Terms and Conditions

Online Tutoring Requirements

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​

• Waiting list applies if no suitable slots are open.

• Offered to children aged 4 to 11, based on individual needs. 

• Priority given to children requiring specialist support.

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Online Phonics Pals Mini Group Tutoring Sessions

• For children aged 4 to 7 (Reception to Year 2)

• Children join individually after a trial lesson

• Group placement is based on year group, similar needs, and compatible personalities.

• Groups consist of 3 to 4 children.

• Referrals are welcome!

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Payment Plan​

Tuition is paid in advance.

• All new clients are required to use TutorBird’s secure Auto Pay system.

• Regular tuition is charged on the 1st of each month for the lessons scheduled that month.

• Additional or holiday tuition is charged in advance as arranged.

• I will send a payment notification in advance confirming the amount due.

All lessons must be paid for in advance to confirm your child’s place.

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Late or Problem Payments​

If there is a problem with a scheduled payment, you will be notified. Please arrange payment within 3 days to secure your child’s place.

If payment is not made within 3 days, lessons will be placed on hold until the account is settled.

If payment is not resolved within 7 days, your child’s place may be offered to another family.​

 

Cancellation Policy

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• To cancel or reschedule a lesson, please email kara@just2imaginetutors.com. The date and time of your email will be taken as the official cancellation time.

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• Cancellation must be made by email to ensure it is received. I am not always able to check messages during teaching hours, so phone calls, text messages or other forms of communication cannot be accepted as formal cancellation. If a message is sent in this way, I will ask for confirmation by email.

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• Exceptional circumstances and emergencies will be considered at my discretion. All rescheduling is subject to availability.

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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.

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For Individual 1:1 Tutoring Sessions

• A minimum of 24 hours’ notice is required to cancel or reschedule a lesson.

• With at least 24 hours’ notice, one make-up or rescheduled lesson per half term may be offered, subject to availability.

• Further cancelled lessons during the same half term will remain payable unless otherwise agreed at my discretion.

• Lessons cancelled with less than 24 hours’ notice are charged in full and are not normally eligible for a make-up or rescheduled lesson.

• Make-up or rescheduled lessons may take place at an alternative available time or during school

       half-term or holiday periods, subject to availability.

• Where a make-up credit is issued, it is valid for 60 days from the date of the missed lesson.

 

For Phonics Pals Group Lessons

• A minimum of 24 hours’ notice is required if your child is unable to attend a lesson.

• With at least 24 hours’ notice, one rescheduled lesson per half term may be offered, subject to availability.

• Further missed lessons during the same half term will remain payable.

• Lessons missed with less than 24 hours’ notice are charged in full and are not eligible to be rescheduled, refunded or credited.

• Rescheduled lessons will usually take place during school half-term or holiday periods, subject to availability.

• If your child misses a lesson, a short lesson overview will be provided to help them keep up. Where available, a recorded lesson video may also be provided.

 

Lesson Times – Individual and Group Lessons

Lesson times are reserved for the named student only and cannot be transferred to a sibling, family member or another student. Any changes to lesson times must be agreed with me in advance and are subject to availability.

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If the tutor has to cancel an individual or group lesson

If I need to cancel a lesson, I will let you know as soon as possible and offer an alternative make-up lesson. Tutor cancellations do not count towards the one make-up lesson per half term allowance.

If a suitable make-up lesson cannot be arranged, a lesson credit will be applied to the following payment.

 

School and public holidays: Regular Phonics Pals group lessons run during school term time only. Individual lessons and make-up sessions may be available during school holidays, subject to availability. I will let families know when holiday lesson times are available.

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Extended Breaks from Tuition

If your child takes a break from tuition of more than four weeks, including during the summer holidays,

you will need to contact me to confirm your intended return date and agree a lesson time before tuition resumes.

Please note that your child’s usual lesson time cannot be held during an extended break and may be offered to another student. Lesson times on return are subject to availability.

 

Ending Tutoring Contract

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Cancelling the Tutoring Contract and Withdrawing Your Child from Tutoring

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If you decide to end tutoring, please provide written notice by email to kara@just2imaginetutors.com. 

A 4-week notice period begins on the date your email is received.

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• Lessons will continue during the notice period.

• Payment is still due for the notice period, even if your child is unable to attend the remaining lessons.

• No refunds, credits, or make-up sessions will be provided.

• I will confirm your child’s final lesson date once notice has been received.

• If I am able to fill your child’s place with another student sooner, I may agree to shorten the notice period by mutual agreement.

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This notice period helps us bring lessons to a positive close, celebrate your child’s progress, and support a smooth transition.

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Please note: phone calls, text messages, or other forms of communication are not accepted as formal notice.

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Example:

• You give written notice via email on the 15th of the month.

• There are 2 weeks of lessons remaining in your current 4-week paid period.

• You will need to pay for an additional 2 weeks to complete the 4-week notice period.

• Tutoring will continue for those remaining 2 weeks plus the additional 2 weeks. Lessons will end after the notice period is complete.

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When Lessons Come to a Natural End
If your child finishes their time with me at the end of a term or primary education, the contract will simply come to a natural end on that date. I’ll send you a confirmation email to let you know, and I’ll check in to see if you’d like to continue with tutoring.

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Tutoring Beyond Primary Years

If it’s clear we’re still a great fit and your child would benefit from continued support, some families choose to carry on with English tutoring beyond primary school. I’m happy to offer 1:1 sessions for secondary students, depending on availability.

