The Academic Coach Ltd

Terms, Conditions & Online Safeguarding Information

Last Updated: June 2026

By signing up, you (“Parent/Guardian”) agree to the following terms on behalf of your child (“Student”).

This document covers weekly tuition programmes, payment options, Priority Sign-Up, Single Annual Payment (SAP) memberships, and one-off webinars. Please read carefully.

1. Our Commitment to Quality

The Academic Coach Ltd is committed to providing high-quality online education.

All coaches are qualified teachers and hold Enhanced DBS (Disclosure and Barring Service) checks.

This ensures professionalism, safeguarding, and dedication to each student’s educational development.

SECTION A: WEEKLY TUITION PROGRAMMES

2. Payment Options

The Academic Coach Ltd offers two payment options:

Option A: Monthly Subscription

Students may enrol on a rolling monthly subscription.

Monthly subscription fees are calculated across the academic year and take into account school holidays, half terms, bank holidays, and planned breaks. As a result:

  • The subscription amount remains the same each month.
  • No reductions are made during holiday periods.
  • No increased charges apply during longer teaching months.
  • Families benefit from a consistent and predictable monthly payment throughout the year.

Where a student joins part-way through a month, the first payment will be charged on a pro-rata basis to reflect the remaining lessons in that month. Thereafter, the standard monthly subscription fee will apply.

Option B: SAP (Single Annual Payment)

Families may choose to pay in advance through the SAP (Single Annual Payment) option.

SAP is offered at a discounted rate compared to monthly subscription payments and must be paid in full before the start of the relevant Academic Coach tuition period.

Years 7–9

For Key Stage 3 students (Years 7–9), SAP covers tuition from the start of the Academic Coach academic year through to the end of the academic year.

GCSE and A-Level Students

For GCSE and A-Level students, SAP covers tuition from the start of the Academic Coach academic year until the Easter holiday.

Following Easter, tuition provision becomes bespoke and examination-focused. Summer term sessions may differ according to subject needs, examination timetables, group requirements and revision priorities.

As a result:

  • Summer term tuition is not included within SAP.
  • Bespoke GCSE and A-Level summer term programmes will be communicated separately.
  • Payment for these sessions must be made before the summer term programme begins.
SAP Refunds

SAP is offered at a discounted rate in return for a commitment to the covered tuition period.

For this reason, SAP payments are non-refundable once the tuition period has commenced, except where:

  • The Academic Coach Ltd is unable to provide the agreed service; or
  • A refund is required under applicable consumer protection legislation.

3. Priority Sign-Up

Families may choose to secure priority access to classes through the Priority Sign-Up scheme.

Priority Sign-Up allows families to register their interest for the next academic year before places are released more widely. By completing the Priority Sign-Up form, you are indicating a genuine intention to take up a place should we be able to offer one that matches your requested subject, year group and availability. While Priority Sign-Up does not create a binding commitment, it helps us plan staffing and timetables effectively, so we ask that families only register if they are seriously considering continuing with The Academic Coach.

4. Subscription Payments

Monthly subscription payments must be made by the due date specified on the invoice or payment plan.

Failure to maintain payments may result in suspension of lessons and loss of the student’s place.

The Academic Coach Ltd reserves the right to withdraw services where fees remain outstanding.

5. Cancellation of Monthly Subscriptions

Monthly subscriptions operate on a rolling basis.

Parents or guardians wishing to cancel must provide one full calendar month’s written notice.

For example:

  • Notice given on 10 September will result in cancellation on 31 October.
  • Notice given on 25 January will result in cancellation on 28 February (or 29 February in a leap year).

Notice must be submitted by email to: nyree@theacademic-coach.co.uk

Subscription payments remain payable throughout the notice period.

No refunds or partial refunds will be provided for missed lessons, holidays taken by the student, or unused sessions during the notice period.

6. Refund Policy

Refunds Will Be Provided If:

  • A tutor cancels a lesson and no reasonable alternative, replacement lesson, or credit can be provided.
  • A technical issue on the side of The Academic Coach Ltd prevents the lesson from taking place.
  • The Academic Coach Ltd is unable to provide the agreed service.

Refunds Will Not Be Provided If:

  • The issue relates to the student’s internet connection, device, software, or equipment.
  • Microsoft Teams has not been correctly installed or configured.
  • The student is absent from a lesson.
  • A family chooses to leave without providing the required notice period.
  • A suitable Priority Sign-Up place has been offered and subsequently declined.

