Terms and Conditions - The Nexus English Hub

When booking their first tuition session, parents must confirm that they have read and agree to all terms before the booking can be completed.

Fees and Payment for 1:1 and Small Group Tuition

Payment must be made by an online card payment or by bank transfer via tutor with the student’s name as the reference.

Invoices for 1:1 tuition will always be sent to parents from the following email address: [email protected]
Tutor will send out invoices to parents at the end of every month for lessons booked in the following month.
Payment must be made by the date stated on the invoice for the lesson slot(s) to be reserved.
Tutor reserves the right to add a £10 ‘late payment’ fee to invoices that are past their due date.
If payment is not received by the due date, students will be at risk of their lesson slot being filled by another student on the waiting list.

Fees and Payment for Courses

Payments for courses are made online through the The Nexus English Hub website.
Courses are booked and paid for either weekly, monthly, half termly or termly.
We offer a 7 day money back guarantee on group courses. However, payment is non-refundable once the course begins.

Tuition

All lessons take place online using the tutor’s choice of platform (usually Zoom).
Parents will receive a recurring lesson link before the first lesson that will be used to access each lesson.
Tutor and students are expected to have their cameras on at all times during the lesson.
Any problems that may occur during a lesson (e.g., pupil understanding or achievement) must be fed back to immediately.
Tutor has 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 1:1 lessons; however, 48 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.
For safeguarding reasons, for students under 18, it is expected that an adult will remain in the house with them for the duration of their online lesson. Students must not be left alone in the house with the tutor on call.
Students must be fully dressed during all lessons.
Some group lessons may be recorded and shared with those who could not attend the live lesson or those who want to catch up in their own time. All cameras will be blacked out before sharing with others.
Tutor will report any concerns about a student’s wellbeing or safety to relevant authorities. Tutor is familiar with ‘Keeping Children Safe in Education’ guidelines from DfE & has an enhanced DBS Certificate on the update service – https://www.gov.uk/government/publications/keeping-children-safe-in-education–2

Timings, cancellations, and illness

Students will be allocated a weekly time slot when the first booking is made.
Students will always be booked in for a particular time slot – this will be detailed in the 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.
Some courses run throughout the year, please check individual course details for live lesson times.
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 group sessions or courses as the tutor will be teaching the other members of the group.
If only one student has booked onto an hour group session or course, they will be taught a 1:1 half an hour lesson as a replacement.
Tutor agrees to keep the Zoom meeting open for the first half of the missed lesson. However, if the tutor has not heard from the parent by that time, the meeting will be closed, and the lesson will still be charged at the agreed rate.
Cancellations must be kept to a minimum to maximise the student’s learning potential.
If there are any 1:1 lessons that the student is unable to attend, 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 the lesson to be rearranged to a more convenient time for both the tutor and student. Tutor is under no obligation to offer an alternative lesson slot for any reason if the minimum notice of 48 hours has not been 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 and courses are booked and paid for in weekly, monthly, half termly or termly blocks and refunds will not be given if the student is unable to attend one of the lessons. If the student cannot attend a group lesson or course, lesson materials can be requested and completed in their own time.
Tutor 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, a full refund will be made or rearrangements made for a mutually convenient time.
If a tutor is obliged to cancel a group lesson or course, the parent will receive a full refund for that session.

Contacting the Students’ Tutor

After the first lesson, the parent will be sent a follow up email/message. From then on, parents will be able to contact the tutor over email.
With the parent’s and tutor’s permission, Tutor 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. Tutor will also use for 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 if taken in blocks: if you decide to terminate tuition midway through a block, 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 tutor on social media is only undertaken via the The Nexus English Hub 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.