Terms and Conditions for Private Tuition

1. General Terms
2. Terms for Tuition Clients & Students
3. Terms for Tutors
4. Terms for Administrators
5. Final Approval & Agreement

• Maths Base Ltd reserves the right to amend these Terms & Conditions for Private Tuition at any time. The most up-to-date version will always be available on our website https://mathsbase.co.uk, and any material changes will be communicated in writing.
• No variation to these terms is valid unless approved in writing by the Director of Maths Base Ltd.
  

• We are not liable for failure to provide services due to events beyond our reasonable control (e.g., power outages, software failures).
• We do not accept liability for tuition outcomes, including but not limited to exam results.
• Clients are responsible for ensuring adequate adult supervision during online lessons.
  

• We adhere to Keeping Children Safe in Education (KCSIE) and our internal Safeguarding Policy.
• All tutors must have an Enhanced DBS check no older than 12 months or be registered on the DBS Update Service.
• Tutors must complete safeguarding training every 12 months.
  

• All lessons must take place using the platforms approved by Maths Base Ltd. (e.g., TutorCruncher, Lessonspace).Tutors or students may not request or conduct lessons via unapproved platforms (e.g., WhatsApp, Skype, Zoom) unless explicitly authorised.
  

• Any attempt to fraudulently claim lessons that did not take place, misuse lesson recordings, or manipulate the payment system will result in immediate termination of services and may be reported to the appropriate authorities.
  

• All data is held securely within the TutorCruncher database. TutorCruncher is our Data Processor and is GDPR compliant and uses SSL encryption.
• Your data will be held until requested to be deleted by you or for 5 years after the last lesson taught by one of our Tutors.
• You have the right to request for your data to be deleted and can do so by emailing support@maths base.co.uk. We will aim to respond within 30 days.
• We will use the data we hold to communicate with you about lessons, lesson reports, invoicing and other marketing information about Maths Base Ltd services where relevant. You may opt out of this communication at any time but this may affect the services we can offer you.

• Lessons are payable to Maths Base Ltd upon completion of a lesson at the agreed hourly rate.
• Payments are processed via auto-charge through TutorCruncher.
• Clients must store card details in their TutorCruncher account and consent to our auto-payment system; otherwise, lessons will not commence.
• If any invoices remain unpaid, no further lessons will be conducted until the outstanding balance is settled. Additionally, no new lessons may be scheduled until outstanding invoices are paid.
• Credit balances will be used before charging your saved payment method. Once added, credit balances cannot be withdrawn.
• You can opt-out of our auto-charging payment system at any time by emailing support@mathsbase.co.uk, but this will result in termination of tuition services.
  

• Lessons must be booked at least 24 hours in advance, except for rescheduled sessions.
• Cancellations with more than 24 hours' notice will not be charged.
• Cancellations within 24 hours of the lesson start time will be charged in full, unless exceptional circumstances apply (case-by-case basis).
• Clients and the Tutor are responsible for notifying one another in advance of necessary changes to scheduled lessons including, but not limited to holiday commitments and illness.
  

• If a student does not show up without prior notice, no refund will be issued.
• If the tutor does not show up, clients must notify Maths Base Ltd, and the lesson fee will be credited to their account.
• If a student is late, the tutor is not obliged to extend the lesson beyond its scheduled end time.
• If a Tutor is late, they must compensate for the lost time.
  

• All online lessons will be recorded for safeguarding purposes.
• Recordings are securely stored and accessible to the student, parent/guardian, and designated staff members.
• Lesson recordings are intended for safeguarding, quality monitoring, and educational purposes, such as allowing students to review past lessons. 
• Recordings must not be shared, downloaded, or distributed outside of Maths Base Ltd. Recordings will be stored for 90 days and then deleted unless required for safeguarding or legal purposes.
• You may request access to recordings by emailing support@mathsbase.co.uk.
  

• Respectful conduct is required at all times.
• Any inappropriate behaviour towards tutors or staff will result in warnings and possible termination of services.
  

• Refunds: Refunds will only be considered in exceptional circumstances and at the discretion of Maths Base Ltd. Clients must submit refund requests in writing to [email address]. Dispute
• Resolution: If a dispute arises, Maths Base Ltd will attempt to resolve it through mediation first. If unresolved, the final decision rests with the Director of Maths Base Ltd.
  

• If a tutor is repeatedly late (more than twice within a 4-week period) or cancels more than two sessions in a row, Maths Base Ltd reserves the right to reassign the student to another tutor to ensure lesson consistency.
  

• Tutors are self-employed and responsible for their own taxes and legal obligations.
• Tutors must maintain professional conduct, ensuring lessons are engaging and aligned with the student’s academic needs.
• Tutors must ensure punctuality and lesson preparation.
• Tutors must report safeguarding concerns immediately to Maths Base Ltd designated safeguarding lead, adhering to our Safeguarding Policy.
• Tutors must complete safeguarding training every 12 months.
• Tutors must have an Enhanced DBS Check issued within the last 12 months or be registered with the DBS Update Service.
• Tutors are responsible for ensuring their DBS check remains valid.
• If the Tutor does not renew their DBS or fails to remain subscribed to the Update Service, they will not be allowed to teach until a valid DBS is provided.
  

• Tutors are paid via bank transfer on the 1st and 15th of the month following completed tuition sessions.
• Tutors must submit lesson reports after each lesson for a lesson to be completed and to process payment.
• Tutors will not be paid for lessons if they fail to attend without prior notice.
  

• Tutors must be on time for lessons.
• If the Tutor is late, they must arrange to make up lost time at a later date.
• Tutors are expected to provide high-quality lessons and communicate any concerns about student progress.
• If a Tutor needs to cancel, they must provide at least 24 hours’ notice to the Client in writing and attempt to reschedule.
  

• Tutors must not arrange private lessons with Maths Base Ltd clients outside of the platform.
• Any breach of this will result in immediate termination of contract.
  

• Any lesson materials provided by Maths Base Ltd remain the intellectual property of Maths Base Ltd and may not be shared, resold, or distributed outside of Maths Base Ltd.
• Tutors must not use Maths Base Ltd materials for any other tuition services outside of Maths Base Ltd.
  

• Tutors acknowledge that all online lessons are recorded for safeguarding.
• Tutors are not permitted to store, download, or distribute lesson recordings.
• Personal data of students must be handled in line with UK GDPR—any breaches must be reported immediately.
  

• Maths Base Ltd reserves the right to terminate a tutor’s contract if: 
  

1. They receive consistent negative feedback from students or parents.
2. They fail to meet professional standards (e.g., lesson preparation, punctuality, safeguarding obligations).
3. They fail to submit lesson reports, affecting payment processing and student records.
   

• Client, tutor, and student data is stored securely within the TutorCruncher platform.
• Personal data will be retained for 5 years after the last lesson unless deletion is requested.
• Administrators must follow GDPR compliance guidelines and keep all data confidential.
  

• Administrators will handle cancellation disputes, payment issues, and safeguarding concerns in accordance with company policy.
• In case of a complaint, all parties will be expected to provide relevant evidence before a resolution is made.
  

• Administrators must ensure all tutors remain compliant with safeguarding policies.
• If a tutor’s DBS check expires, they will be suspended from teaching until it is renewed.
  

• Clients: Acceptance of our services confirms your agreement.
• Tutors: Signing a contract with Maths Base Ltd confirms your agreement.
• Administrators: Employment with Maths Base Ltd confirms your agreement.

If you have any questions, concerns, or complaints regarding this Agreement, we encourage you to contact us using the details below:

support@mathsbase.co.uk

This document was last updated on March 24, 2025.