Terms and Conditions
These terms were updated on 18th May 2025 by Ben Vaughan
Please read these terms and conditions carefully before using my online tuition service.
By booking tuition services for yourself or on behalf of a student in your care, you acknowledge that you have read, understood, and agree to the following terms and conditions:
1. Booking and Payment
Bookings can only be made after an initial discussion with Ben Vaughan Tuition. This ensures that the tuition service is appropriate for the student’s needs.
Once a suitable day and time have been agreed upon, a booking link will be sent, allowing you to book and pay for the first session via Acuity Scheduling.
Payment for the first tuition session is made in advance at the time of booking.
If you choose to continue with tuition, a recurring booking will be created on your behalf for the duration of the academic year.
For each subsequent session, payment is collected on the day of the lesson via Stripe, using the card provided during the initial payment. You will receive an email receipt once payment is processed.
Ben Vaughan Tuition reserves the right to change pricing and payment terms at any time, with advance notice of at least 28 days provided to clients.
2. Technical & Environmental Requirements
You must ensure that the student has:
A reliable internet connection (minimum 5 Mbps required, 20 Mbps or higher recommended)
A working microphone and camera, with the camera on at all times during the lesson
A quiet and distraction-free environment
Appropriate equipment for each session, including pen, paper, and calculator
Access to the meeting link, which remains the same each week
The student should be set up and ready on their device at least 5 minutes before the scheduled start time.
3. Code of Conduct and Safeguarding
The student must be dressed appropriately for all sessions.
If the student is under 18 a responsible adult must be present at home during each session.
If the student is participating in the session from a bedroom, the door must be left open for the duration of the session.
If the student leaves the session and does not return within 5 minutes, contact will be made using the emergency contact details provided by you, to ensure everything is okay and confirm the student's safety.
The student is expected to behave respectfully and responsibly.
Ben Vaughan holds a fully clear enhanced DBS certificate, which is registered on the Update Service.
Ben Vaughan undertakes annual safeguarding training via The Tutors’ Association to ensure best practice is maintained.
Ben Vaughan Tuition is committed to maintaining a safe and supportive learning environment. Any safeguarding concerns will be acted upon in line with the safeguarding policy (available to view at www.benvaughantuition.co.uk)
4. Lateness Policy
If the student is not present at the scheduled start time, a reminder message will be sent to the designated contact after 5 minutes.
If the student has not joined the session within 15 minutes, the tutor may log off. It will be your responsibility to make contact if you wish to use the remainder of the scheduled time.
Sessions cannot overrun to make up time lost due to lateness.
5. Cancellations and Rescheduling
Cancellations by the client must be kept at a minimum to maximise the student’s learning potential.
One cancellation is permitted per academic term (as defined below), with at least 24 hours’ notice.
Term Dates for remainder of academic year 2024-25
Summer Term:
Monday 2nd June – Wednesday 23rd July
Bank holidays that fall during the term dates are included within tuition weeks, and tuition is expected to go ahead as normal.
Any further cancellations in the same term, or cancellations made with less than 24 hours’ notice, will be fully chargeable.
Missed or unattended lessons are non-refundable and non-transferable.
Lessons can be rearranged subject to tutor availability. To maximise the chances of a successful rearrangement as much notice as possible should be given.
This policy is in place to support the student’s academic progress and to maintain a stable income for the business, which is operated on a small, independent basis.
6. Holiday Schedule and Tutor Absence
The usual tuition schedule does not apply during school holidays, but holiday sessions may be arranged upon request depending on tutor availability.
On rare occasions, the tutor may need to cancel a session. In such cases, as much notice as possible will be given, and efforts will be made to reschedule where appropriate.
7. Lesson Content and Requests
You may request that a specific topic or objective be covered during a session. These requests must be made with at least 48 hours’ notice to allow adequate preparation time.
While every effort will be made to support the student’s academic development, no guarantees can be made regarding academic results, and Ben Vaughan Tuition accepts no liability for academic outcomes.
8. Termination of Services
If you wish to end tuition, you must provide at least 4 weeks’ written notice.
Any scheduled sessions within this notice period remain payable.
Ben Vaughan Tuition reserves the right to terminate tuition services with at least 8 weeks written notice.
Ben Vaughan Tuition reserves the right to terminate tuition services with immediate effect if any of these Terms and Conditions are breached.
9. GDPR Statement
· Personal data will be securely stored and used only for tuition-related purposes.
· Personal information will not be shared with third parties without explicit consent, except when legally required.
· Clients have the right to request the deletion of their information; however, tuition may cease upon deletion
10. Privacy
· Our privacy policy outlines how we collect, use, and protect your personal information. By using our services, you consent to the practices described in the privacy policy.
11. Amendments to Terms
Ben Vaughan Tuition reserves the right to update these Terms and Conditions at any time.
Clients will be notified in writing of any material changes.
If you have any further questions about this policy, please contact me.