TERMS AND CONDITIONS

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TERMS AND CONDITIONS

1. Up to 1st September 2026 only: Invoices are emailed at the beginning of a month relating to sessions taken in the prior month. Payment is required, in full, within 7 days of receipt. If an invoice remains outstanding after 14 days with no explanation, we reserve the right to stop session delivery with immediate effect until payment is received and the session day/time will be offered to a client on the waiting list. 

From 1st September 2026 onwards: Sessions will be invoiced for the upcoming half-term in advance. Payment is required, in full, within 7 days of receipt. If an invoice remains outstanding after 14 days with no explanation, we reserve the right to stop session delivery with immediate effect and the session day/time will be offered to a client on the waiting list. Any sessions cancelled by a parent in the relevant half=term will be forfeited and will not be rescheduled. If a session is cancelled by Bright Sparks Coaching, this session will be either rescheduled or the cost will be refunded or set off against the invoice for the following half-term.

2. Up to 1st September 2026 only: If sessions are cancelled within 24 hours, 50% of the session cost will be charged and billed for. This is because the nature of specialist teaching means that it is not possible nor appropriate to simply ‘slot in’ new or existing clients when sessions become available at short notice.

3. Up to 1st September 2026 only: If more than two sessions are cancelled per client per term any subsequent cancellations regardless of the timeframe given for cancellation will be charged at 100% of the session cost. This includes cancelling a session because it is the client's school's INSET day. This is because the nature of specialist teaching means that it is not possible nor appropriate to simply ‘slot in’ new or existing clients when sessions become available at short notice. Clients should be arranging to attend ALL sessions in a given term, otherwise the lack of consistency means progress is more challenging to develop.

4. If two or more sessions are cancelled per term, we reserve the right to offer the session day/time to a client on our waiting list. The nature of specialist teaching means it is not fair to new clients nor to those on the waiting list to be offering them only adhoc sessions.  It is important that clients attend their weekly session to provide the opportunity for overlearning, continued learning and to ensure progress is made on a timely basis.. It is inappropriate to cancel a session for reasons such as your child wishing to participate in a sporting fixture or attend a party.

5. One calendar month’s notice is required, should a client no longer require sessions. This condition applies once a client has worked with Rebecca for three or more sessions. It does not relate to clients for whom a specific number of sessions has been agreed in advance.

6. If a client is late to arrive, it is not possible to extend the usual finish time of the session to accommodate all planned teaching. Although time is built in between each client’s session to write up session notes and prepare for the next client, this time is needed to complete administration without further raising session costs. If a parent is collecting a client and wishes to receive oral feedback on the session or ask questions, please arrive early to collect your child so that the session's timings can be reframed accordingly to allow time within the 60-minute session for these conversations.

7. For new clients, a one-off preparation and design fee is required. This is a minimum of £75 to cover the time and costs involved in liaising with parents to arrange for background information from parents and school to be obtained, and the review of this, the design of the initial session(s) and material preparation, which are tailored to the needs of each client. This fee will be added to the first invoice. Review of additional information such as diagnostic reports and time spent on reviewing documents from school or on telephone consultations will be charged accordingly. A minimum of five sessions must be booked for a new client. It is not possible to properly understand the needs of a new client, nor to work through the key, basic elements of specialist teaching in fewer sessions.

8. Changes of session day or times can rarely be accommodated. When committing to a regular weekly day / time for a session, please note it is not possible to flex this and that missed or cancelled sessions will not be refunded.

9. Price increases will be kept to a minimum but may be required to reflect the additional time that specialist teaching sessions require in terms of individual client planning and the increasing costs of personalised material preparation when compared with standard tutoring arrangements. 

10. All additional work performed for clients is subject to a charge to be agreed in advance. This may include but is not limited to: liaison with parents and school outside of the weekly teaching commitment, the review of diagnostic reports, contributions to an EHCP request, the administering and review of psychometric assessments to identify areas of strength or need, detailed telephone calls of more than 15-minutes in duration or emails that provide further parental or school guidance or support and emails that summarise areas covered within a specific session. As you will appreciate, although the aim is always to offer appropriate guidance and support to parents, to ensure the business remains sustainable, charges must be made for time spent on individual client work over and above the weekly session planning and delivery.

11. After certain sessions, it may be appropriate to email parents / carers a brief summary of areas covered. For example, for the first one or two sessions for new clients. However, this is additional work, the time for which is not built into a weekly session’s cost. To minimise fee increases across all clients, should more regular session updates be required, please discuss the possibility of this with Rebecca. No guarantee can be given that this is possible, although efforts will be made to accommodate such a request. This would be an additional service and, as such, additional fees would be charged and billed on a monthly basis to cover costs.

These terms and conditions are subject to change, amendment or update at any time.