be via the parent/carer, including exclusively via the parent/carer’s email address and phone number

• I undertake certified safeguarding training with a reputable provider (I use the NSPCC training https://learning.nspcc.org.uk/) at least every two years to keep up to date with safeguarding protocols and best practice

 

If a student tells me that they or another child is being abused, I will:

• show that I have heard what they are saying and that I take their allegations seriously

• encourage the child to talk, without prompting them or asking them leading questions. I will not interrupt when a child is recalling significant events and will not make a child repeat their account

• reassure the child that they can tell me anything that is worrying them, but that I cannot promise not to tell anybody because some things have to be passed on in order to keep them safe

• explain what actions I must take, in a way that is appropriate to the age and understanding of the child

• record what I have been told, as soon as I can, using exact words where possible

• make a note of the date, time, place and people who were present during the disclosure.

I will contact the relevant local safeguarding authorities.

If I am concerned that the child is in immediate danger, I will call the police.

It is not my responsibility to attempt to investigate the situation myself.

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General Data Protection Regulation (GDPR) Policy

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Kara Cook, Just 2 Imagine Tutors  takes data protection very seriously and makes it a top priority with reference to:  

• The EU's General Data Protection Regulation (GDPR) which went into effect on May 25, 2018 and

• The UK General Data Protection Regulation (UK GDPR) which went into effect on January 1, 2021.

For data protection purposes, I classify myself, Kara Cook, as a Data Processor.

 

The information I hold will be:

• the name and address of parents/carers

• the name and date of birth of the child

• email address of parents/carers

• phone number of parents/carers

• SMS messages, direct messages, emails messages or messages on other apps or platforms we choose to use

• assessment information from the introductory session

• payment and billing information

• documentation, for example, school reports, assessments, tests, other school communication or communication from relevant professionals connected to the child that parents/carers choose to give me

For safeguarding reasons, I do not hold the contact details (phone number, email address, etc) of the child or young person I tutor, as all communication must be via the legally responsible adult (parent/carer).
 

I can confirm that the data you provide me with is held securely. The platform I use to store data is GDPR-compliant and their security policy and certifications of compliance are here: https://support.wix.com/en/article/wix-security-measures-overview.  Any paper documentation is stored in a lockable cabinet.  Your data will not be used for anything other than the functioning of the services we provide. We will never give or sell your data to any third parties for any reason whatsoever. The only times we will share your information are:
(1) to disclose information in the case of a safeguarding issue, or
(2) because you ask us and give us permission to share information with someone else, such as your child’s school.
We hold your data until the tutoring contract finishes- when we will delete all electronic records and return any paper documentation to you. There are exceptions to this:

1. Any data related to safeguarding, accidents or incidents must be held until the child turns 21 years and 3 months of age.

2. Contracts, consent forms, information sheets, invoices and payments must be held for 7 years.
    

I may ask you if you would like to opt-in to receive communication from me once the tutoring contract is finished so we can keep in touch.  

 

Kara Cook, Just 2 Imagine Tutors, UK is registered with the Information Commissioner's Office, ico.org.uk, the UK’s independent authority set up to uphold information rights in the public interest and to promote data privacy for individuals.

I, Kara Cook, am the registered Data Protection Officer.

 

For all data protection matters, please contact Kara Cook, Just 2 Imagine Tutors, at kara@just2imaginetutors.com.

 

Disclaimer:

I will work to the best of my abilities with your child to ensure their progress, but I cannot guarantee that they will pass any tests, exams, or checks, formal or informal, or reach any levels of achievement that have been set, either formally or informally. Be assured that if in my professional opinion, another kind of help alongside or in place of tutoring is in the best interests of your child, I will ask for a meeting with you to advise you.    

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