TERMS AND CONDITIONS AGREEMENT (CLIENT)
T W Tutors LTD reserves the right to alter these terms and conditions at any time. Any alterations can be found on our website at www.twtutorsltd.com. No variation or alteration of these terms by the client, teacher or school shall be valid unless expressly approved in writing by T W Tutors LTD.
A client will be deemed to have been introduced to the worker by T W Tutors LTD in the event that either the name of the client is provided to the worker by T W Tutors LTD following the request for a client by the worker, or T W Tutors LTD arranges for a client to contact the worker following such request for a client provided by the worker to T W Tutors LTD. By booking a session with the worker, the client agrees to be bound by these terms and conditions.
1. Payment
Payment is taken in advance, automatically, upon completion of your booking form. Invoices for after school club are sent out around a week before the end of the month and payment is taken automatically on a monthly basis for after school clubs (on/around the 1st of every month). Invoices for holiday club bookings are sent out immediately upon block booking and payment will be taken immediately upon booking. After school club and holiday club slots are available on a first come, first serve basis. Half term’s are not included in after school club bookings as no sessions take place during this time.
In the event of a payment attempt being declined on the 1st of the month, we will endeavour to make contact with the client to notify them of the issue. We will ask the client to contact us with updated bank information so payment can be processed. At this time, we will notify the client that any further contact needed after this to amend the issue, will incur a £5 administration fee. Each and every attempt after this to contact the client for updated bank details will continue to incur further administration fees of £5.
2. Attendance, Cancellations and Punctuality
Please email [email protected] to let us know if your child will not be attending an after school club or holiday club session. Once booked, sessions cannot be cancelled, amended or transferred in any way. If a client wishes to cancel their place at our after school club or holiday club, notice must be given via email to [email protected] before the 23rd of the previous month. If this cut off is missed, payment will be taken as usual. If a student is late to after school club or holiday club, the worker is not obligated to work beyond the scheduled end time. If a worker is late for a session, then it is the duty of the teacher to arrange to make up the lost time. If the student or client chooses to terminate a session early, the session will be charged at the usual price.
After school clubs and holiday clubs – Collection time is prompt at the time given on your invoice and booking. T W Tutors LTD follows a late fee policy, where charges will be incurred if the child is not collected within the agreed collection times. If a child is not collected by the end of the collection window, a £5 fee is incurred. A further £1 fee will be added for every minute thereafter. Workers will make contact with the primary number on file for said child, to inform the parent/guardian that the child needs collecting immediately and to inform of the fees being added. If a child has not been collected 15 minutes after the allocated collection time, we will make contact with their secondary contact. For other after school clubs, late collection may include signing the child over to the school office or to the school wrap around care which may include separate fees (please see the wrap around care policy linked to your child’s school). If a child is collected 30 minutes late, an email will be sent home and upon the second time of collection over 30 minutes late, the child will be unable to attend the club for the remainder of the term. If a child has not been collected and we cannot make contact, after approximately 30 minutes, we will make contact with social services. Please call 01634 907 088 for any collection time updates.
3. Prohibition of Other Arrangements
The client will not agree any alternative fees with the worker and agrees not to render any direct payments to the worker. The client is not permitted to enter into any private arrangements with any worker introduced by T W Tutors LTD. The client undertakes to make all bookings with workers introduced by T W Tutors LTD exclusively through T W Tutors LTD. A breach of these terms will render the client liable to account to T W Tutors LTD for all sums received by the worker direct from the client or from a new client without deduction and T W Tutors LTD shall be entitled to seek injunctions against the client to prevent further breaches. These obligations continue beyond the termination or conclusion of this agreement. Should you wish to recommend one of T W Tutors LTD workers to any other potential or actual client, that client must contact T W Tutors LTD to make a booking.
4. Behaviour Policy
Student behaviour - For after school clubs and holiday clubs, the school behaviour management policy applies at all times, including the rewards and sanctions. For all club sessions, workers will use their own range of behaviour charts, certificates, stickers, incentives and appropriate sanctions. Client behaviour - The client agrees to treat the worker in a fair and respectable manner at all times. The client acknowledges that the worker does not make any guarantees regarding the student’s future academic performance or exam success.
5. Illness
Parents of any child who become unwell during after school club or holiday club sessions will be contacted immediately and asked to collect their child.
