The Agency-Client-Tutor agreement
By signing up to use our services, clients and contractors (tutors) also agree to the following terms:
Note: The London Academy of Tutors feels strongly that education should take place within a nurturing framework. We believe that learning should be enjoyable, and we ask our tutors to encourage a love of learning by inspiring students to become independent and confident learners. For advice about effective revision methods to avoid unnecessary exam-related stress, please contact us.
We select our tutors very carefully, and train them according to our specific standards and expectations. Consequently, we have full confidence in their abilities and professionalism. If, however, you feel that your tutor isn’t fulfilling the high standards expected of them, please get in touch with us immediately. The tutors we train and place also rely on good feedback, and so we ask you to give us as much information regarding your child’s tutoring experience as possible.
The Client will:
- cover any necessary educational resources, after prior agreement with the tutor. Costs not initially covered will be added to the invoice at the tutor’s request.
- reimburse any travel costs incurred by the tutor outside of Zones 1 and 2 and to pay £15 per hour for travel time outside of these zones.
- endeavour to keep within the framework of the hours agreed upon. A tutor should not be expected to make up lesson time that was not fulfilled due to factors out of their control, without explicit prior agreement.
- inform the agency of any intended amendments to the agreed contract.
- conform to the cancellation policy as detailed below.
For residential holiday placements the Client is asked to:
- to organise and cover travel for the tutor, provide food and accommodation and cover costs of any agreed upon activities for the entire period.
- offer at least one day a week off. The tutor may decline this offer if they wish to work the extra hours.
- reimburse any travel costs incurred by the tutor, including excess baggage due to resources or other essential equipment. Furthermore, the client will pay a £50 stipend for each travel day.
- provide food and board, and cover all costs that the tutor is obliged to undertake in their role. Costs for voluntary/ social activities are covered at the discretion of the client, and we kindly ask that it is made clear who will cover any costs if there might be uncertainty.
- ensure that any legal obligations are fulfilled regarding tutor employment. The agency is available for advice on this matter.
The Tutor is expected to:
- arrive punctually for each lesson period, or to communicate immediately to the client as soon as they realise that this will not be possible.
- create a suitable scheme of work and make efforts to ensure that learning objectives are satisfied in an engaging and innovative manner, using resources appropriate to the student’s specific learning profile.
- consult with the client before committing to additional tuition obligations that might interfere with this arrangement.
- prepare diligently for each lesson, ensuring that learning objectives are clearly communicated to the student and that progress is recorded.
- maintain good contact with the client, and class-teachers when necessary, regarding the learning progress of the student, offering short-form, regular feedback via tutor-cruncher.
- in some circumstances provide termly reports that provide a summary of work covered and student effort and attainment to be delivered to the agency at the end of term.
- inform the agency of any changes to regular working hours.
- act with discretion and confidentiality at all times, ensuring that no personal information relating to the client is shared in a social environment, with careful consideration to their activities on social media.
- use information gathered from the questionnaire and introductory tutorial to create and deliver an engaging scheme of work.
- maintain good contact with parents and schoolteachers at all times.
- encourage a healthy and balanced approach to tuition to ensure that each student enjoys their learning experience.
For residential holiday placements the Tutor will:
- provide up to 5 hours a day of tuition covered by the day-rate agreed. Any extra hours will be retrospectively invoiced at tutors normal hourly rate.
The Agency will:
- ensure that all legal issues are considered, including full DBS checks for tutors and other employees, visas and any other relevant working condition that needs to be satisfied.
- provide on-going support and guidance to the tutor to ensure the tutorials they deliver are of the highest quality.
- provide on-going support and educational consultation for the client and ensure all necessary information is passed onto the tutor.
- ensure that each student’s learning remains appropriate to the tutor’s brief through management of lesson plans and reports.
- provide initial and on-going training sessions for the tutor to ensure tutorials are of the highest quality.
