Parent / Client Terms and Conditions

1. The agreement and our tutoring service

1.1 The Community Schools CIC provides tutoring services using suitably recruited QTS-qualified teachers. The contract for tuition is between the Parent and The Community Schools CIC. The individual tutor does not contract directly with the Parent.
1.2 The agreement consists of these Terms and Conditions together with the Student’s registration/booking information, the applicable fee information, and the policies referred to in these Terms.
1.3 A booking is accepted when we confirm the Student’s place or first scheduled session in writing. The Parent is responsible for ensuring that registration information is accurate and for telling us promptly about relevant changes.
1.4 We will use reasonable care and skill in providing tuition. We cannot guarantee a particular examination grade, school place, assessment outcome or other academic result.

2. Courses, sessions and tutors

2.1 Our standard term consists of 11 scheduled tutoring sessions unless the booking confirmation expressly states otherwise.
2.2 Tuition may be delivered in person or online, individually or in a group, according to the service booked.
2.3 We will take reasonable steps to provide continuity of tutor. We may change a tutor where reasonably necessary, for example because of illness, availability, safeguarding, staffing or operational requirements. A replacement tutor will be appropriately recruited for the role.
2.4 Tutors are required by The Community Schools CIC to hold QTS (Qualified Teacher Status) and to satisfy our safer recruitment and safeguarding requirements

3. Fees and payment

3.1 Fees are those notified to the Parent at the time of booking or subsequently agreed in writing.
3.2 Where the Parent chooses our standard monthly payment arrangement, fees for the academic year are collected by Direct Debit in 10 monthly instalments from September to June. The monthly instalments are a payment arrangement for the booked tuition and do not mean that each payment purchases a particular calendar month’s sessions.
3.3 The Parent must maintain a valid payment method and pay sums due on time. If a payment fails, we may contact the Parent to arrange payment and, after reasonable notice, may suspend future tuition while undisputed overdue sums remain unpaid.
3.4 We may review fees. Any increase affecting an existing booking will be notified in advance and will take effect only from the date stated in the notice. We will not retrospectively increase fees for tuition already supplied.

4. Parent cancellations, absence and catch-up sessions

4.1 The Parent should tell us as soon as possible if the Student cannot attend a scheduled session.
4.2 A Student’s non-attendance does not normally reduce the fees payable for the booked place, because the tutor’s time and/or group place has been reserved.
4.3 Where our current service permits an online catch-up session for an in-person absence, at least 24 hours’ notice must be given and a maximum of one such catch-up session is available per Student per term, subject to tutor availability and the arrangements notified by us.
4.4 If the Student arrives late, the session will normally finish at the scheduled time. If the Student does not attend, the session may be treated as used.
4.5 Nothing in this section affects the Parent’s statutory cancellation rights in section 7 or the termination rights in section 6.

5. Cancellation or disruption by The Community Schools

5.1 If we or the allocated tutor cancel a session, the Parent will not be charged for a service that is not provided. We will normally offer a rearranged session, suitable replacement provision, credit or refund as appropriate.
5.2 For online tuition, if a session cannot take place or is materially curtailed because of a failure of the Student’s/Parent’s device, software or internet connection, it will normally be treated as Student nonattendance. If the failure is caused by our systems or the tutor’s device or connection, we will treat it as a cancellation by us and apply clause 5.1.
5.3 Where events outside our reasonable control affect a venue or service, we may offer reasonable alternative arrangements, including online tuition, a different venue or rescheduling. The Parent’s statutory rights are not affected.

6. Ending ongoing tuition - 28 days' notice

6.1 After any applicable statutory cancellation period has expired, the Parent may end ongoing tuition by giving The Community Schools CIC at least 28 days’ written notice.
6.2 Fees remain payable for scheduled tuition falling within the 28-day notice period, whether or not the Student attends, except where we cancel the tuition or the law requires otherwise.
6.3 Notice should be sent using the contact method notified by The Community Schools for cancellations. The notice period starts when the notice is received by us.
6.4 We may end or suspend tuition on reasonable notice where necessary, including for persistent nonpayment, serious or repeated behaviour concerns, safeguarding concerns, or a serious breakdown in the working relationship. Where appropriate we will explain the reason, taking account of safeguarding and confidentiality obligations.

7. Statutory right to cancel a distance or off-premises contract

7.1 Where the Parent enters into this contract at a distance (for example online, by telephone or by email) or off our business premises and the statutory cancellation rules apply, the Parent normally has 14 days from the day after the contract is made to cancel without giving a reason.
7.2 The Parent may cancel by making a clear statement to us before the cancellation period expires. The Parent does not have to use a particular form.
7.3 If the Parent asks us to begin tuition during the 14-day cancellation period, the Parent expressly requests early performance of the service. If the Parent then cancels during that period, we may charge a proportionate amount for services supplied up to cancellation where the law permits.
7.4 If the service is fully performed during the cancellation period after the Parent expressly requested early performance and acknowledged that the right to cancel would be lost once the service was fully performed, the statutory right to cancel may end at that point.
7.5 This section does not limit any other statutory rights the Parent may have.

