Policies

On this page, you will find our: tuition policy, safeguarding policy, GDPR policy.

All sessions that commence with WeAre Education are conditioned upon an agreement of the below policies.


Tuition Policy

This document is also available as a pdf: WeAre Education Tuition Terms

Upon any and all commencement of sessions with educators of WeAre Education, you are thereby consenting and agreeing to the terms and conditions outlined below.

WeAre Education reserves the right to amend this policy.

Online sessions

  1. all online sessions are conducted either in-person or online. When online, sessions are completed on either zoom or on our TutorCruncher Platform.

    i) All students will have a student profile on TutorCruncher whereby all sessions are recorded for quality and safeguarding purposes.

    ii) All recorded sessions are saved to a secure location in which only members of the WeAre Education management team are able to access.

  2. Ready-Rule - all students must be logged on to either their zoom or TutorCruncher Video meeting at least 5-10 minutes before the start of the session. In this time, if technical / other difficulties arise, the organisation must be informed.

  3. Online Safety

    i) All correspondence, teaching materials and lesson reports are confidential between student, parent and educator. They must not be shared, reproduced or altered.

    ii) No recordings of the sessions other than that of the TutorCruncher Video is permitted.

    iii) All students must have their videos switched on in online meetings.

    iiii) Any meeting link shared with the client must not be shared.

 

Cancellations and No-Shows

  1. WeAre Education Ltd tutoring policy dictates that if a lesson is cancelled after 24 hours prior to the session (e.g. at 11am when the session is at 6pm that day, or at 10pm the night before when the session is at 6pm the next day) then it will be charged in full.

  2. Due to this policy, we ask that all sessions for the week are paid by 12pm on Monday. If payment has not been made for all sessions that week by this time, your session will be cancelled.

  3. This is to ensure the booking is fulfilled and that the agreement is set. Of course, refunds for lessons cancelled before the 24-hour notice period are paid in full within one week notice.

  4. In the event that a student does not show up to lesson, there will be a 15-minute time slot from the start of the session that will allow the student to message the organisation (sessioncontact@weareeducation.co.uk) to explain their absence. If no message / email arrives from either the student or parent, the lesson will be cancelled and charged as a cancellation as per the policy listed above.

Exceptions to this rule are at the tutor’s discretion, not of the organisation.

Re-Scheduling

  1. If the session is cancelled and asked to be re-scheduled before the 24-hour notice period, no charge will apply.

  2. If the session is cancelled and asked to be re-scheduled after the 24-hour notice period, 50% of the charge for the session will apply in addition to the full price for the next session.

    i) We understand that life happens, and things get in the way, therefore allowances to this policy are at the tutor’s discretion. However, if the tutor is unable to reschedule for that week, the session will be treated as a cancellation.  

Exceptions to this rule are at the tutor’s discretion, not of the organisation.

Ready rule

  1. All sessions will be conducted on TutorCruncher Video or in-person if previously agreed. We ask that all parents / guardians prepare their student for the session and are logged on at least 5-10 minutes before the start of the session to sort out any possible technical issues. If technical issues arise, the organisation must be alerted by email / online  (sessioncontact@weareeducation.co.uk) message before the start of the session.

  2. If the student/ parent / guardian does not oblige by this rule and faces difficulty when logging on late and is, then unable to access the session – a reschedule fee applies. We do this to avoid any misunderstanding and act as a mutual respect of each other’s time.  

Exceptions to this rule are at the tutor’s discretion, not of the organisation.

Safeguarding Policy for online and in-person sessions

All of our tutors are Enhanced Disclosure and Barred Checked and the following notice is sent to all tutors, prior to employment and association with WeAre Education Ltd, to ensure safeguarding rules are abided. Please do read to review our policy concerning the welfare of our young people.

 

The purpose of this policy statement is:

 

• to protect children and young people who receive WeAre Education Ltd’s services from harm. This includes the children of adults who use our services.

 

• to provide staff and volunteers, as well as children and young people and their families, with the overarching principles that guide our approach to child protection.

 

This policy applies to anyone working on behalf of WeAre Education Ltd, including senior managers and the board of trustees, paid staff, volunteers, sessional workers, agency / freelance staff, and students.

 

Legal framework

 

 

This policy has been drawn up based on legislation, policy and guidance that seeks to protect children in the United Kingdom. A summary of the key legislation and guidance is available from nspcc.org.uk/child protection.