SAFEGUARDING POLICY
T W Tutors is committed to building a ‘culture of safety’ in which the children in our care are protected from abuse, harm and radicalisation.
T W Tutors will respond promptly and appropriately to all incidents or concerns regarding the safety of a child that may occur. T W Tutor’s child protection procedures comply with all relevant legislation and with guidance issued by the Medway Safeguarding Children Board.
There is a Designated Safeguarding Lead (DSL) available at all times while the Club is in session. The DSL coordinates safeguarding and child protection issues and liaises with external agencies (eg Social Care and Ofsted).
The Club’s designated DSL is Terri Wright. The Deputy / on-call DSL is Alexandra Weston.
Child abuse and neglect
Child abuse is any form of physical, emotional or sexual mistreatment or lack of care that leads to injury or harm. An individual may abuse or neglect a child directly, or by failing to protect them from harm. Some forms of child abuse and neglect are listed below.
·Emotional abuse is the persistent emotional maltreatment of a child so as to cause severe and persistent adverse effects on the child’s emotional development. It may involve making the child feel that they are worthless, unloved, or inadequate. Some level of emotional abuse is involved in all types of maltreatment of a child, though it may occur alone.
·Physical abuse can involve hitting, shaking, throwing, poisoning, burning, drowning, suffocating or otherwise causing physical harm to a child. Physical harm may be also caused when a parent or carer feigns the symptoms of, or deliberately causes, ill health to a child.
·Sexual abuse involves forcing or enticing a child to take part in sexual activities, whether or not the child is aware of what is happening. This can involve physical contact, or non-contact activities such as showing children sexual activities or encouraging them to behave in sexually inappropriate ways.
·Neglect is the persistent failure to meet a child’s basic physical and emotional needs. It can involve a failure to provide adequate food, clothing and shelter, to protect a child from physical and emotional harm, to ensure adequate supervision or to allow access to medical treatment.
Signs of child abuse and neglect
Signs of possible abuse and neglect may include:
·significant changes in a child's behaviour
·deterioration in a child’s general well-being
·unexplained bruising or marks
·comments made by a child which give cause for concern
·reasons to suspect neglect or abuse outside the setting, eg in the child’s home, or that a girl may have been subjected to (or is at risk of) female genital mutilation (FGM), or that the child may have witnessed domestic abuse
·inappropriate behaviour displayed by a member of staff, or any other person. For example, inappropriate sexual comments, excessive one-to-one attention beyond the requirements of their role, or inappropriate sharing of images.
If abuse is suspected or disclosed
When a child makes a disclosure to a member of staff, that member of staff will:
·reassure the child that they were not to blame and were right to speak out
·listen to the child but not question them
·give reassurance that the staff member will take action
·record the incident as soon as possible (see Logging an incident below).
If a member of staff witnesses or suspects abuse, they will record the matter straightaway using the Logging a concern form.
If a third party expresses concern that a child is being abused, we will encourage them to contact Social Care directly. If they will not do so, we will explain that the Club is obliged to and the incident will be logged accordingly.
Female genital mutilation (FGM)
FGM is an illegal, extremely harmful practice and a form of child abuse, and is therefore dealt with as part of our existing safeguarding procedures. All of our staff receive training in how to recognise when girls are at risk of FGM, or may have been subjected to it.
If FGM is suspected or disclosed, we will follow the same procedures as set out above for responding to child abuse.
Peer-on-peer abuse
Children are vulnerable to abuse by their peers. Peer-on-peer abuse is taken seriously by staff and will be subject to the same child protection procedures as other forms of abuse. Staff are aware of the potential uses of information technology for bullying and abusive behaviour between young people.
Staff will not dismiss abusive behaviour as normal between young people. The presence of one or more of the following in relationships between children should always trigger concern about the possibility of peer-on-peer abuse:
·Sexual activity (in primary school-aged children) of any kind, including sexting
·One of the children is significantly more dominant than the other (eg much older)
·One of the children is significantly more vulnerable than the other (eg in terms of disability, confidence, physical strength)
·There has been some use of threats, bribes or coercion to ensure compliance or secrecy.
If peer-on-peer abuse is suspected or disclosed, we will follow the same procedures as set out above for responding to child abuse.
Extremism and radicalisation
All childcare settings have a legal duty to protect children from the risk of radicalisation and being drawn into extremism.
