Policies

To avoid the spread of illness to students/myself/or other people; any student or client with an infectious illness (such as Covid-19), must not come to tutoring or enter the premises. If it is suspected that during a lesson a student is exhibiting signs of an infectious illness, the tutor reserves the right to cancel the lesson with immediate effect. This lesson will not be refunded. The student will not be allowed back to tutoring lessons until they are well again. It is the client/parents responsibility to inform the tutor when the student/child is able to attend lessons again.  

If there is a rise in Covid-19 cases, it may be necessary for all clients to wear a face mask (including the tutor) when present . In general, children aged 5 years and under do not need to wear masks.  

If Covid-19 restrictions have been enforced by the government and a lock-down situation arises; then all lessons will be delivered via an online platform such as; Zoom or GoogleMeet until it is safe to commence with face-to-face lessons. If you wish, you can bring your own hand gels and tissues for your learner/child.  

The tutor will always have a professional and respectful manner when working and communicating with all clients/parents and students (whether online or face to face) and in turn this is expected back.

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Low-Level Unacceptable Behaviour: It is important that clients/parents work in conjunction with the tutor to tackle any low-level behaviour that the student may engage in. This may include behaviour such as excessive talking, refusal to work or participate in the lesson. It is important that the student comes ready to work in the lesson. Any student that comes to tutoring and consistently engages in unacceptable behaviour, will risk their tutoring lesson being stopped and the possible end of their tutoring contract.

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If a student is neurodivergent and has a neurodevelopmental condition such as ADHD (Attention deficit hyperactivity disorder), the parent/client must declare this information before lessons begin, so that the tutor can work with the parent/client on the best strategies on how to effectively work with the student within the lessons.

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High-Level Unacceptable Behaviour: At Steph Teaches, there is a zero policy for high level unacceptable behaviour (from a client/parent or student) e.g. aggression, rude behaviour, swearing, physical violence, name calling or the use of racist/homophobic/sexist/or anti-semitic terms. This behaviour will result in an instant termination of your tuition contract and no money will be refunded for any lessons that have been pre-paid.  

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Unauthorised Recording or filming of the lesson: At Steph Teaches, we do not film or record any of our students or any portion of the lessons. This is in line with our data protection policies. Likewise; it is completely unacceptable and against GDPR (General data protection regulations) for clients/parents to record or film the tutor or any portion of the lesson. Any client/parent that is known to have done this will risk an instant termination of their students/learners tuition lessons and no refund will be allocated in this case. 

Unless a student has a medical condition such as Diabetes; which means they may have to eat at a specific time, students should avoid eating in the lessons. This is so the learner can get the most out of the lesson.

Ideally, liquids should be in a water bottle or a container with a lid to avoid spillages. 

It is important that students come to their lessons dressed appropriately. This means that they should not be shirtless or dressed in clothing that does not provide enough coverage. This rule applies to online tutoring as well. Any student that does not adhere to this rule will risk a cancellation of their lesson. 

The General Data Protection Regulations (GDPR) came into force on 25th May 2018 and requires that all businesses issue a privacy statement to all clients and contacts, regarding the data held about the individual.

What information is held

The information held comes from you as the parent and your child.  

Information held may include

• Age and School Year Group

• Details of regular session booked

• Phone numbers

• Email addresses

• Home address for correspondence

• Anything else the parent feels is important for tuition e.g. special educational needs, medical conditions etc.

I only hold the data needed to provide the services you engage me to provide.  Contact information is used for scheduling, invoicing, and communicating my  services. 

Data will not be shared unless there is a legal obligation to do so. 

All reasonable steps are taken to ensure your data is processed and stored securely. This information is usually stored on a password protected computer.  Names, contact numbers and email addresses are also stored in my email contacts on my password protected computer.

Consent

It is assumed that when you pay for the services , you consent to me holding the information about your child on file.  It is assumed that consent to communicate via GoogleMeet/Zoom/Skype and other online platforms is given by parents for the online session.

Data Breaches

The GDPR introduces a duty on all organisations to report certain types of data breach to the Information Commissioner’s Office (ICO), and in some case, to individuals.  In the event of a data breach, I will notify the ICO of a breach where it is likely to result in a risk to the rights an freedoms of individuals – if, for example, it could result in discrimination, damage to reputation, financial loss, loss of confidentiality or any other significant economic or social disadvantage.

Steph Teaches – Safeguarding Policy 

This safeguarding policy outlines the procedures that Steph Teaches will follow to keep all students safe, and how I will respond to any safeguarding concerns.

Purpose and Scope The purpose of this policy is:

• To protect the children and young people who receive tutoring services from Steph Teaches from harm, both physical and emotional.

• To respond appropriately to any allegations or concerns relating to the welfare of any learner receiving tutoring.

• To clarify the ongoing safeguarding training undertaken to ensure protocols are understood and up to date.

This policy will be reviewed annually, or sooner if safeguarding guidance changes.

Responsibilities include but not limited to:

• Completing safeguarding training at least once every two years.

