Bedford Tutor In-Person (Visiting) Tuition Terms & Conditions

​Bedford Tutor In-Person Tuition Terms & Conditions (Updated 17/08/26)

1. Definitions
●​ Client The Client is the adult (18+) responsible for booking and/or paying for tuition and ensuring the Student can attend sessions. There may be more than one Client per Student.
● Student The Student is the child receiving tuition from Bedford Tutor.
● Tutor The Tutor refers to either Annabel Louise or Helena.
● State School Term Bedford Tutor follows Bedford Borough Council term dates. During school holidays, alternative arrangements may apply and should be discussed with a Tutor.

Please note: Any terms marked with the 📚 icon apply during term time only.

Online school holiday sessions are available throughout all school holidays on a pay as you go basis. Sessions can be booked as needed and are subject to availability.

2. Safeguarding & Attendance
● All visiting lessons operate in line with Bedford Tutor’s Safeguarding Children Policy.
● Students must be accompanied to and from the venue by a responsible adult.
● Clients must remain on-site for the duration of the lesson.
● There is no waiting area, and Students may not wait unaccompanied outside the building.
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3. Illness & Attendance Policy
​● To protect Students, Clients, and Tutors, Students must not attend visiting sessions if they show any signs of illness, including mild or early symptoms. This includes (but is not limited to):
1. cough, runny nose, sneezing, or sore throat
2. fever or flu-like symptoms
3. vomiting or diarrhoea
4. eye infections or contagious rashes
5. generally feeling unwell​
● If a Student has any symptoms at all, an online replacement session must be taken instead.
● Students who arrive for a visiting session with any visible signs of illness will not be tutored and will be asked to wait until collected. The full lesson fee will still apply.
● If illness-related issues occur repeatedly and online replacement sessions are not taken as required, Bedford Tutor reserves the right to cease tuition.

4. Online Learning Commitment
● To ensure consistency and flexibility, all families attending in-person sessions must also be willing and able to access online learning when required. This allows sessions to continue smoothly in circumstances such as illness, timetable adjustments, adverse weather, tutor availability, or wider scheduling and timetabling needs. At times, tutors may need to move sessions online in order to manage the timetable effectively and maintain continuity of provision, helping children maintain routine and consistency in their learning. The initial session is always delivered online, allowing us to establish the child’s needs, routines and learning approach before in-person tuition begins. The final week of the autumn term is also delivered online as part of our usual timetable.

5. Fees & Payments
● All peak visiting sessions are 30 minutes
● Sessions must be paid for in advance, usually in blocks of five lessons
● A regular weekly slot reserves a specific day and time for the Student and cannot be held without payment. 📚
● If a Tutor cancels a session, it will be credited or rescheduled at no cost.
● Payment for the next block is requested when one session remains. Failure to pay by the stated date may result in loss of the regular slot.
● Payment is by bank transfer.

6. Availability & Session Times
● In-person sessions are offered at the following times:
1. Monday–Friday: 3:45pm–6:35pm (subject to availability)
2. Saturday mornings: Times are confirmed at the time of booking (subject to availability). ​📚
● Bedford Tutor provides a set lesson every week when a Student holds a regular lesson position, subject to the Tutor(s) being fully well. 📚
● Only one regular weekly session is guaranteed per Student to ensure fairness. 📚
● Students on the waiting list may be offered ad-hoc or occasional sessions subject to availability.
● Additional or irregular sessions may be offered subject to availability.
● Clients must be comfortable switching to online sessions when visiting sessions are not available.
● Tutors may occasionally need to rearrange, reschedule, or move sessions online due to illness, timetable changes, or operational needs. Flexibility and understanding are greatly appreciated.
● All sessions in the final week of the Autumn Term are conducted online.

7. Lateness
● ​Sessions begin and end at the scheduled time.
● If a Student arrives late, the session will still end at the regular time and will not be extended.

8. Cancellations
● Section A – Replacement Online Session Required
An online replacement session must be taken where:
1. the Student has mild illness
2. transport is unavailable
If less than one hour’s notice is given and no online session is taken, the full fee is charged.

● Section B – Planned Cancellations (24 hours’ notice required)
Examples include:
1. school trips or events
2. holidays
3. non-emergency appointments
4. family scheduling conflicts
Regular weekly Clients (including Family Pair Clients) are permitted one unpaid slot cancellation per school term. 📚
Additional cancellations are chargeable.

