Terms & Conditions

Our Commitment to You: Supporting Your Academic Journey

At Oakwood Tutors, we are dedicated to providing exceptional educational support and fostering a positive learning experience for all our clients. We understand the importance of achieving academic goals and strive to support students to the best of our abilities. As part of this, we make the following commitments:

1. Providing Excellent Tutors:  

a. Robust Hiring Processes: We have established rigorous hiring processes to ensure that only highly qualified and experienced tutors join our team. Our tutors undergo thorough assessments and evaluations to demonstrate their subject knowledge,  teaching skills, and dedication to providing effective educational support.  

b. Continuous Professional Development: We promote continuous professional development for our tutors, encouraging them to stay up to date with the latest educational methodologies and research. This enables them to deliver high-quality instruction and adapt their teaching techniques to suit the needs of each student. We also undertake regular training sessions with our tutors to support this aim. 

2. Ensuring Transparency and Clear Communication between Tutors and Clients:  

a. Tutor Feedback to Parents: Our tutors are committed to providing regular feedback to parents or guardians. This includes updates on student progress, strengths, areas for improvement, and strategies for further development. By maintaining open lines of communication, we foster a collaborative approach to support the student’s academic growth.  

b. Tutor Notes and Documentation: Our tutors maintain comprehensive notes and documentation, which are accessible to parents or guardians and the management team. These notes capture important details regarding lesson content, performance,  and ongoing assessment. This documentation enables us to track progress and provide tailored guidance and support. 

3. Creating a Collaborative Framework:  

a. Discussions between the Management Team and Clients: We encourage ongoing discussions and feedback between our management team and clients. These conversations help us understand your expectations, address any concerns, and ensure that our services align with your academic goals.  

b. Visits and Assessments: In certain cases, the management team may arrange visits or assessments to check on the student’s progress. These visits allow us to evaluate the effectiveness of our tutoring services and make any necessary adjustments to optimise the learning experience.

4. Pursuing Realistic Expectations:  

a. Guaranteed Outcome: While we are dedicated to supporting every student to the best of our abilities, it is important to note that we cannot guarantee specific outcomes. Academic success depends on various factors, including student effort,  engagement, and external influences beyond our control. We cannot and do not promise any specific outcome and strive to ensure that our clients’ expectations are managed properly. 

b. Commitment to Best Outcome: We are committed to providing the highest level of support and guidance to help students achieve their academic goals. Our robust procedures, personalised instruction, and ongoing communication are designed to secure the best possible outcome for each student. 

At Oakwood Tutors, we believe in the transformative power of education and are committed to empowering our students throughout their academic journey. We are here to support you,  provide guidance, and create a positive learning environment that fosters growth,  achievement, and a lifelong love for learning. 

Should you have any questions, concerns, or suggestions, please do not hesitate to reach out to our management team. Together, we will work towards unlocking your full academic potential.

Definitions 

1.1. In these Terms and Conditions, the following definitions apply: 

• “Oakwood” refers to Oakwood Tutors Ltd, Suite 11, West Africa House, Ashbourne Road,  Ealing, London W5 3QP; 

• “Tutor” means the person introduced by Oakwood to the Client for an Engagement;

• “Client” means the person to whom the introduction of a Tutor is made; 

• “Engagement” means the Client using a Tutor for tuition or other services;

• “Course of lessons” means two or more lessons booked per week; 

• “Introduction” means the passing to the Client of Tutor Information; 

• “Agreed Hourly rate” means the rate payable for tuition as agreed between Oakwood, acting  as a disclosed agent on behalf of the Tutor, and the Client; 

• “Initial Meeting” means the first assessment or lesson between the Client and the Tutor;

• “The Student” means the young person receiving the tuition; 

• “Tutor Information” means contact details of a Tutor selected by Oakwood. 

General 

No variation or alteration of these terms and conditions shall be valid unless approved in writing by Oakwood. 

If any part of these conditions is held to be illegal, invalid or unenforceable in any respect such invalidity, illegality or unenforceability shall not prejudice the effect of the rest of these conditions to the extent that they are valid, legal and enforceable. 

Oakwood’s Responsibilities 

When instructed, Oakwood will recommend a Tutor to the Client for an Engagement. Oakwood will collect fees on the Tutor’s behalf from the Client. 

Oakwood cannot guarantee Tutor availability and both Oakwood and the Tutor reserve the right to adjust scheduling as necessary, endeavoring to offer alternative slots where appropriate. 

Client Responsibilities 

The Client agrees to pay the Agreed Hourly Rate for tuition sessions. 

The Client agrees to pay any invoice for tuition services issued by Oakwood on behalf of the  Tutor within 14 days. 

The Client is responsible for ensuring that a responsible adult, over the age of 18, must be present for the entire duration of the Engagement with the Student. 

Oakwood is not responsible for the Student at any time during the Engagement, other than to provide the Engagement as agreed. 

Fees 

The Client will be invoiced at the Agreed Hourly Rate each month for all tuition sessions having taken place between the Client and the Tutor in the previous month. Any services provided by Oakwood to the Tutor or the tutor to the Client outside of scheduled Engagement are chargeable at a rate agreed between Oakwood, the tutor and the  Client. 