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Immediate Termination by the Tutor

In rare circumstances, I may need to end the tutoring contract with immediate effect. This may happen if unforeseen circumstances prevent me from continuing tuition.

I may also end tuition if a parent/carer is repeatedly unable to follow the agreed Terms & Conditions.

I will always aim to handle this with care and fairness and communicate clearly with you.

 

Lateness policy

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If the student is late to the tutoring session  

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For Group Sessions: I will admit the student up to 5 minutes after the start time of the tutoring session, unless I have been notified. Students who arrive after 5 minutes will not be admitted in order to avoid disruption to other students. If a student is late, the lesson will still be charged in full and no make-up lesson or lesson credit will be provided. The lesson will not extend beyond the regular finish time. At my discretion, I may provide a short lesson overview or, where available, a recorded lesson video to help the student keep up with their group.

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For individual 1:1 sessions: I will wait for 10 minutes total before cancelling the lesson. First, I will send a reminder 5 minutes after the start time of the lesson. I will then wait another 5 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 or lesson credit will be provided.

 

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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Email Communication

Please add admin@just2imaginetutors.com and kara@just2imaginetutors.com to your safe sender/contact list to help ensure that important emails are received. Parents/carers are responsible for checking emails relating to their child’s tuition, including their spam or junk folder.

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Progress Updates

Lesson feedback and progress updates are shared through TutorBird to help you follow your child’s learning and development.

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Progress reports are provided at key points during your child’s learning and are based on the relevant learning objectives and your child’s individual progress.

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If I feel it would be helpful to discuss your child’s progress in more detail, I will be in touch to arrange a meeting.

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If you would like to discuss your child’s progress in more detail,

please email me kara@just2imaginetutors.com.

Meetings need to be booked in advance and are subject to availability.

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Safeguarding Policy

Kara Cook, Just 2 Imagine Tutors makes safeguarding children and young people a top priority.

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This policy confirms that:

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

• I will respond promptly to any allegations or concerns about the welfare of a child or young person I tutor.

• I hold a current enhanced DBS check, renewed annually through the update service. Copies or validation can be provided on request.

• I will never contact a child or young person directly outside of scheduled tutoring sessions. All communication will be via the parent or carer, using their email address and phone number.

• I complete certified safeguarding training every two years through a reputable provider (currently NSPCC: https://learning.nspcc.org.uk/) to stay up to date with best practices and protocols.

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Sharing Safeguarding Concerns
Please note that before sharing any safeguarding concerns directly with parents or carers, I will first seek advice from the relevant local safeguarding authorities. This ensures the situation is handled appropriately and your child’s safety and wellbeing are protected.

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If a student discloses abuse or harm to me, I will:

• Listen carefully and take their concerns seriously, showing that I am hearing them without prompting or leading questions.

• Encourage the child to talk freely without interruption, avoiding making them repeat their story.

• Reassure the child that they can tell me anything worrying them but explain that I may need to share some information to keep them safe.

• Explain clearly what actions I must take, in a way that suits the child’s age and understanding.

• Record the disclosure as soon as possible, using the child's exact words where possible.

• Note the date, time, place, and anyone else present during the disclosure.

• Report concerns to the relevant local safeguarding authorities.

• Contact the police immediately if I believe the child is in immediate danger.

• Understand that it is not my role to investigate but to pass concerns on to the appropriate professionals.

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General Data Protection Regulation (GDPR) Policy

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Kara Cook, trading as Just 2 Imagine Tutors, takes the protection of personal information seriously and handles personal data in accordance with UK data protection law, including the UK General Data Protection Regulation (UK GDPR).

 

For data protection purposes, I, Kara Cook trading as Just 2 Imagine Tutors, am the Data Controller.

The information I hold may include:

• the name and address of parents/carers

• the name and date of birth of the child

• email address and phone number of parents/carers

• messages and other communications relating to tuition

• assessment, progress and learning information

• payment and billing information

• documentation that parents/carers choose to provide, such as school reports, assessments, test results or communication from relevant professionals

 

For safeguarding reasons, I do not hold personal contact details for the child or young person I tutor. Communication outside lessons takes place through their parent or carer.

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Personal information is stored electronically using secure systems used to provide and administer my tutoring services, including TutorBird for tuition administration and Stripe for payment processing. Other service providers may also process personal information where necessary for the operation of Just 2 Imagine Tutors.

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I take appropriate steps to keep personal information secure. Any information temporarily printed for administrative or professional purposes is securely destroyed when it is no longer required.

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Personal information is kept only for as long as necessary to meet legal, safeguarding and business

record-keeping requirements, including:

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• Educational records, including assessment, progress and learning information, are retained only for as long as they are needed to support the child’s tuition.

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• Safeguarding, accident or incident records may be retained until the child reaches 21 years and 3 months of age.

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• Contracts, consent records, information sheets, invoices and payment records may be retained for 7 years.

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Kara Cook, trading as Just 2 Imagine Tutors, is registered with the Information Commissioner’s Office (ICO) as a Data Controller. Registration reference: ZB512321.

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

 

Disclaimer

I will work to the best of my ability to support your child’s learning and progress. However, I cannot guarantee that they will pass any test, exam or assessment, or achieve a particular level or outcome.

If, in my professional opinion, your child would benefit from additional or alternative support, I will discuss this with you and, where appropriate, recommend that you seek advice from another relevant professional.

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