- keep tutors informed of new resources, materials and methods to maximise the student’s learning experience.
For residential placements the Agency will:
- ensure that each student’s learning remains appropriate to the tutor’s brief through oversight of lesson plans and reports.
Aims of this policy
The London Academy of Tutors needs to keep certain information on its clients, tutors, employees, volunteers and service users to carry out its day to day operations, to maintain services for clients, and to comply with legal obligations.
In order that we provide the best service we can to our clients, it is necessary that we collect and keep some basic information. **We do not collect any data using cookies and all data we collect comes directly from telephone consultations with clients or from online forms which our users fill in.**
The organisation is committed to ensuring any personal data will be dealt with in line with the Data Protection Act 1998. To comply with the law, personal information will be collected and used fairly, stored safely and not disclosed to any other person unlawfully.
The aim of this policy is to ensure that everyone handling personal data is fully aware of the requirements and acts in accordance with data protection procedures. This document also highlights key data protection procedures within the organisation.
This policy covers clients, students, tutors, employees and volunteers.
Invoices and Cancellations
- The client will be invoiced on the 1st of each month. We ask that the client would endeavour to clear the invoice before the 14th of that month. This is the date we pay our tutors.
- Any lesson that is cancelled on the same day, and not rescheduled within 7 days, will be charged 100%, including any travel fees incurred.
- Any lesson that is cancelled on the same day, but rescheduled within 7 days, will be charged 50%.
- Any lesson that is cancelled within 48 hours, and not rescheduled within 7 days, will be charged at 50%.
- Any lesson that is cancelled within 48 hours, but rescheduled within 7 days, will not incur a charge.
- Lessons cancelled with at least 48 hours notice will not incur a charge.
- The client is requested to pay 50% of total tuition fees upfront to confirm the booking. This acts as a retainer fee for the tutor and as a guarantee of the tutor’s time. The remainder is to be paid at the end of the residential period. In the event of cancellation within 28 days before the first tutorial, the client will be reimbursed half of the retainer fee (25% of total fee) in order to fairly the compensate tutor.
- The client will be invoiced the remaining amount on the 1st of the month after tuition has started . We ask that the client would endeavour to clear the invoice before the end of that month.
- Any additional costs for that month will be transferred to the next invoice, according to the tutor’s notes.
- If a placement is cancelled prematurely through fault of the tutor, the agency will refund 100% of any outstanding credit to the client.
In line with the Data Protection Act 1998 principles, The London Academy of Tutors will ensure that personal data will:
- Be obtained fairly and lawfully and shall not be processed unless certain conditions are met
- Be obtained for a specific and lawful purpose
- Be adequate, relevant but not excessive
- Be accurate and kept up to data
- Not be held longer than necessary
- Be processed in accordance with the rights of data subjects
- Be subject to appropriate security measures
- Not to be transferred outside the European Economic Area (EEA)
The definition of ‘Processing’ is obtaining, using, holding, amending, disclosing, destroying and deleting personal data. This includes some paper based personal data as well as that kept on computer.
The Personal Data Guardianship Code suggests five key principles of good data governance on which best practice is based. We will seek to abide by this code in relation to all the personal data it processes, i.e.
Accountability: those handling personal data follow publicised data principles to help gain public trust and safeguard personal data.
Visibility: Data subjects should have access to the information about themselves that an organisation holds. This includes the right to have incorrect personal data corrected and to know who has had access to this data.
Consent: The collection and use of personal data must be fair and lawful and in accordance with the DPA’s eight data protection principles. Personal data should only be used for the purposes agreed by the data subject. If personal data is to be shared with a third party or used for another purpose, the data subject’s consent should be explicitly obtained.
Access: Everyone should have the right to know the roles and groups of people within an organisation who have access to their personal data and who has used this data.
Stewardship: Those collecting personal data have a duty of care to protect this data throughout the data life span.
