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Terms and Conditions

1. Introduction

Welcome to Halo Tuition Academy. These terms and conditions govern your use of our services and website. By accessing or using our services, you agree to comply with and be bound by these terms and conditions. If you disagree with any part of these terms, you must not use our services.

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2. Definitions

  • Halo Tuition Academy: Refers to Halo Tuition Academy Limited, the provider of educational services.

  • Client: The person or entity who engages Halo Tuition Academy for educational services.

  • Student: The individual receiving tutoring from Halo Tuition Academy.

  • Services: Refers to the tutoring, career guidance, and related services provided by Halo Tuition Academy.

  • Website: Refers to www.halotuition.co.uk.

 

3. Services Provided

Halo Tuition Academy offers expert tutoring in STEM subjects, including:

  • GCSE Mathematics

  • GCSE Physics

  • GCSE Biology

  • GCSE Chemistry

  • GCSE Computer Science

  • GCSE Design & Technology

  • GCSE English Language

  • GCSE English Literature

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We adhere to AQA, Edexcel, and OCR curricular standards. Our computer science tuition extends to professional certifications including:

  • CompTIA A+

  • CompTIA Security+

  • CompTIA Network+

  • CompTIA Project+

  • Microsoft Azure

  • AWS

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 4. Fee Structure:

  1. Tuition Fees are collected in advance, prior to each session starting. 

  2. Payment can be made by cash (in a sealed envelope with the name of the child and class date/time), by debit/credit card or online at www.halotuition.co.uk. 

  3. If payment is received later than the first lesson in the published payment week a £10.00 (ten pound) administration charge will be added to the total invoice.

  4. If payment is not received at the beginning of the second class after the published payment week your child/ren may be refused entry to the class without notice.

  5. If your child’s account is more than two weeks in arrears their place may be withdrawn without notice and given to a child on the waiting list.

  6. Fees are subject to change and will be notified to the client in advance.

  7. Refunds:

    1. Deposits are non-refundable and non-transferable.

    2. If a student withdraws partway through a course, fees will be calculated to the end of the month of the last attendance. Excess fees will be refunded.

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5. Class Cancellation

  1. Class Cancellation by Client:

    1. Clients must notify Halo Tuition Academy of cancellations by email at office@halotuition.co.uk.

    2. A catch-up lesson will be arranged whenever possible during term time at a mutually convenient time within three weeks of the missed lesson if a cancellation is made more than 48 hours before the class date/time. Catch-up lessons not taken within three weeks of the missed lesson will be forfeited.

    3. Cancellations made less than 48 hours before the class will not be eligible for a refund or for a catch-up class.

  2. Class Cancellation by Halo Tuition Academy:

    1. If a class is cancelled by Halo Tuition Academy, an extra-help session will be arranged as a replacement within three weeks of the missed lesson. Catch-up lessons not taken within three weeks of the missed lesson will be forfeited.

  3. Lessons Missed due to Absences or Sickness

    1. If a child is sick on the day of their lesson and is unable to attend, the Centre must be contacted in advance of the commencement of the lesson.

    2. Where the above conditions are met a catch-up lesson will be arranged whenever possible during term time at a mutually convenient time within three weeks of the missed lesson. Catch-up lessons not taken within three weeks of the missed lesson will be forfeited.

    3. If the above conditions are not met it may not be possible to arrange a catch-up lesson.

    4. It may be possible to arrange catch-up lessons for absences due to other reasons, but this will be at the discretion of the Centre Director and may not always be possible at peak times.

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6. Late Collection

  1. A late collection of a child is 10 minutes after the scheduled end time of the session. 

  2. If this occurs, the centre manager will call the parent on their mobile which the parent has provided on the Enrolment form. 

  3. A record will be made.

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7. Use of Virtual Learning Environment (VLE)

Students have access to our Virtual Learning Environment (VLE) for resources, assignments, and exam practice. The VLE is an integral part of our educational approach, and students are encouraged to use it regularly.

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8. Student Safety

All team members, including tutors, are DBS certified and have undergone comprehensive safeguarding training.

Students must be accompanied to and from the tuition centre by a parent or guardian.

