Science Success Club

Tuition Terms & Privacy Notice

1. About Science Success Club

Tracy Landsberg is the trading entity providing private tuition under the trading name Science Success Club.

These Tuition Terms apply to all tuition, lessons, courses, bookings and related services provided by Science Success Club.

Tuition Terms

2. Registration and Contact Details

Clients are required to provide accurate and adequate contact details so that we can communicate with you effectively.

Please ensure that the Contact Details form has been completed and kept up to date. We ask you to provide:

• Postal address
• Email address
• Landline telephone number, where applicable
• Mobile telephone number

Your contact details will only be used for purposes relating to your tuition and will not be passed to third parties unless:

• you have requested or authorised us to do so; or
• we are legally required to do so.

Before tuition begins, you will be required to confirm that you have read and understood the Science Success Club Privacy Notice below.

Where a student is aged 13 or above, appropriate consent will also be required for the storage and processing of information relating to their tuition.

3. Booking and Payment

Regular weekly 1-2-1 lessons

Once a student has been allocated a regular weekly lesson space, lessons will normally take place at the same time on the same day each week.

At the end of each month, you will be sent a list of the lessons scheduled for the following month. If a change is required, please respond promptly and propose the requested change.

Lesson payment is due before the lessons commence. Regular lesson payments are made by bank transfer.

Please allow up to three working days for BACS payments to be allocated.

Lesson cancellations

If you have a regular 1-2-1 lesson time and need to cancel a lesson, at least 48 hours’ notice must be provided.

Where sufficient notice is given, the lesson will not need to be paid for if the lesson space can be filled by another student from the waiting list.

Lessons cancelled with less than 48 hours’ notice remain payable.

Where there are repeated cancellations without the required notice — specifically, two cancellations within a four-month period — or where lesson payments are repeatedly delayed without prior written agreement, Science Success Club reserves the right to withdraw the allocated lesson space.

Advance bookings

Lessons may be selected and booked up to one year in advance, and multiple lessons may be booked at the same time.

Where payment is made at the time of booking, the lesson will be confirmed once payment has been received.

Ad-hoc lessons

Ad-hoc lessons may be booked through the booking page.

Payment for these lessons is taken at the time of booking. Bookings made through the system are non-refundable.

Where a change is permitted, the student or parent is responsible for making the change through the booking system. Changes are subject to suitable availability.

Unpaid lessons

One-to-one lessons will not be confirmed until payment has been received, and an unpaid lesson will not go ahead.

For regular lessons, any payment remaining outstanding 48 hours before the first day of the month in which the lessons are due to take place may result in the lessons being cancelled, allowing the lesson space to be offered to another student.

4. Group Sessions

All bookings and payments for group sessions are non-refundable, except where the session is cancelled by the tutor.

Cancellation of group tuition requires at least 30 days’ notice before the relevant billing date. Where the required notice is not provided, the full payment for the relevant term remains payable, whether or not all sessions are attended.

Failure to make payment by the required deadline, without prior communication and agreement, does not remove the requirement to pay for the relevant term.

5. Summer Lessons

Bookings for lessons taking place during July and August are non-changeable and non-refundable between 1 July and 31 August, except where the lesson is cancelled by the tutor.

Summer lessons are normally invoiced in late June or early July.

6. Missed Free Sessions

Any free session that is booked but not attended is chargeable.

The fee must be paid within 24 hours of the missed session.

7. Attendance and Tutor Cancellations

Students are expected to attend all booked lessons unless:

• the tutor has confirmed that there will be no tuition that week; or
• the lesson has been cancelled or rescheduled in accordance with these terms.

Where a lesson is cancelled by the tutor due to unforeseen circumstances, the cost of the lesson will be placed into the student’s tuition credit account for future use.

8. Tuition and Academic Results

Tuition provides support, teaching and guidance but does not guarantee a particular academic or examination result.

The student’s own work, preparation, attendance, engagement and performance ultimately determine their examination results.

Lesson Times and Attendance

9. Lesson Times

All lessons are booked using the UK time zone applicable at the time of booking (GMT or BST).

For students living outside the UK, the agreed lesson time remains fixed according to UK time.

For example, if a lesson is booked for 9:00am during BST, the lesson remains at 9:00am UK time after the clocks change to GMT.

10. Timekeeping

Unless otherwise agreed, one-to-one lessons are 55 minutes long. This allows a few minutes between lessons for completion and administration while ensuring that lessons can begin promptly.

Students are responsible for arriving and being ready for tuition at the booked time.

Lessons will finish at the scheduled time so that the following student can receive their full lesson.

Parents wishing to discuss a student’s progress in detail should do so during the first or final few minutes of the lesson, where possible. Alternatively, a separate lesson or appointment may be booked for this purpose.

Behaviour and Student Expectations

11. Behaviour

Parents are responsible for ensuring that students understand and follow appropriate standards of behaviour.

Abusive, threatening or discriminatory behaviour towards tutors or other students will not be accepted.

Science Success Club reserves the right to cancel bookings where a student’s behaviour is unacceptable or where abusive language is used by either the student or parent.

If tuition is terminated for this reason, any outstanding prepaid lessons will be refunded.

For online tuition, students and parents must also follow the Student & Tutor Expectations provided by Science Success Club.

Student Progress and Feedback

12. Feedback

For face-to-face tuition, feedback may be provided to the parent collecting the student at the end of the lesson.

For online tuition, brief feedback may be provided electronically following the lesson.

Where more formal feedback or reporting is required, including for sponsored tuition through a local education authority, an additional administration charge may apply.

Special Requests

13. Additional Charges

Science Success Club reserves the right to charge an additional fee for work or requests outside the normal scope of tuition.