Tuition fees are non-refundable once tuition sessions have taken place. 

Oakwood, acting on behalf of the tutor, may request that a Course of Lessons is paid for in advance. This payment is non-refundable.

Cancellation of Engagement 

If the Tutor withdraws from the entire Engagement at any time, Oakwood will try to introduce another Tutor to the Client if requested. The Client is not obliged to accept the  Tutor. Oakwood is not obliged to introduce another Tutor. 

If the Tutor cancels an individual session and is unable to arrange a new time but can fulfil the rest of the Engagement, the Client will not be invoiced for the missed session. Both the Client and the Tutor may withdraw from the Engagement at any time. Consistent cancellations by the Client may result in the cancellation of the Engagement. 

Cancellation of Scheduled Tuition Sessions by the Client 

If the Client cancels a tuition session on the day of a scheduled session, the Client agrees to pay half of the Agreed Hourly Rate for the scheduled tuition session to Oakwood who collects the payment on behalf of the Tutor. 

If the Client cancels a tuition session within 4 hours of a scheduled session, the Client agrees to pay the full Agreed Hourly Rate for the scheduled tuition session to Oakwood who collects the payment on behalf of the Tutor. 

If the Client books a Course of Lessons, 14 days’ notice of cancellation must be given. If a  cancellation is made within 14 days, the client agrees to pay the full amount for the scheduled  Course of Lessons to Oakwood, who act as an agent on behalf of the tutor. 

Indemnity 

Oakwood shall not be liable under any circumstances for any loss, expense, damage, delay,  costs or compensation, whether direct, indirect or consequential, which may be suffered or incurred by the Client arising from or in any way connected with Oakwood seeking a Tutor for the Client or from the Introduction to or Engagement of any Tutor by the Client or from the failure of Oakwood to introduce any Tutor. 

The final decision to employ a Tutor resides with the Client. Oakwood can give no warranty,  representation or undertaking as to the suitability, honesty, or capability of any Tutor nor as to the completeness, truthfulness or accuracy of any information or statement or reference provided by Oakwood or on its behalf to the Client or as it shall direct in respect of the Tutor.  Verification of all such information and references shall be the Client’s responsibility. In no circumstances shall Oakwood’s total liability to the Client, whether in respect of goods or services and whether based in negligence, breach of contract, misrepresentation or otherwise, exceed the fee payable by the Client to the Tutor. 

Oakwood and Tutor are not liable for the results of tuition (including but not limited to examination results and performance). 

Breach of this Agreement 

A discussion instigated by the Client between the Client and the Tutor regarding the Tutor providing tuition services directly to the Client without Oakwood collecting the payment on behalf of the Tutor forms a breach of this Agreement. 

In the event of a discussion instigated by the Client between the Client and the Tutor regarding the Tutor providing tuition services directly to the Client, without payment being collected by Oakwood, a placement fee of £3,000 will become immediately payable to  Oakwood by the Client. 

Law 

These Terms and Conditions and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England & Wales. Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this agreement or its subject matter or formation (including non-contractual disputes or claims). 

Confidentiality 

Each party undertakes that it shall not at any time disclose to any person any confidential  information concerning the business, affairs, customers, clients or suppliers of the other party,  except as permitted below: 

Each party may disclose the other party’s confidential information: 

to its employees, officers, representatives or advisers who need to know such information for the purposes of exercising the party’s rights or carrying out its obligations under or in connection with this agreement. Each party shall ensure that its  employees, officers, representatives or advisers to whom it discloses the other party’s  confidential information comply with this confidentiality clause;  

and as may be required by law, a court of competent jurisdiction or any governmental or regulatory authority. 

No party shall use any other party’s confidential information for any purpose other than to exercise its rights and perform its obligations under or in connection with this agreement. 

Force Majeure 

Neither party shall be in breach of this agreement nor liable for delay in performing, or  failure to perform, any of its obligations under this agreement if such delay or failure result  from events, circumstances or causes beyond its reasonable control, including but not limited  to: 

• Acts of God, flood, drought, earthquake or other natural disaster; 

• Epidemic or pandemic; 

• Any law or action taken by any government or public authority, including without  limitation failing to grant a necessary licence or consent; 

• Collapse of building, fire, explosion or incident; 

• Non-performance by suppliers or subcontractors; and 

• Interruption or failure of utility services. 

The affected party shall be entitled to a reasonable extension of the time for performing such obligations. 

Third Party Rights 

Unless it expressly states otherwise, this agreement does not give rise to any rights under the  Contracts (Rights of Third Parties) Act 1999 to enforce any term of this agreement. The rights of the parties to rescind or vary this agreement are not subject to the consent of any other person.

Entire Agreement 

This agreement constitutes the entire agreement between the parties and supersedes and extinguishes all previous agreements, promises, assurances, warranties representations and understandings between them, whether written or oral, relating to its subject matter. 

Each party agrees that it shall have no remedies in respect of any statement, representation,  assurance or warranty (whether made innocently or negligently) that is not set out in this agreement. Each party agrees that it shall have no claim for innocent or negligent misrepresentation [or negligent misstatement] based on any statement in this agreement.