Halo Tuition Academy is not responsible for students outside the tuition premises.

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9. Intellectual Property

All materials provided during the course are the property of Halo Tuition Academy and are for the student's personal use only. Reproduction or distribution of these materials is prohibited.

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10. Data Protection and GDPR Compliance

At Halo Tuition Academy, we are committed to protecting your personal data and complying with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

  1. Data Collection and Usage: We collect personal data necessary for providing our educational services, including but not limited to names, contact details, academic records, and payment information. This data is used solely for the purpose of delivering our services, communicating with clients, and fulfilling our contractual obligations.

  2. Data Retention: We retain personal data for as long as necessary to provide our services and comply with legal obligations. Academic records are typically retained for 7 years after a student leaves our academy.

  3. Data Subject Rights: Under GDPR, you have the right to:

    1. Access your personal data

    2. Rectify inaccurate personal data

    3. Request erasure of your personal data ("right to be forgotten")

    4. Restrict processing of your personal data

    5. Data portability

    6. Object to processing of your personal data

  4. To exercise these rights, please contact our Data Protection Officer at office@halotuition.co.uk.

  5. Data Portability: Upon request, we will provide your personal data in a structured, commonly used, and machine-readable format.

  6. Data Breaches: In the event of a data breach that risks your rights and freedoms, we will notify you and the relevant supervisory authority within 72 hours of becoming aware of the breach.

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11. Confidentiality Agreement

Halo Tuition Academy is committed to maintaining the confidentiality of all student information.

  1. Confidential Information: This includes, but is not limited to, student personal data, academic records, assessment results, and any information about other students or staff members obtained during receiving our services.

  2. Our Commitment: We undertake to:

    1. Keep all confidential information secure

    2. Use confidential information solely for the purpose of providing our educational services

    3. Not disclose confidential information to any third party without prior written consent, except where required by law or regulatory authorities

  3. Exceptions: We may share confidential information:

    1. With explicit consent from the student or their parent/guardian

    2. To comply with legal obligations

    3. To protect the vital interests of the student or another individual

  4. Client Obligations: Clients (including students and parents/guardians) agree to:

    1. Maintain the confidentiality of any information about other students or staff members

    2. Not share or discuss assessment materials or content outside of the tutoring sessions

    3. Respect the privacy of other students and staff members

  5. Breach of Confidentiality: Any breach of this confidentiality agreement may result in immediate termination of services and potential legal action.

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12. Code of Conduct

  • Respect: Students and parents must treat tutors and staff with respect.

  • Punctuality: Students should arrive on time for classes.

  • Preparation: Students must come prepared for lessons with necessary materials.

  • Behaviour: Disruptive behaviour is not tolerated and may result in suspension from classes.

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13. Academic Integrity

Halo Tuition Academy is committed to fostering an environment of academic integrity and honesty.

  1. Definition: Academic dishonesty includes, but is not limited to:

  2. Plagiarism: Presenting someone else's work or ideas as your own

  3. Cheating: Using unauthorized materials or receiving unauthorized assistance during an examination or other academic exercise

  4. Fabrication: Falsifying data, information, or citations in any formal academic exercise

  5. Facilitating Academic Dishonesty: Helping or attempting to help another commit an act of academic dishonesty

  6. Our Stance: We have zero tolerance for academic dishonesty. It undermines the integrity of our educational services and devalues the honest efforts of other students.

  7. Procedures: If academic dishonesty is suspected:

    1. The incident will be thoroughly investigated

    2. The student and parent/guardian will be notified and given an opportunity to respond

    3. If confirmed, appropriate disciplinary action will be taken

  8. Consequences: Depending on the severity and frequency of the offense, consequences may include:

    1. A warning

    2. A reduced or failing grade for the assignment

    3. Suspension from specific services

    4. Termination of all services

  9. Prevention: We provide resources and guidance to help students maintain academic integrity. Students are encouraged to seek clarification if they are unsure about proper citation or use of sources.

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14. Health and Safety

  • Emergency Procedures: Clear instructions on emergency exits and procedures.

  • Health Policies: Policies regarding illness, including staying home when sick.