There are many reasons why a child might be vulnerable to radicalisation, eg:
·feeling alienated or alone
·seeking a sense of identity or individuality
·suffering from mental health issues such as depression
·desire for adventure or wanting to be part of a larger cause
·associating with others who hold extremist beliefs
Signs of radicalisation
Signs that a child might be at risk of radicalisation include:
·changes in behaviour, for example becoming withdrawn or aggressive
·claiming that terrorist attacks and violence are justified
·viewing violent extremist material online
·possessing or sharing violent extremist material
If a member of staff suspects that a child is at risk of becoming radicalised, they will record any relevant information or
observations on a Logging a concern form, and refer the matter to the DSL.
Logging a concern
All information about the suspected abuse or disclosure, or concern about radicalisation, will be recorded on the Logging a concern form as soon as possible after the event. The record should include:
·date of the disclosure, or the incident, or the observation causing concern
·date and time at which the record was made
·name and date of birth of the child involved
·a factual report of what happened. If recording a disclosure, you must use the child’s own words
·name, signature and job title of the person making the record.
The record will be given to the Club’s DSL who will decide on the appropriate course of action.
For concerns about child abuse, the DSL will contact Social Care. The DSL will follow up all referrals to Social Care in writing within 48 hours. If a member of staff thinks that the incident has not been dealt with properly, they may contact Social Care directly.
For minor concerns regarding radicalisation, the DSL will contact the Medway Safeguarding Children Board or the Local Authority Prevent Co-ordinator. For more serious concerns the DSL will contact the Police on the non-emergency number (101), or the anti-terrorist hotline on 0800 789 321. For urgent concerns the DSL will contact the Police using 999.
Allegations against staff
If anyone makes an allegation of child abuse against a member of staff:
·The allegation will be recorded on an Incident record form. Any witnesses to the incident should sign and date the entry to confirm it.
·The allegation must be reported to the Local Authority Designated Officer (LADO) and to Ofsted. The LADO will advise if other agencies (eg police) should be informed, and the Club will act upon their advice. Any telephone reports to the LADO will be followed up in writing within 48 hours.
·Following advice from the LADO, it may be necessary to suspend the member of staff pending full investigation of the allegation.
·If appropriate, the Club will make a referral to the Disclosure and Barring Service.
Promoting awareness among staff
The Club promotes awareness of child abuse and the risk of radicalisation through its staff training. The Club ensures that:
·the designated DSL has relevant experience and receives appropriate training in safeguarding and the Prevent Duty, and is aware of the Channel Programme and how to access it
·designated person training is refreshed every three years
·safe recruitment practices are followed for all new staff
·all staff have a copy of this Safeguarding policy, understand its contents and are vigilant to signs of abuse, neglect or radicalisation
·all staff are aware of their statutory duties with regard to the disclosure or discovery of child abuse, and concerns about radicalisation
·all staff receive basic safeguarding training, and safeguarding is a permanent agenda item at all staff meetings
·all staff receive basic training in the Prevent Duty
·staff are familiar with the Safeguarding File which is kept on Google Drive
·the Club’s procedures are in line with the guidance in ‘Working Together to Safeguard Children (2020)’ and staff are familiar with ‘What To Do If You’re Worried A Child Is Being Abused (2015)’.
Use of mobile phones and cameras
Photographs will only be taken of children with their parents’ permission. Photographs will only be shared publicly with parents' permission.