● Section C – Emergencies (At least one hour’s notice)
Examples include:
1. serious illness
2. emergency medical appointments
3. bereavement
If less than one hour’s notice is given, the full fee is charged and no replacement session is offered.

9. Family Pair Sessions
● Family Pair Sessions allow two Students from the same family to attend during the same time slot, with each Student receiving individual one-to-one tuition.

● Sections A, B and C of these Terms & Conditions apply to all Family Pair Sessions, unless specifically stated otherwise in this section.

● Family Pair Sessions are subject to availability and cannot be guaranteed at all times.

● If both Students are well enough to learn, any replacement online lesson must be attended independently by each Student using separate devices/screens. Families are responsible for providing two suitable devices/screens, a suitable learning environment and a reliable internet connection.

● If one Student cancels for a reason covered by Section B, the full fees for both Students remain payable, even if the other Student attends their lesson.

● If both Students cancel for a reason covered by Section B, the full fees for both Students remain payable.

● If one or both Students are too unwell to attend, Section C will apply. Where one or both Students are unable to participate in an online lesson due to illness, the arrangements set out in Section C will apply.

10. Communication
● Most communication takes place via WhatsApp.
● Lesson reminders, invoices, receipts, and feedback are sent this way.
● Clients must remain contactable during lessons and respond to messages requiring clarification within 24 hours.
● Repeated failure to respond may result in tuition being ceased.

11. Tutors & Feedback
● Lessons may be taught by one Tutor or shared between both Tutors depending on scheduling and availability. Students attending sessions must therefore be happy and comfortable working with both Tutors (Annabel and/or Helena).
● A brief audio feedback message is provided via WhatsApp after every lesson.
● Written progress summaries can be provided on request and may use AI drafting tools (with no personal data entered).

12. Room Allocation
● At Bedford Tutor’s venue, there are two teaching rooms, and tutors always aim to place each child in the most suitable learning environment. However, Bedford Tutor cannot guarantee which room a Student will be allocated to, and Students may work in either room depending on availability, tutor allocation, and scheduling needs.
● Room allocation may change on a weekly basis and cannot be fixed or reserved. Every Student will always be supported in a safe, calm, and appropriate learning space.

13. Homework & Enrichment
● Tutors do not complete school homework.
● Spellings may be practised if provided at least 24 hours in advance.
● All Students have access to Bedford Tutor’s enrichment challenges and reward schemes.

14. Behaviour Policy
● Bedford Tutor maintains a strict behaviour policy to ensure safety and effective learning.
● Tuition will be discontinued if a Student:
1. damages resources
2. behaves disrespectfully
3. repeatedly refuses to engage
● Outstanding fees will be refunded, and future sessions will not be offered.

15. Summer Enrichment & Induction Phase
● Following the May/June half term, Bedford Tutor’s core academic year comes to an end for students who will not be continuing into the new academic year in September.
● The second half of the summer term is dedicated to our Summer Enrichment & Induction Phase. During this period, we focus on:
1. inductions and transition sessions for new September students  
2. outdoor learning opportunities  
3. extended project-based learning  
4. enrichment activities and creative learning experiences  
● Students continuing with Bedford Tutor’s into September will continue attending during this phase as part of their ongoing tuition programme.
● Students not returning in September will therefore finish tuition at the May/June half term break.

16. Ceasing Tuition
● If a Client chooses to stop tuition, fees are non-refundable as the weekly slot has been reserved.
● A minimum of one block’s notice (five lessons) is requested.
● Once notice is given, the slot may be offered to another Student and cannot be guaranteed.
● Bedford Tutor reserves the right to cease tuition immediately if it is determined that the provision is no longer the right fit for a Student’s individual needs, learning profile, behaviour, engagement, or required level of support. This may also apply where the agreed structure of tuition, including flexibility with online learning, is not being followed consistently. In such circumstances, Bedford Tutor will always aim to communicate openly and sensitively with families. Any unused fees for prepaid sessions will be refunded.

17. Photography
● Photographs of Students’ faces will not be taken without written consent.
● Anonymous images of written work may be used for promotional purposes unless Clients opt out in writing.

18. Liability & Changes to Terms
● While Tutors endeavour to support progress, outcomes cannot be guaranteed.
● Bedford Tutor reserves the right to update these terms at any time.
● Attendance at lessons confirms acceptance of the current Terms & Conditions.