Terms and Conditions

When booking your first tuition session, you must confirm that you have read and agree to all terms and conditions before the booking can be completed.

 

Fees

Payment must be made online, or by bank transfer, to the following account with the student’s name as the reference. 

Sort code: 04-00-04

Account number: 41777135

Account name: Portia Smith

 

Payment

  • Payment must be made upon receipt of the invoice for the lesson slot(s) to be reserved.

  • Invoices will always be sent to you from the following email address: portia@tutoringwithportia.co.uk  

  • You will never receive an invoice from another tutor in the Tutoring with Portia team.

  • Portia will send out invoices to parents at the end of every month for lessons booked in the following month.

  • If payment is received late, after the due date, you will be at risk of your lesson slot being filled by another student on the waiting list. 

Tuition

  • Any problems that may occur during a lesson (e.g. pupil understanding or achievement) must be fed back to Portia.

  • If tutors experience any behavioural problems during a lesson, this will be reported immediately to Portia. Tutors have the right to refuse to teach students with unacceptable behaviour.

  • Parents are given the option to request that the tutor cover particular topics/objectives during lessons; however, 24 hours’ notice must be given to enable the tutor to plan appropriately. 

  • Parents can request a paid for ‘Parent’s Meeting’ with the tutor. A mutually convenient time and date will be arranged.

  • Tutors will report any concerns about a child’s wellbeing or safety to Portia immediately. All tutors are expected to be familiar with ‘Keeping Children Safe in Education’ guidelines from DfE - https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/912592/Keeping_children_safe_in_education_Sep_2020.pdf

 

Timings, cancellations, and illness

  • You will be allocated a tutor and weekly time slot when making your first booking.

  • Students will always be booked in for a particular time slot - this will be detailed in your invoice. The tutor undertakes to always be available for the full duration of the agreed slot. If the student arrives late, then the time will not be made up afterwards.

  • The usual schedule does not apply to the holidays. However, holiday lessons may be scheduled upon request, depending on the tutor’s availability.

  • If a student does not turn up to a 1:1 lesson at the agreed time, a reminder text/message/email will be sent to the student’s parent.

  • It will not be possible to send a reminder message to students who have not turned up to a group session as the tutor will be teaching the other members of the group.

  • If only one student has booked onto an hour group session, they will be taught a 1:1 half an hour lesson as a replacement.

  • Tutors agree to keep the Zoom meeting open for the first 30 minutes of the missed lesson. However, if we have not heard from the parent by that time, the meeting will be closed, and the lesson will still be charged at the agreed rate.

  • If there are any 1:1 lessons that you are unable to attend, then Portia and the student's tutor must be notified a minimum of 48 hours before the start of session. This notice period allows the slot to be offered to someone on the waiting list and your lesson to be rearranged to a more convenient time for both the tutor and student. Portia is under no obligation to offer an alternative lesson slot for any reason if the minimum notice of 48 hours has not been given.

  • Payment is taken in montly blocks. If a lesson is cancelled, with a minimum of 48 hours notice, and the tutor is unable to rearrange the lesson, the payment for that lesson will be taken off the following month's invoice - refunds will not be given. 

  • Only 1 cancellation per term will be allowed, after this, full fees will be charged.

  • 1:1 lessons cancelled within the 48 hour time period will be charged in full.

  • Group lessons are booked and paid for in monthly blocks and refunds will not be given if your child is unable to attend one of the lessons. If your child cannot attend a group lesson, lesson materials can be requested and completed in your own time.

  • Portia reserves the right to give away the slot where there are repeated late cancellations or no-shows.

  • If the tutor is obliged to cancel a 1:1 lesson, it may be the case that another tutor from the Tutoring with Portia team will provide appropriate cover for the student.  If they would prefer the lesson not to be covered by another tutor, parents can choose to cancel a lesson with a full refund or rearrange for a mutually convenient time.

  • If a tutor is obliged to cancel a group lesson, it may be the case that another tutor from the Tutoring with Portia team will provide appropriate cover for the students. If there is no cover available, the parent will receive a full refund for that session.

 

Contacting your Tutor

  • After the first lesson, the parent will be sent a follow up email from Portia, and the tutor will be copied in. From then on, parents will be able to contact the tutor over email. When emailing tutors, please ensure that Portia is copied into all communications so that she can be kept up to date with lesson changes and invoice the parent correctly. The easiest way to do this is to select ‘reply all’.

  • With the parent’s and tutor’s permission, Portia will set up a WhatsApp group. This will be a place for the tutor to also provide feedback and answer questions and queries that the parent may have. Portia will also be in this group so that she is kept up to date with any scheduling changes.

 

Termination of this Agreement

  • Lessons will continue until a mutually agreed termination date. Both parties reserve the right to terminate lessons should they no longer be considered beneficial to the student.

  • Payment for lessons is taken in monthly blocks. If you decide to terminate tuition midway through a month, refunds cannot be given for remaining lessons booked and paid for. 

 

Limitation of Liability

  • While the tutor will endeavour to ensure that the student makes satisfactory progress, this cannot be guaranteed, and the Tutor cannot be held accountable for the academic success or otherwise of the student.

  • To the maximum extent permitted by law, the Tutor 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 the Tutor’s services or any errors or omissions in the contents of the Tutor’s learning materials.

 

GDPR Statement

  • Your personal data will be held in a password-encrypted file stored on a password-protected account:

  • Names of student and parent/guardian if applicable

  • Age or school year group of the student

  • Address, phone numbers and email addresses of parent/guardian

  • Anything else mutually considered relevant to private tuition.

  • Email addresses and phone numbers are also stored in email and phone contacts.

  • Interaction with tutors on social media is only undertaken via the Tutoring with Portia Facebook page. Phone numbers will only ever be used for matters directly relevant to tuition. You may occasionally receive an email, text message or WhatsApp with information about additional sessions/services which may be of interest to you or your acquaintances, but this will not be a frequent occurrence.

  • Your personal information will not be passed to any third parties without your explicit consent unless there is a legal requirement for it to be disclosed.

  • You have the right to ask for all information held relating to you to be deleted. Please note, however, that tuition cannot continue after information is deleted and that terms and conditions regarding cancellation remain the same.

  • Unless the parent has specifically asked for information to be destroyed, student details will be held on file until the end of the following academic year after a student has finished tuition. Financial data will be retained for seven years for tax reasons. When the information is destroyed, all papers will be shredded to protect the client’s identity and any data held in computer files will be either anonymised or permanently deleted.