Client Terms and Conditions.

Petersfield Tutors Client Terms and Conditions

1. All tutors registered with Petersfield Tutors (hereafter referred to as PT) are qualified teachers or have relevant experience or expertise. All tutors supplied through PT are subject to our high-quality checks and are only registered with us after an interview and receipt of satisfactory reference checks.
2. We ask to see a copy of their current employment DBS certificate, if they do not hold one of these PT will provide one, however, we strongly advise clients to make their own enquiries as to the suitability of any tutor they wish to employ.
3. PT insists that a responsible adult is present wherever the tuition takes place (acceptable to the parent/guardian). Ideally, they should be in an adjacent room and we encourage parents to pop in from time to time to see how the session is going. If you wish for your child to attend a tutor’s own home for tuition, then this exceptional arrangement needs to be agreed between you and the tutor and PT are not responsible for Child Protection issues or Public liability issue here (accident/injury etc).
4. If tutoring is carried out online then PT insists that all students are appropriately dressed, (no nightwear), the student is located in a public area, (not a bedroom), and a parent or carer is aware that the session is happening and in the house with the student.  No recording of the tutors is permitted at any time.
5. Our tutors are NOT responsible for any duties other than professional tutoring.
6. Petersfield Tutors is not responsible for the conduct of their tutors since all tutors are self-employed. If you have any concerns regarding any inappropriate conduct you should inform Petersfield Tutors immediately.
7. Parents/Guardians have a responsibility for ensuring child protection is a joint effort. Parents/Guardians play a crucial supporting role in managing and monitoring tutor’s behaviour. Please see our Child Protection Policy available on our website.
8. All our tutors strive to improve the tutees’ attainment; however, Petersfield Tutors does not guarantee an improvement in attainment.
9. If a session is cancelled with less than 48 hours notice, you will be charged for the lesson.
10. You have the right to cancel regular sessions at any time but we ask that you give our tutors a minimum of two weeks notice of cessation of regular sessions, for last minute cancellation see point 9 above.
11. Petersfield Tutors reserve the right to withdraw a tutor at any time.
12. Should a tutor become unavailable, Petersfield Tutors will endeavour to find a suitable replacement, but this is not guaranteed.
13. Our tutors operate from their own homes. If petrol costs need to be added, you will be informed before tutoring commences.
14. From 1st April 2019 we ask all clients to set up a direct debit through GoCardless, this means that the invoice will be paid automatically by your bank 7 days after the invoice is sent to you. By using a direct debit it means that all your payments are covered by the Direct Debit Guarantee and is therefore one of the safest ways to pay. You will receive another email from us that will take you through the simple steps required to set up the payments.
15. If you choose not to set up a direct debit, invoices must be settled in full by the due date. If they are not then an additional administrative charge of £5 will be added to the bill for each reminder sent.  If Petersfield Tutors do not recieve payment in full by the due date, tutoring sessions may be suspended.
16. Our tutors will charge for their time including the initial session or any time spent on marking papers. Please make sure you ask any administrative questions before the first tutoring session to avoid the student missing out on tutoring time.
17. Petersfield Tutors strives to keep prices at a competitive level; however, we reserve the right to increase the prices for tutors when necessary. You will be informed via email of any price changes and given an opportunity to cease tutoring should you wish to.
18. At the end of each session, the person responsible for payment will be asked to sign a timesheet whereupon the session will be deemed satisfactory and therefore chargeable. If the sessions are online the tutor will sign the timesheet.
19. We ask that you respect our agency and do not put our tutors in an awkward position and ask them to carry out tutoring outside the agency, either for friends or for yourself. This puts our tutor in breach of their contract with us.
20. In the unlikely event that you have a bad experience of any kind with one of our tutors, please report these concerns to us immediately (within 24 hours). If this is anything of a serious nature you must, of course, notify the police first and then contact us immediately.
21. Petersfield Tutors abides by the European General Data Protection Laws (GDPR) and will never share your information with anyone outside the agency or via social media. We will pass you details on to our tutors when we have identified a suitable tutor to meet your requirements. We do not send unsolicited emails and will only contact you to send invoices or to discuss your personal needs. Breaches in data security will be reported immediately to data protection authorities such as the Information Commissioner’s Office (ICO) in the UK. Ideally, breaches should be reported within 24 hours if possible but at least within 72 hours.
22. You have the right to be forgotten, to do so please contact us and we will delete all information we hold about you. You also have the right to request a copy of any information we hold about you, this may attract a small administrative fee. We will not hold your data if it is no longer required.
23. During online tutoring we ask that:
    – students are appropriately attired (no nightwear)
    – students do not record sessions
    – students sits in a public area with the doors open
    – for younger students we ask that parents greet the tutor at the beginning and end of each session.

Updated 4th January 2024 by G L-M and CM.