Contact numbers - Medway
Social Care: 03000 41 11 11
Social Care out of hours contact: 03000 41 91 91
LADO (Local Authority Designated Officer): 01634 331 065/03000 41 08 88
Designated Nurse for Safeguarding Children, Medway and North Kent: 01634 335 043
Local Authority Prevent Co-ordinator: Jess Harman, [email protected]
Police: 101 (non-emergency) or 999 (emergency)
Anti-terrorist hotline: 0800 789 321
NSPCC: 0808 800 5000
Ofsted: 0300 123 1231
Contact numbers - Kent
Kent Safeguarding Children Multi-Agency Partnership: 03000 42 11 26, [email protected], www.kscmp.org.uk
Kent Front Door: 03000 41 11 11, [email protected], out of hours 03000 41 91 91
Front Door team: https://kccchildrens.kent.gov.uk/web/portal/pages/home
Education Safeguarding Service Contact: 03301 651 200
Education Safeguarding Advisor - Online Protection: 03301 651 500
Ashford: 03301 651 340
Canterbury: 03301 651 140
Dartford: 03301 651 240
Dover: 03301 651 340
Folkestone & Hythe: 03301 651 340
Gravesham: 03301 651 240
Maidstone: 03301 651 440
Sevenoaks: 03301 651 240
Swale: 03301 651 140
Tonbridge & Malling: 03301 651 140
Tunbridge Wells: 03301 651 140
Email general enquiries: [email protected]
Additional Contacts
NHS England: Kent and Medway Area Team: 01634 335095
Kent and Medway Fire and Rescue Service: 01622 692 121
Kent and Medway Police: 101 and ask to speak to someone in the Child Abuse Investigation Unit
The Probation Service: 03000 47 63 25
Kent, Surrey & Sussex Community Rehabilitation Company: 01622 688858
LADO: 03000 41 08 88
Designated Nurse for Safeguarding: 01634 335 043
(Safeguarding Team Secretary) CXK: 01233 224 244
KEY CONTACT DETAILS:
KSCMP - 03000 41 91 91 (ideally use this number to report concerns and gain safeguarding advice)
KCC Safeguarding team - 03000411111 - info can be found at https://www.kent.gov.uk/education-and-children/protecting-children/report-abuse
For any strategic advice needed in relation to your DSL role within the club or if you have a concern about a child and are unsure as to whether or not you need to make a LADO referral, you can now use the following link (the link below will not get a response until 3-5 days later so is not to be used with urgent request) https://forms.office.com/pages/responsepage.aspx?id=DaJTMjXH_kuotz5qs39fkC8yfR_WZe1AiKruQPRg6jJUM0lVQlg1TVYwTjIxT0RLREo3N01SMFg1SyQlQCN0PWcu&route=shorturl
For more info and for a flo-chart on where to access support, use the following link:
https://www.theeducationpeople.org/media/6423/lesas_cp-newsletter_term-1_-24-25.pdf
PRIVACY AND DATA PROTECTION POLICY
T W Tutors LTD maintains a strict policy of client confidentiality. This policy relates to all information provided by clients, workers and schools to T W Tutors LTD and all data that T W Tutors LTD holds in relation to use of the site. T W Tutors LTD reserves the right to alter these terms and conditions at any time. Any alterations can be found on our website at www.twtutorsltd.com.
1. Information Collected and Usage
Registration and student details: This includes details such as student name, email address, address, telephone number, child’s name, child’s date of birth and child’s educational background. We also store payment method details in order to take automated payments.
Visitor tracking information: T W Tutors LTD use www.squarespace.com to track visits on the T W Tutors LTD site. This includes visitor numbers, length of time on the site, visitor location, any third party website visits made before or after T W Tutors LTS site visit. Data may be used without limitation for the following purposes: to
improve T W Tutors LTD; to ensure a good service is provided to clients, teachers and schools; internal data analysis; to notify clients, workers or schools of any changes to T W Tutors LTD’ service; and to make contact where necessary.
2. Sharing Information with Third Parties and Transfers of Data Outside the UK
T W Tutors LTD keep personal information confidential and it is not passed to any third parties unless required to do so by law. Personal data may be transferred to countries outside the UK that may not have the same laws to protect data. This may occur for example if computer servers are hosted outside of the UK or if a client enquiry comes from outside the UK.
3. Safe Storage
Reasonable steps are taken to ensure that information is kept safe and T W Tutors LTD endeavour to protect data from unauthorised access. Information will only be kept for a commercially reasonable period of time for the purposes stated above.
4. Access to your data and Third Party Sites
Clients, workers and school staff have the right to request a copy of all personal information that T W Tutors LTD hold about you. For such requests T W Tutors LTD charge an administration fee of £30 and make information available within 28 days. T W Tutors LTD link to a number of other websites and are not responsible in any way for the privacy policies of these sites nor for the way in which they may use the information they collected.
CLIENT INFORMATION AND PHOTO CONSENT FORM
T W Tutors LTD can share photos and information publicly regarding after school clubs and holiday clubs. This sharing of information will be primarily through T W Tutors LTD website and social media outlets. This might include (but is not limited to), the right to use such photos and information in T W Tutors LTD printed and online publicity, social media and advertising.
This policy was adopted by: T W Tutors LTD Date 30.10.24
Signed:
Review Date: 30.10.25
[email protected]
01634 907 088
www.twtutorsltd.com
21 Cardigan close
high halstow
rochester
kent
ME3 8NX