We strongly recommend testing Microsoft Teams before the first lesson.

 

7. Sessions

Format

All weekly tuition sessions are delivered in small groups designed to encourage participation, discussion and collaborative learning.

Platform and Resources

Lessons are delivered through Microsoft Teams.

Additional resources may be provided before, during, or after lessons.

Failure to access Microsoft Teams correctly may prevent attendance.

Recording for Safeguarding

Where only one student is present, lessons may be recorded for safeguarding purposes.

Recordings are:

  • Stored securely;
  • Accessible only to authorised personnel where required; and
  • Deleted at the end of the academic year unless retained for safeguarding reasons.
Recording for Absent Students

At the tutor’s discretion, lessons may occasionally be recorded and shared with absent students.

There is no obligation to provide recordings and no refund will be issued where recordings are unavailable.

8. Tutor Cancellations and Rescheduling

If a tutor is unable to deliver a lesson:

  • Every reasonable effort will be made to arrange a replacement session or alternative provision.
  • If this is not possible, an appropriate credit or refund will be provided.

Where a lesson is rescheduled and not all students can attend, the session may be recorded and shared where appropriate.

9. Technical Requirements

Students must have:

  • A stable internet connection;
  • A suitable device capable of running Microsoft Teams;
  • Access to lesson resources where required.

Students should join lessons approximately 10 minutes before the scheduled start time.

The Academic Coach Ltd is not responsible for technical difficulties caused by student equipment, software or internet connectivity.

10. What Students Will Need

Depending on the subject studied, students may require:

  • Paper or notebook
  • Folder
  • Pens and pencils
  • Calculator (Maths and Science)
  • Periodic Table (Science)
  • Occasional printing facilities

11. Online Safeguarding

Parents and carers agree to:

  • Consent to student participation;
  • Ensure attendance takes place in a safe and appropriate environment;
  • Ensure professional and respectful behaviour at all times;
  • Ensure appropriate dress throughout lessons.

Webcam RequirementsFor weekly tuition sessions:

  • Cameras must remain switched on unless otherwise agreed by the tutor.
  • Students may use background blur functionality.
  • Students must remain visible to the tutor throughout the lesson.

Safeguarding ContactsPrimary Contact:
nyree@theacademic-coach.co.uk

Secondary Contact:
rachel@ms.theacademic-coach.co.uk

SECTION B: WEBINARS (ONE-OFF EVENTS)

12. Booking and Payment

Payment for webinars must be made in full at the time of booking.

Webinars are one-off educational events and are separate from weekly tuition subscriptions and SAP programmes.

Refunds will only be provided if:

  • The webinar is cancelled by The Academic Coach Ltd; or
  • A technical issue on our side prevents delivery.

13. Webinar Format

Webinars are delivered through Microsoft Teams.

Students:

  • Keep cameras switched off;
  • Participate via chat where appropriate;
  • Are not required to speak during the session.

Resources may be provided during or after the webinar.

14. Webinar Recording

Webinars may be recorded for replay purposes and future on-demand educational content.

Students will not appear on camera and personal information will not intentionally be shared.

Recordings are stored securely in accordance with GDPR and safeguarding requirements.

15. GDPR and Marketing Consent

Parental consent is required before student participation.

Optional marketing consent may be requested for future courses, bootcamps, revision events and educational programmes.

Only parents who opt in will receive marketing communications.

Consent may be withdrawn at any time.

16. Safeguarding for Webinars

Parents and carers agree to:

  • Consent to participation;
  • Ensure attendance from a safe environment;
  • Maintain appropriate behaviour and language;
  • Ensure appropriate dress where participation is visible.

Safeguarding Contacts:

nyree@theacademic-coach.co.uk

rachel@ms.theacademic-coach.co.uk

17. No Guarantee of Results

The Academic Coach Ltd provides expert tuition, educational resources and academic guidance.

However, academic outcomes depend upon a range of factors including attendance, effort, independent study, prior attainment and external circumstances.

Accordingly, The Academic Coach Ltd cannot guarantee examination grades, school placements, academic outcomes or examination results.

18. Contact and Support

For enquiries, technical support, payment questions or cancellation requests:

nyree@theacademic-coach.co.uk
The Academic Coach Ltd reserves the right to amend these Terms and Conditions from time to time. The most recent version will apply to future bookings, subscriptions and tuition programmes.