 

We believe that:

 

• children and young people should never experience abuse of any kind

 

• we have a responsibility to promote the welfare of all children and young people, to keep them safe and to practise in a way that protects them.

 

We recognise that:

 

  • the welfare of children is paramount in all the work we do and in all the decisions we take

  • working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare

  • all children, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation have an equal right to protection from all types of harm or abuse

  • some children are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues

  • extra safeguards may be needed to keep children who are additionally vulnerable safe from abuse.

 

 

We will seek to keep children and young people safe by:

 

•      valuing, listening to and respecting them

•      appointing a nominated child protection lead for children and young people

•      adopting child protection and safeguarding best practice through our policies, procedures and code of conduct for staff and volunteers

•      developing and implementing an effective online safety policy and related procedures

•      providing effective management for staff and volunteers through supervision, support, training and quality assurance measures so that all staff and volunteers know about and follow our policies, procedures and behaviour codes confidently and competently

 

•      recruiting and selecting staff and volunteers safely, ensuring all necessary checks are made

•      recording and storing and using information professionally and securely, in line with data protection legislation and guidance [more information about this is available from the Information Commissioner’s Office: ico.org.uk/for organisations]

•      sharing information about safeguarding and good practice with children and their families via regular discussions and info sheets (when needed)

•      making sure that children, young people and their families know where to go for help if they have a concern

•      using our safeguarding and child protection procedures to share concerns and relevant information with agencies who need to know, and involving children, young people, parents, families and carers appropriately

•      using our procedures to manage any allegations against staff and volunteers appropriately

•      creating and maintaining an anti-bullying environment and ensuring that we have a policy and procedure to help us deal effectively with any bullying that does arise

•      ensuring that we have effective complaints and whistleblowing measures in

•      place

•      ensuring that we provide a safe physical environment for our children, young people, staff and volunteers, by applying health and safety measures in accordance with the law and regulatory guidance

•      building a safeguarding culture where staff and volunteers, children, young people and their families, treat each other with respect and are comfortable about sharing concerns.

GDPR Policy

Your privacy is important to us. General Data Protection Regulations (GDPR) enforced from 25th May 2018 require businesses to provide clients with privacy policies and how their data is used.

Your information

All educators at WeAre Education Ltd, upon contact with the parent / guardian / student, will have access to:

  1. The student’s / parents (or guardians) name and age

  2. (Dependent on parent and student) the name of the student’s school

  3. Previous school work / independent work of the student given to the organisation for informed educative services

  4. The student’s current and predicted grades

  5. Other necessary information that the parent / guardian or student chooses to share - SEN needs, accessibility requirements etc

  6. Video and audio recordings of each session, as held on our TutorCruncher platform which is stored on the platform. Only managing directors / staff of WeAre Education have access to these recordings.

Educators at WeAre Education personally will hold access to:

  1. Their student’s educational profile

  2. Their student’s lesson tracking and reports

  3. Lesson plans

  4. Marked homework (where issued and received)

Educators of WeAre Education Ltd will have and store only the data needed for the service in which clients have requested / booked in for. Your contact information is used only for the purposes listed above unless otherwise agreed.

No data will be shared unless legally required. WeAre Education Ltd takes great care in storing and protecting your data efficiently and effectively. Personal information is stored on the Directors work computer and laptop which is password protected and only known by the director herself. Access to contact / lesson information is stored on the educators’ personal devices to which have been protected as per the privacy policy sent and agreed to prior to freelance employment with WeAre Education.

Your Rights

At any point, the client is permitted to ask for any and all information about the client / their student as stored by either the educator or company. To start this process, a meeting time must be agreed between the client and the Director in order to securely provide this information.

Personal information and work / resources from the tuition will be held in our TutorCruncher and company database for up to three years after the tuition has ended. Financial data will be held for up to 7 years due to tax reasoning. As all information is stored electronically, once the information has been destroyed, all files or information pertaining to either the parent/ guardian or student will either be made anonymous or destroyed.

Communication

For child, young person or vulnerable adult protection reasoning, all communication will be direct through the email ‘sessioncontact@weareeducation.co.uk’ or ‘fleur@weareeducation.co.uk’ and not that with the educator themselves. The director takes responsibility for any and all communication between educator and parent as agreed and consented by both parties.

Messaging platforms such as Facebook, WhatsApp or text message may also be used in cases where parents / guardians consent and provide such details for themselves and the student.