Policies

This page outlines the key policies and guidelines that support how I work. They are designed to ensure a safe, consistent and high-quality experience for every child and family, while maintaining clear expectations around sessions, communication and care.

By setting these foundations, we create an environment where children feel secure, supported and able to thrive, and where parents can feel confident in the structure and professionalism of the service provided.

  1. Cancellation & Payment Policy
  2. Safeguarding Policy
  3. Privacy Notice
  4. Terms & Conditions
  5. Data Protection Statement

Cancellation & Payment Policy

To ensure fairness, consistency and high‑quality provision for all families, the following payment and cancellation terms apply.

Payments
  • All sessions must be paid upfront - (Weekly/monthly).
  • Payment secures your child's place in that session or block of sessions.
  • Payment in advance allows me to plan resources and maintain consistent provision for every child.
Cancellations & Missed Sessions

Your child's weekly tutoring session is reserved specifically for them for the duration of each half term. Please therefore take note of the following cancellation policy:

  • No credits will be given for cancelled or missed sessions, including holidays or other commitments, unless there are exceptional circumstances.
  • If you know that your child will be away or unable to attend due to a holiday or other planned absence, this must be communicated to me before the tutoring sessions for that half term are set and confirmed. Once the half-term schedule has been agreed, missed sessions will remain chargeable and will not be credited.
  • If your child is unwell and unable to attend their session, please let me know as soon as possible. I understand that illness can be unexpected, and where possible I will try to be flexible; however, whether a session can be rearranged or credited will be at my discretion and subject to availability.
Tutor Cancellations

If I have to cancel a session, for example due to illness or unforeseen circumstances, I will make every effort to rearrange the session for a mutually convenient time. If it is not possible to rearrange the session, a credit will be applied to your account.

This policy allows me to reserve regular tutoring times for each family while keeping scheduling fair and consistent for everyone.

Exceptional Circumstances

In rare cases where exceptional circumstances arise, I will review the situation individually and may offer a credit at my discretion.

Safeguarding Policy

The safety, wellbeing and dignity of every child in my care is my highest priority. This Safeguarding Policy outlines the steps I take to protect children and ensure a safe, nurturing learning environment.

Commitment to Safeguarding

I am fully committed to:

  • Protecting children from harm
  • Creating a safe, calm and supportive learning environment
  • Acting in the best interests of every child
  • Promoting children’s wellbeing, confidence and independence
  • Following current safeguarding guidance and good practice

Safeguarding is everyone’s responsibility, and I work in partnership with parents and carers to keep children safe.

My Responsibilities

As a tutor, I will:

  • Maintain appropriate professional boundaries at all times
  • Treat all children with kindness, respect and fairness
  • Provide a safe physical and emotional environment
  • Use child‑centred, age‑appropriate teaching approaches
  • Respond promptly to any concerns about a child’s welfare
  • Record and store safeguarding information securely
  • Seek advice or make a referral if I believe a child may be at risk

I will always act in accordance with the law and safeguarding guidance.

Communication With Parents

I will:

  • Communicate openly and respectfully with parents and carers
  • Share relevant information about learning, wellbeing or concerns
  • Work collaboratively to support each child’s needs
  • Inform parents of any significant incidents or issues that arise

Parents are encouraged to share any information that may help keep their child safe and supported.

Online Safety (if applicable)

For online sessions, I ensure:

  • A safe, supervised learning environment
  • Use of secure platforms
  • Clear expectations for behaviour and conduct
  • No recording of sessions by either party
  • That a responsible adult is nearby for safeguarding purposes

Children should not be left unsupervised during online sessions.

Behaviour & Conduct

Children are expected to follow the Child Code of Conduct to help maintain a safe and positive learning space.

If behaviour raises concerns about safety or wellbeing, I will discuss this with parents promptly.

Responding to Concerns

If I have a safeguarding concern, I will:

  • Listen carefully and calmly
  • Take concerns seriously
  • Record information factually and securely
  • Seek advice from safeguarding professionals if needed
  • Make a referral if I believe a child is at risk of harm

I will only share information when necessary to protect a child.

Confidentiality & Data Protection

All personal information is handled in line with my Privacy Notice and Data Protection Statement.

Safeguarding information is shared only when required to protect a child.

Review of Policy

This policy is reviewed regularly to ensure it remains up to date with current guidance and best practice.

Privacy Notice

I am committed to protecting your privacy and handling all personal information with care, transparency and respect. This Privacy Notice explains what data I collect, why I collect it, and how it is stored and used in line with UK GDPR.