Examples include:

• Completing forms or questionnaires for educational psychologists or other education professionals
• Preparing formal written reports on student progress
• Countersigning passport applications
• Marking or providing written feedback on work outside booked lessons
• Setting homework during the summer holidays where a minimum course of four lessons has not been booked for that period

Any additional charge will be communicated where appropriate before the work is undertaken.

Privacy Notice

14. What Personal Data We Collect and Why

Parent and student personal information is collected as part of the tuition process.

This may include:

• Contact details
• Student academic information
• Information about academic progress
• Records created as part of tuition

This information is used to provide and manage tuition and to inform teaching and feedback.

15. Who We Share Your Data With

Identifiable personal information will not be shared with third parties without your explicit consent, except where we are legally required to disclose information.

This may include circumstances involving:

• Criminal investigations
• Safeguarding concerns
• Other legal or regulatory requirements

16. How Long We Keep Your Data

Personal information provided for tuition is held securely for the duration of the student’s tuition.

Accounting information relating to payments received is retained for seven years for accounting purposes.

17. Your Rights

You may request that Science Success Club erase personal data held about you.

This does not include information that we are legally, administratively or securely required to retain.

Please note that requesting the deletion of your contact and tuition information may mean that we are unable to continue communicating with you or provide further tuition.

18. Protecting Your Data

Personal data, including contact details, is held on password-protected digital devices.

Data is regularly backed up, with appropriate measures taken to protect it from unauthorised access.

19. Data Breaches

Tracy Landsberg is registered with the Information Commissioner’s Office (ICO) as a data controller.

Data protection procedures are in place for identifying, managing and reporting personal data breaches.

20. Data Received From Third Parties

In some circumstances, personal information relating to a student may be received from an external organisation, such as a school, college or examination centre.

Where such information is obtained, this will only be done with the appropriate permission or where there is another lawful basis for obtaining it.

Safeguarding and Regulatory Requirements

21. DBS and Safeguarding

Tracy Landsberg maintains a current enhanced DBS check where required for tuition or other services involving contact with children.

Science Success Club has a duty of care to act where a student discloses information indicating that they may be at risk of physical or mental harm.

Where safeguarding concerns arise, relevant information may need to be recorded and shared with appropriate authorities or safeguarding professionals.

In such circumstances, personal information associated with the student’s account may be disclosed where necessary and legally permitted or required.

22. Acceptance of These Terms

By commencing tuition, the client confirms that they have read, understood and agreed to these Tuition Terms and the Science Success Club Privacy Notice.

Where the student is a minor, the parent or legal guardian accepts these terms on their behalf.

23. Student and Tutor Expectations

Online tuition should be an enjoyable, supportive and productive experience for everyone involved. To help ensure this, the following expectations apply to online tuition.

23.1 Students are expected to:

1. Test your equipment before the start of your lesson.

   Please run an internet speed check using:

   https://www.speedtest.net/

   As a minimum, you should have:

   • Download: >10 Mbps

   • Upload: >2 Mbps

   • Jitter: <30 ms

   Please also test that your headset/earphones and microphone are working correctly.

2. Set an alarm at least 20 minutes before each lesson so that you have sufficient time to prepare properly.

3. Ensure that your software is up to date. Zoom frequently sends out updates, which can take 5–10 minutes to install. You should therefore be ready at least 10 minutes before your lesson so that any updates or technical issues can be dealt with before the scheduled start time.

4. Log in at the scheduled start time. If you arrive late, the lesson will not normally be extended beyond its scheduled finishing time, as this would affect students who have lessons afterwards.

5. Attend online tuition from an open room, such as a living room or dining room, for safeguarding purposes.

6. Be appropriately dressed for tuition. You do not need to dress formally or smartly, but you should be dressed appropriately for an educational lesson. A dressing gown, for example, is not appropriate lesson attire.

7. Come to your lesson with the necessary equipment. As a minimum, students should have a pen, paper, calculator and the applicable periodic table. Any other notes or resources required for the lesson should also be available.

8. Keep distractions to a minimum by muting mobile phones and switching off social media and other unnecessary applications.

9. Have your notes from previous lessons and any emailed resources nearby so that they can be referred to during the lesson.

10. Do not bring food to lessons, including online lessons, unless eating during the lesson is medically required.

23.2 Students and parents can expect the tutor to:

1. Arrive at lessons on time, except in exceptional circumstances.

2. Provide a lesson waiting room to help ensure that only the expected participants join the digital classroom.

3. Offer positive support and encouragement and help students to become independent learners through 1-to-1 work and resources.

4. Work with each student as an individual, while supporting them to complete their own work rather than completing work for them.

5. Keep distractions to a minimum during lessons, including muting mobile phones and switching off social media and other unnecessary applications.

6. Provide feedback during the lesson where appropriate.

7. Record each online lesson for safeguarding purposes.

   Recordings are held on a secure server for 30 days following the date of the lesson.

   Recordings will not normally be shared unless requested by a parent/legal guardian or where sharing is necessary for safeguarding purposes.

24. Professional Responsibilities

Science Success Club has professional and academic responsibilities which apply to all students receiving tuition.

1. Homework and NEA work

   Under no circumstances will the tutor complete homework, coursework or NEA work on behalf of a student.

2. Concerns about teachers

   The tutor will not enter into negative conversations about a student’s teachers.

   Where a student or parent has concerns about a teacher or school, these concerns should be raised directly with the school through the appropriate channels.

3. Academic honesty

   Where there is a genuine suspicion of academic dishonesty, submitted work will not be authenticated.

   Where appropriate, concerns may be reported to the relevant school, examination centre or other relevant body.

4. Assessment and examination grades

   Where grades are assessed by the tutor on behalf of an assessment or examination centre, the awarded grade will not be disclosed directly to the student or parent where the relevant assessment or examination regulations prohibit this.