• Staying informed of updates to safeguarding and child protection guidance, and updating this policy accordingly.

• Reporting safeguarding concerns promptly and following correct procedures when contacting relevant bodies, including the NSPCC and local authorities.

Reporting Safeguarding Concerns If a child, young person, or learner shares that they are being harmed, or if there are safeguarding concerns, the following steps will be taken:

• Confirm that their concerns have been heard and taken seriously.

• Reassure them that they can share anything that is worrying them, but explain that confidentiality cannot be promised, as some information must be shared to keep them safe.

• Record what has been said as soon as possible, using the child’s exact words where possible.

• Note the date, time, location, and any individuals present during the disclosure.

• Contact the relevant Safeguarding Lead or Local Authority as soon as possible.

• If the child is believed to be in immediate danger, the police will also be contacted.

It is not the tutor’s role to investigate the situation. Once the concern is passed on, it becomes the responsibility of the appropriate authorities.

Useful Contact Details NSPCC Helpline: https://www.nspcc.org.uk 

NSPCC Report Abuse: 0808 800 5000 

Childline (for children): 0800 1111 

Police (non-emergency): 101 Police (emergency): 999

Steph Teaches – Social Media Policy

At Steph Teaches, I take pride in the achievements and progress of the students. I believe in celebrating their learning journeys and showcasing their creativity in a way that is respectful, safe, and emotionally attuned. One way I do this is by sharing examples of their work on social media platforms (e.g. Facebook or the website).

This policy outlines the guidelines I follow when sharing student work online. It is designed to protect student privacy, maintain confidentiality, and uphold the professionalism of Steph Teaches.

Guidelines for Sharing Student Work

Protecting Identity and Privacy When sharing student work, I take the following steps to protect identity:

• I do not share names, school names, or contact details.

• I will cover identifying information on worksheets.

• If a child’s hand appears in a photo or video, I ensure that their face, school uniform, or other identifiable features are not visible.

• I do not tag families or students in posts.

Professionalism and Emotional Safety All content shared reflects positively on the student and the tutoring service. I never post anything that could be considered inappropriate, offensive, or emotionally unsafe. I aim to celebrate effort, creativity, and progress — not comparison or perfection.

Monitoring and Engagement I monitor comments and engagement on all posts. If concerns are raised by families or members of the public, I respond promptly and take appropriate action. This may include clarifying content, adjusting captions, or removing posts.

Content Removal If a parent, carer, or student requests that a post be removed or modified, I will do so immediately. I respect all requests without question or delay.

Review and Updates This policy is reviewed annually or sooner if social media practices or safeguarding guidance change. 

It is important that all lessons start on time. If a student is more than 10mins late to attend a lesson; whether online or face to face, the tutor reserves the right to cancel the lesson. If a student is consistently late for their lesson; there is a possibility that the contract will be terminated. It is up to the client/parent to inform the tutor prior to the lesson if their learner is going to be late for a lesson. The tutor cannot give extra time to a student if they are late to a lesson. 

Clients/parents may sit in on the FIRST face-to-face lesson, but after this time it is advisable that they don't sit in. This is to allow the lesson the lesson to occur in a naturalistic way. During the lesson, the client/parent must not participate in the lesson or distract the student in any way whatsoever. 

During online lessons, the client/parent can be present (but not visible). This is so that if any connection issues arise, they are able to sort them out for their learner. They must not participate in the lesson or distract the student in any way whatsoever.

These Terms and Conditions apply to all online tutoring services provided by Steph Teaches ("we", "our", "my" or "us") to the parent/guardian ("you") booking tutoring sessions for a child or young person.

1. Tutoring Sessions

• Sessions are delivered online via GoogleMeet, Zoom (or another agreed platform).

2. Booking and Payment

• All sessions must be paid for in advance.

• Payment confirms the session booking and secures your child’s place.

• Details for payment will be provided at the time of booking.

3. Cancellations and Rescheduling

• If you need to cancel, please give at least 24 hours' notice.

• A refund will not be issued, but the session can be rescheduled or rolled over to the following week.

• If I need to cancel, I will offer an alternative date or time that suits your availability.

• Sessions missed without notice cannot be refunded or rescheduled.

4. Technology and Environment

• It is your responsibility to ensure your child has a working internet connection and device for the session.

• A quiet, distraction-free environment is encouraged for your child to get the most from each session.

5. Parent Responsibility

• A parent/guardian must remain nearby during the session to support with any technical difficulties if needed.

• Please ensure your child is ready and logged in before the session start time.

6. Behaviour and Participation

• Sessions are designed to be engaging, supportive, and tailored to the child’s learning needs.

• In the rare event of persistent non-participation or disruption, I will discuss possible next steps with you.

7. Safeguarding

• Your child's safety is a priority. No sessions will be recorded unless agreed in writing.

• Any safeguarding concerns will be managed in line with appropriate guidelines.

8. Updates to Terms

• These terms may be updated periodically.

By booking a session, you confirm that you agree to these Terms and Conditions.