  • Safety Protocols: Regular safety drills and checks to ensure a safe learning environment.

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15. Communication

By using our services, you consent to receive communications from Halo Tuition Academy electronically. We will communicate with you by email or by posting notices on our website or through our services. You agree that all agreements, notices, disclosures, and other communications that we provide to you electronically satisfy any legal requirement that such communications be in writing.

  1. Types of Electronic Communications: Electronic communications may include, but are not limited to:

    1. Invoices and payment receipts

    2. Service updates and changes

    3. Educational materials and resources

    4. Progress reports and academic feedback

    5. Schedule changes and reminders

  2. Client Responsibilities: You are responsible for:

    1. Maintaining a valid email address

    2. Regularly checking the email address, you have provided to us

    3. Ensuring our communications are not blocked by spam filters

  3. Updating Preferences: You may update your communication preferences by contacting us at office@halotuition.co.uk. However, you cannot opt out of receiving certain communications, such as those related to your account, services you've requested, or legal notices.

  4. Records: We may create and maintain an electronic record of your communications with us. By using our services, you consent to such recording.

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16. Social Media Policy

This policy governs the use of social media in relation to Halo Tuition Academy, its staff, students, and services.

  1. Content Sharing: Students and parents/guardians are prohibited from sharing content from classes, including but not limited to lesson materials, recordings, or screenshots, on any social media platform without explicit written permission from Halo Tuition Academy.

  2. Tutor-Student Interactions: To maintain professional boundaries, tutors and students should not connect on personal social media accounts. Any necessary online interactions should occur through approved channels provided by Halo Tuition Academy.

  3. Representing Halo Tuition Academy: Students, parents, and staff should not present themselves as official representatives of Halo Tuition Academy on social media unless explicitly authorized to do so.

  4. Respectful Communication: All social media interactions related to Halo Tuition Academy should be respectful, professional, and in line with our code of conduct.

  5. Official Communications: Halo Tuition Academy may use social media platforms to communicate important information, updates, or educational content. Follow our official accounts for the most up-to-date information.

  6. Reporting Concerns: Any concerns about social media use related to Halo Tuition Academy should be reported to management at office@halotuition.co.uk.

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17. Gifts, Gift Certificates and Vouchers

Halo Tuition Academy offers gifts, gift certificates and vouchers subject to the following terms:

  1. Validity: Gift certificates and vouchers are valid for 12 months from the date of purchase unless otherwise stated.

  2. Redemption: Certificates and vouchers can be redeemed against any of our standard tutoring services but cannot be used in conjunction with other promotional offers.

  3. Cash Value: Gift certificates and vouchers have no cash value and cannot be redeemed for cash.

  4. Lost or Stolen: We are not responsible for lost or stolen gift certificates or vouchers. Please treat them as you would cash.

  5. Transferability: Gift certificates and vouchers are transferable but cannot be resold.

  6. Partial Use: If the full value of the certificate or voucher is not used in a single transaction, the remaining balance will be available for future use within the validity period.

  7. Expiry: Expired gift certificates or vouchers cannot be redeemed or extended.

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18. Feedback and Testimonials

Halo Tuition Academy values feedback from our clients and may use testimonials for marketing purposes, subject to the following conditions:

  1. Usage: We may use feedback or testimonials provided by clients in our marketing materials, website, social media, or other promotional content.

  2. Anonymity: Clients may request that their testimonial be used anonymously. In such cases, we will remove all identifying information.

  3. Withdrawal of Consent: Clients have the right to withdraw their consent for the use of their testimonial at any time. Upon receiving such a request, we will remove the testimonial from all future marketing materials within a reasonable timeframe.

  4. Accuracy: We commit to using testimonials in their original form without substantive alterations. Minor edits may be made for clarity or length, but the overall meaning and sentiment will be preserved.

  5. Compensation: We do not offer compensation for testimonials, ensuring all feedback remains genuine and unbiased.

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19. Updates to Student Information

To ensure the best possible service and maintain accurate records, clients are required to keep their information up to date.