What information I collect

I may collect the following information from parents and children:

  • Parent/carer contact details (name, email address, phone number)
  • Child’s name, age and year group
  • Relevant educational information (learning needs, strengths, areas for support)
  • Any medical or safeguarding information you choose to share
  • Records of attendance and progress
  • Payment information (not card details)
Why I collect this information

I collect personal data to:

  • Provide safe, effective tutoring
  • Plan personalised learning
  • Communicate with parents and carers
  • Track progress and identify next steps
  • Meet safeguarding responsibilities
  • Manage bookings and payments
  • Keep accurate records of sessions
Who your information is shared with

Your information is not shared with anyone else, unless:

  • I am legally required to do so for safeguarding or child protection
  • You give explicit permission for information to be shared (for example, with a school)

I never sell or pass on your data to third parties for marketing.

How your information is stored

All information is stored securely and is only accessible to me.

Digital information is password‑protected, and any paper records are kept safely and confidentially.

How long information is kept

Personal data is kept only for as long as necessary:

  • While your child is attending sessions
  • For a short period afterwards to meet legal and safeguarding requirements

After this, information is securely deleted.

Your rights

You have the right to:

  • Request access to the information I hold about you or your child
  • Ask for corrections if information is inaccurate
  • Ask for data to be deleted (unless I am required to keep it for safeguarding or legal reasons)
  • Withdraw consent for optional information at any time
Contact

If you have any questions about this Privacy Notice or how your data is handled, please contact me directly and I will be happy to help.

Terms & Conditions

These Terms & Conditions outline the agreement between you (the parent/carer) and me as your child's tutor. By booking sessions, you agree to the following:

Booking & Payments
  • All sessions must be paid upfront - (Weekly/monthly)
  • Payment confirms your booking and ensures consistent provision and planning.
  • Places cannot be held without payment.
Attendance & Missed Sessions
  • No credits will be given for cancelled or missed sessions, including holidays or other commitments, unless there are exceptional circumstances.
  • If you know that your child will be away or unable to attend due to a holiday or other planned absence, this must be communicated to me before the tutoring sessions for that half term are set and confirmed. Once the half-term schedule has been agreed, missed sessions will remain chargeable and will not be credited.
  • If your child is unwell and unable to attend their session, please let me know as soon as possible. I understand that illness can be unexpected, and where possible I will try to be flexible; however, whether a session can be rearranged or credited will be at my discretion and subject to availability.
Group Sessions
  • Group sessions run on fixed dates and times.
  • Fees for group sessions are paid before the session - (weekly/monthly)
  • Missed group sessions cannot be refunded, credited or rearranged.
Behaviour & Expectations
  • Children are expected to follow the Child Code of Conduct to ensure a calm, safe and positive learning environment.
  • Parents are expected to follow the Parent Code of Conduct, including prompt drop‑off and collection.
  • If behaviour consistently disrupts learning or safety, I may discuss alternative arrangements with you.
Learning Approach
  • I provide personalised, child‑centred teaching based on early learning principles and evidence‑based practice.
  • I assess children regularly to track progress and plan next steps.
  • Feedback will be shared with parents to support learning at home.
Safeguarding
  • Safeguarding is a priority.
  • I follow current safeguarding guidance and will act in the best interests of the child at all times.
  • Any concerns will be handled sensitively and appropriately.
Privacy & Data Protection
  • Personal information is handled in line with my Privacy Notice and UK GDPR.
  • Information is stored securely and only used for tutoring purposes.
Ending the Agreement
  • Either party may end the tutoring arrangement with notice.
  • Sessions already paid for will continue until the end of the paid block.
  • No credits will be issued for unused sessions unless exceptional circumstances apply.
Changes to Terms
  • I may update these Terms & Conditions when needed.
  • Parents will be informed of any changes in advance.

Data Protection Statement

I am committed to protecting the personal information of all children and families who use my tutoring services. I follow the principles of UK GDPR to ensure that all data is handled lawfully, fairly and securely.

How I protect your data
  • Personal information is collected only when necessary for teaching, safeguarding, communication or administration.
  • All data is stored securely, using password‑protected digital systems and safe storage for any paper records.
  • Information is kept confidential and is not shared with anyone else unless required for safeguarding or with your explicit permission.
  • I never sell or pass on personal information to third parties for marketing or any other purpose.
Why I collect data

I collect information to:

  • Provide safe, effective and personalised tutoring
  • Understand your child’s learning needs
  • Communicate with parents and carers
  • Meet safeguarding responsibilities
  • Manage bookings and payments
  • Track progress and plan next steps
Your rights

Parents and carers have the right to:

  • Access the information I hold about them or their child
  • Request corrections to inaccurate information
  • Ask for data to be deleted (unless I am required to keep it for safeguarding or legal reasons)
  • Withdraw consent for optional information at any time
How long data is kept

Information is kept only for as long as necessary:

  • While your child is attending sessions
  • For a short period afterwards to meet legal and safeguarding requirements
  • After this, data is securely deleted.
Contact

If you have any questions about how your data is used or protected, please contact me directly and I will be happy to help.