Type of Information processed
The London Academy of Tutors processes the following personal information:
Tutors: Contact details, DOB, bank details, supervision notes, lesson reports, educational reports, cv, educational history, identification, NI number, DBS check, references, personal information relating to experience and interests.
Students: Contact details, DOB, educational information, school information, progress reports, lesson information, learning relevant personal information relating to aptitudes and interests.
Clients: Contact details, school details, bank details
Employees and Affiliates: Contact details, DOB, bank details, supervision notes.
Personal information is kept in the following forms: computer based documentation and paper based documentation.
Groups of people within the organisation who will process personal information are: The London Academy of Tutors staff.
The needs we have for processing personal data are recorded on the public register maintained by the Information Commissioner. We notify and renew our notification on an annual basis as the law requires.
If there are any interim changes, these will be notified to the Information Commissioner within 28 days.
The name of the Data Controller within our organisation as specified in our notification to the Information Commissioner is Jack Gordon-Brown
The governing body delegates tasks to the Data Controller. The Data Controller is responsible for:
- understanding and communicating obligations under the Act
- identifying potential problem areas or risks
- producing clear and effective procedures
- notifying and annually renewing notification to the Information Commissioner, plus notifying of any relevant interim changes
All employed staff and volunteers who process personal information must ensure they not only understand but also act in line with this policy and the data protection principles.
Breach of this policy will result in disciplinary proceedings, sanction, possible suspension and in serious cases dismissal for employed staff and volunteers as relevant.
Training and awareness raising about the Data Protection Act and how it is followed in this organisation will take the following forms:
On induction: Terms of agency practice and code of conduct have specific reference to data protection. All information on students and parents is strictly confidential and not to be shared with 3rd parties unless specific permission is given by clients.
Employees are briefed on keeping information secure, keeping keys and given password creation advice. General training sessions and updates to policy provided annually.
Gathering and Checking information
Before personal information is collected, we will consider:
- what details are necessary and how long it is suitable to keep this information after the client has ended the ongoing educational relationship with the agency.
We will inform people whose information is gathered about the following:
- why the information is being gathered, what we will use it for and who will have access to this information. This information is provided in the original questionnaire that clients, tutors and employees complete which initiates the ongoing relationship between agency, client and tutor.
We will take the following measures to ensure that personal information kept is accurate:
- keeping in regular contact with all clients and tutors
- updating our database of contact details and personal details
- sending out reminders to people on our database to update their personal details
- for those who do not reply, we hold an annual meeting to decide whether the client and tutor will lose out more if they are erased from our files or kept on our register of service users.
Personal sensitive information will not be used apart from the exact purpose for which permission was given.
The organisation will take steps to ensure that personal data is kept secure at all times against unauthorised or unlawful loss or disclosure.
The following measures will be taken: Using lockable cupboards; Password protection on personal information; Computer systems in place with restricted access to personal information; Taking or saving information from website is prohibited and we train tutors and employees to keep sensitive information backed up on hard-drives safe; Password protected attachments for sensitive personal information
Any unauthorised disclosure of personal data to a third party by an employee may result in disciplinary proceedings
Any unauthorised disclosure of personal data to a third party by a volunteer may result in termination of volunteering agreement
Subject Access Requests
Anyone whose personal information we process has the right to know:
- What information we hold and process on them
- How to gain access to this information
- How to keep it up to date
- What we are doing to comply with the Act.
They also have the right to prevent processing of their personal data in some circumstances and the right to correct, rectify, block or erase information regarded as wrong.
Individuals have a right under the Act to access certain personal data being kept about them on computer and certain files. Any person wishing to exercise this right should apply in email to firstname.lastname@example.org
The following information will be required before access is granted: Full name and contact details, relationship with organisation.
We may also require proof of identity before access is granted. The following forms of ID will be required.
Queries about handling personal information will be dealt with swiftly.
We will aim to comply with requests for access to personal information as soon as possible, but will ensure it is provided within the 40 days required by the Act from receiving the written request.