8. Online tuition and recordings

8.1 Students must access online tuition using the platform and joining arrangements approved by The Community Schools. Parents and Students are responsible for providing a suitable device, internet connection and appropriate learning environment.
8.2 Students and Parents must not record, copy, distribute or publish a session or material showing another Student or tutor unless we have expressly authorised this.
8.3 Where The Community Schools records an online tutoring session, recordings are accessible only to the Student, their tutor and authorised Community Schools administrators.
8.4 Recordings are retained while the Student remains a current student of The Community Schools CIC. They are normally deleted within 30 days after the Student ceases to be a current student, unless a particular recording needs to be retained for longer for safeguarding, legal, regulatory or dispute-resolution purposes. In that case access remains restricted and the recording is retained only for as long as reasonably necessary.
8.5 Further information about online safety and personal data is set out in our Online Safety Guide and Privacy Policy.

9. Safeguarding and professional standards

9.1 The welfare and safeguarding of Students is a primary consideration. Tutors must follow The Community Schools CIC Safeguarding Policy, Code of Conduct and relevant procedures.
9.2 The Designated Safeguarding Lead is Hayley Coull. The Deputy Designated Safeguarding Lead is Claire Meadows-Smith.
9.3 Safeguarding information may be shared where reasonably necessary to protect a child or comply with a legal obligation. Safeguarding concerns are not subject to ordinary confidentiality in a way that prevents appropriate reporting or referral.
9.4 The Community Schools CIC is a corporate member of The Tutors’ Association (membership CO 306) and expects high standards of professional conduct consistent with its applicable Code of Practice.

10. Student behaviour and appropriate use

10.1 Students are expected to behave respectfully towards tutors, staff and other Students and to follow reasonable instructions intended to support safe and effective learning.
10.2 Bullying, harassment, discriminatory abuse, threatening behaviour, sexual harassment, harmful sexual behaviour, misuse of recordings or images, and serious online misconduct are not acceptable.
10.3 Behaviour that raises a safeguarding concern will be managed under our safeguarding procedures as well as any behaviour policy. We will consider the Student’s age, SEND/disability, circumstances and any appropriate reasonable adjustments.

11. Health, SEND and reasonable adjustments

11.1 The Parent should provide information reasonably necessary for us to support the Student safely and effectively, including relevant SEND, disability, medical or learning information.
11.2 We will consider reasonable adjustments for disabled Students and will discuss practicable support arrangements with the Parent. We cannot guarantee that every venue or service can meet every requested adjustment, but we will consider reasonable alternatives where appropriate.
11.3 In an emergency we may take reasonable steps to protect the Student’s welfare, including contacting the Parent, emergency services or other appropriate agencies.

12. Data protection and confidentiality

12.1 We process personal data in accordance with our Privacy Policy and applicable UK data protection law.
12.2 Parents should not provide more personal or special category information than is reasonably necessary for the provision of tuition, safeguarding or support.
12.3 Tutors and staff must keep Student information appropriately confidential, subject to safeguarding, legal and regulatory duties.
12.4 The recording arrangements in section 8 form part of our data handling arrangements.

13. Complaints and dispute resolution

13.1 Parents should raise concerns promptly so that we have a reasonable opportunity to resolve them. Complaints will be handled under The Community Schools CIC Complaints Procedure.
13.2 Safeguarding concerns or allegations about a tutor or member of staff will be dealt with under safeguarding procedures and must not be delayed while an ordinary complaint is considered.
13.3 If a dispute cannot be resolved through our internal process, the parties will act reasonably and in good faith and may consider an appropriate form of Alternative Dispute Resolution (ADR). Where applicable under its current rules, the Parent may also be able to raise a matter through The Tutors’ Association.
13.4 Nothing in this section prevents either party from exercising legal rights or bringing proceedings where appropriate.

14. Liability and consumer rights

14.1 Nothing in these Terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
14.2 Nothing in these Terms affects the Parent’s statutory rights as a consumer, including the right for services to be performed with reasonable care and skill.
14.3 Subject to clauses 14.1 and 14.2, we are not responsible for losses that were not reasonably foreseeable when the contract was made or for losses arising from circumstances outside our reasonable control where the law permits this.
14.4 Tuition is intended to support education. The Parent remains responsible for decisions concerning school applications, examination entries, medical matters and other matters outside the tutoring service.

15. Changes to these Terms

15.1 We may update these Terms where reasonably necessary, for example because of changes in law, safeguarding guidance, technology, service delivery or administrative arrangements.
15.2 Where a change materially affects an existing Parent’s rights or obligations, we will give reasonable advance notice and explain when it will take effect. Changes will not remove statutory rights

16. General

16.1 If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue to apply.
16.2 A delay in enforcing a right does not mean that the right has been waived.
16.3 These Terms and the documents expressly incorporated into them form the agreement concerning the booked tutoring service. Nothing in this clause excludes liability for fraud or fraudulent misrepresentation.
16.4 The contract is governed by the law of England and Wales. A consumer retains any mandatory rights they have concerning where proceedings may be brought.

17. Key policies

The Parent should read these Terms together with the current Privacy Policy, Safeguarding Policy, Online Safety Guide, Student Behaviour Code, Anti-Bullying Policy and Complaints Procedure. Current versions are available from The Community Schools CIC.