Terms and Conditions

Geek School Tutoring Ltd – Terms and Conditions

1. Who we are

Geek School Tutoring Ltd (“Geek School”, “we”, “us”, “our”) provides tuition and educational services for children online and at our centres, and access to a parent and student portal for lesson information, homework and resources.

Geek School operates two Ofsted-registered settings:
Geek School Beckenham – Setting reference number: 2642518
Geek School Catford – Setting reference number: 2642517

By registering a child with us, using our tuition services or accessing the parent/student portal, you agree to these Terms and Conditions on behalf of yourself and your child.

2. Registration and contact details

  • A parent or legal guardian must complete our registration form and provide accurate contact, medical and emergency details before a child can attend any session.
  • You agree to keep your contact and emergency details up to date and to inform us promptly of any changes.
  • Communications about lessons, payments and important notices may be sent via email, SMS/WhatsApp and via the parent/student portal.

3. Safeguarding and child protection

Geek School Tutoring Ltd takes child protection and safeguarding extremely seriously. Our approach has four elements: prevention, protection, support and working with parents.

  • Establish and maintain an ethos where children feel secure, are encouraged to talk and are listened to.
  • Ensure children know there are trusted adults at Geek School they can approach if worried or in difficulty.
  • Include activities that promote personal health and safety awareness, leadership/citizenship and realistic attitudes to adult responsibilities.
  • Build effective working relationships with parents, carers and relevant agencies.
  • Operate safe recruitment procedures, including DBS checks and references for staff and volunteers working with children.

All adults working with children in our setting have a responsibility to safeguard and promote their welfare, including being alert to possible abuse and reporting concerns to our designated child protection staff.

4. Behaviour and conduct

We expect students to treat staff and others with respect, follow safety instructions, use learning time productively and bring required materials to lessons.

We expect parents to support positive behaviour and attendance, and to communicate concerns directly with us rather than via children or social media.

Where behaviour seriously disrupts learning, threatens safety or consistently breaches expectations, we may suspend or terminate tuition or portal access, usually after discussion with parents unless urgent action is required to protect a child.

5. Arrival, collection and late pick-up

  • Parents must ensure that children arrive and are collected on time for all in-person sessions.
  • Children must be collected by an adult aged 18 or over, unless we have written parental consent for a child aged 13 or above to leave independently.
  • If a different adult will collect a child, parents must clearly inform the teacher at drop-off; otherwise collection will be refused.
  • Children will not be allowed to leave without an authorised adult or agreed independent-travel arrangement.

A late collection fee of £15 per 30 minutes or part thereof will be charged if a child is not collected within 15 minutes of the end of a session.

6. Health, safety and welfare

We complement and support a range of policies, including behaviour management, anti-bullying, trips and visits, first aid, health and safety, site security and equal opportunities.

  • Inform us of any medical, learning or accessibility needs relevant to your child’s participation.
  • Ensure your child is fit to attend and notify us if they are unwell or unable to attend.
  • Provide any medication or equipment agreed as necessary for your child’s attendance.

7. Term dates, school holidays and how fees work

Group sessions

  • Consistent term time: Our group sessions run throughout the term. Our academic year spans 40 weeks, concluding on the last calendar day of July (unless that day is a Sunday).
  • August options: August lessons are optional. You decide whether your child attends.
  • Steady monthly fees: Despite holidays, monthly fees remain unchanged. Occasionally, a month includes an extra week of lessons (for example, when there are five Fridays or Saturdays). These “bonus” sessions come at no additional cost and balance out holiday breaks in months such as April and December.
  • Mid-year joins: If your child starts with us mid-year, we ensure they receive full value. Extra sessions may be provided to bridge any gaps without altering the monthly fee.

One-to-one lessons

  • Flexibility in holidays: One-to-one sessions are booked monthly. If you are planning a break during school holidays, please inform us ahead of time and we will modify the schedule and monthly fee accordingly.

Stay informed

We share term dates in advance to keep you in the loop. If you are ever in doubt or need further information, please contact us by phone, email or WhatsApp.

8. How payments work

Fees for regular group tuition are charged as a fixed monthly fee (as described in section 7), not per individual session. Invoices are issued and payable via one of the following methods:

  1. Payment via invoice link – When an invoice is generated for your child’s tuition, it is sent directly to you and includes a breakdown of the tuition costs and a unique, secure payment link. Click the link in the invoice and follow the on-screen instructions to complete payment.
  2. Payment via the Geek School Student Portal – View account details, track invoice history and pay invoices by logging into the portal at https://studentportal.geekschool.co.uk with your registration email, navigating to Invoices/Payments, selecting the invoice and clicking Pay Now.

Important payment notes

  • Electronic payments only: We exclusively accept electronic payments for efficiency and security.
  • Timing: Invoices must be paid by the due date shown. Unpaid fees may result in tuition being paused and the timetabled slot being released.
  • Questions: For payment queries, please contact us via WhatsApp (fastest response) or email.

9. Cancellations, missed sessions and changes

  • Missed group sessions are not refundable and not routinely rescheduled, as the slot is reserved and staffed. Where possible we will share lesson notes/homework via the portal.
  • One-to-one sessions cancelled with less than 24 hours’ notice, or missed without notice, are charged in full.
  • Cancellations by us: If we cancel a session (e.g. tutor illness, centre closure), we will offer a replacement session, credit or refund for that session.
  • Online courses (Functify Learning, 11 Plus Essay, etc.) are generally non-refundable once course content has been accessed, except where required by law.
  • Timetable/tutor changes: We may make reasonable changes to timetables, tutors, group composition or room allocation to maintain quality and continuity. Where changes materially affect your booking we will contact you to discuss options.
  • Ending tuition: For ongoing arrangements, we ask for at least 2 weeks’ written notice (by email to info@geekschool.co.uk) to end tuition or cancel a recurring payment plan. Sessions within the notice period remain payable.

10. Online lessons and portal use

  • Keep login details confidential and do not share them outside your household.
  • Ensure your child attends online sessions in a safe, appropriate environment (for example, a communal area at home where reasonably practicable).
  • Ensure your child is appropriately dressed during online sessions and that no inappropriate content is visible or audible in the background.

We may temporarily suspend or remove online access if we believe behaviour, environment or misuse of the portal is unsafe or breaches these terms.

11. Vulnerable children and additional support

We recognise that some children may be particularly vulnerable or at risk. We will seek to provide additional support to build self-esteem and confidence and work with parents/carers and relevant professionals to promote their welfare.

12. Concerns and complaints

If you or your child has a concern or complaint, please raise it with us as soon as possible. We will explain what action we will take and the likely timescales, and keep you informed of progress.

If you are not satisfied with how we have handled a safeguarding or welfare issue, you may contact Ofsted on 0300 123 1231.

13. Data protection and privacy (summary)

We collect and process personal data to provide tuition, communicate with you about lessons, fees and progress, and to meet our legal and safeguarding obligations as an Ofsted-registered provider. We store personal data securely and share it only where necessary. For full details please see our Privacy Policy.

14. Changes to these Terms and Conditions

We may update these Terms from time to time to reflect changes in our services, safeguarding requirements, or legal and regulatory obligations. We will update the version on our website/portal and, where appropriate, notify parents by email or portal message. Continued use of our services after changes are published constitutes acceptance.

15. Governing law

These Terms and Conditions are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.