  1. Responsibility: Clients are responsible for ensuring that all provided information is current and accurate.

  2.  Required Updates: Clients must promptly inform Halo Tuition Academy of any changes to:

    1. Contact information (address, phone number, email)

    2. Emergency contact details

    3. Medical conditions or learning needs that may affect the student's education

    4. Any other information relevant to the provision of our services

  3. Method of Update: Changes should be submitted in writing to office@halotuition.co.uk or through our client portal.

  4. Frequency: We recommend reviewing and confirming your information at least once per academic year.

  5. Consequences: Failure to keep information current may result in:

    1. Interruption of services

    2. Misdirected communications

    3. Inability to properly accommodate student needs

    4. In severe cases, termination of services

  6. Confirmation: Halo Tuition Academy may periodically request confirmation of current information. Prompt response to these requests is required.

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20. Liability

  1. Limitation of Liability:

    1. Halo Tuition Academy will not be liable for any indirect, special, or consequential damages arising from the use of our services or website.

    2. Our liability is limited to the amount paid for the services.

  2. Personal Property:

    1. Halo Tuition Academy is not responsible for any loss or damage to personal property brought onto our premises.

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21. Website Use

  1. License to Use Website:

    1. You may view, download, and print content from the website for personal use, subject to restrictions.

    2. You must not republish, sell, rent, or sub-license material from the website.

  2. Acceptable Use:

    1. The website must not be used in any way that causes damage or impairment of availability or accessibility.

    2. Unlawful, illegal, fraudulent, or harmful use is prohibited.

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22. Complaints and Dispute Resolution

  1. Filing a Complaint: Clients can file complaints by contacting the office via email or phone.

  2. Resolution Process: Complaints will be reviewed, and a response will be provided within a specified timeframe.

  3. Escalation: If not satisfied with the resolution, clients can escalate the complaint to higher authorities within the academy.

  4. Termination of Services

    1. By the Client: Clients may terminate services with written notice, subject to the cancellation policy.

    2. By the Academy: Halo Tuition Academy reserves the right to terminate services for non-compliance with terms, non-payment, or disruptive behaviour.

    3. Refunds upon Termination: Any applicable refunds will be processed according to the cancellation and refund policy.

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24. Special Provisions for Remote Learning

  1. Technical Requirements: Clients are responsible for ensuring they have the necessary technical setup.

  2. Recording of Sessions: Sessions may be recorded for quality and training purposes.

  3. Liability for Technical Issues: Halo Tuition Academy is not liable for technical issues beyond its control, such as internet outages.

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25. Force Majeure

Neither Halo Tuition Academy nor the client shall be liable for failure to perform their obligations under this agreement if such failure is as a result of Acts of God (including fire, flood, earthquake, storm, hurricane or other natural disaster), war, invasion, act of foreign enemies, hostilities (regardless of whether war is declared), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalisation, government sanction, blockage, embargo, labour dispute, strike, lockout or interruption or failure of electricity or telephone service, or any other event beyond the reasonable control of either party.

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If a Force Majeure event occurs, the party affected shall promptly notify the other party in writing of such condition and the cause thereof. Unless otherwise directed by Halo Tuition Academy in writing, the client shall continue to perform its obligations under these Terms and Conditions to the extent possible.

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Halo Tuition Academy reserves the right to:

  • Terminate this agreement if the Force Majeure event continues for more than 30 days

  • Modify the delivery method of our services (e.g., switching to online tutoring) to mitigate the impact of the Force Majeure event

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In the event of such modifications or termination, Halo Tuition Academy will provide prorated refunds for services not rendered.

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26. Changes to Terms and Conditions

Halo Tuition Academy reserves the right to revise these terms and conditions at any time. Changes will be effective immediately upon posting on the website. Continued use of our services signifies acceptance of any revised terms.

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27. Entire Clause Agreement:

These Terms and Conditions, including any documents incorporated by reference, constitute the entire agreement between you and Halo Tuition Academy with respect to the subject matter hereof. They supersede and replace all prior or contemporaneous understandings, communications, or agreements, written or oral, regarding such subject matter. Any waiver, modification, or amendment of any provision of these Terms and Conditions will be effective only if in writing and signed by authorized representatives of both parties.

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