Terms and Conditions

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Client Cancellation and Rescheduling

Your tuition appointments are important to Mathemaxioms and our tutors as we spend time preparing for your sessions. Mathemaxioms understands the need for flexibility in these appointments when unavoidable issues or emergencies arise. If you need to cancel or reschedule your appointment we ask that you give more than 24 hours notice. You can reschedule through the online booking service for free and contact info@mathemaxioms.com if you wish to cancel. Cancellation is free of charge and you will be fully refunded.

If you need to reschedule or cancel with less than 24 hours notice, please email info@mathemaxioms.com and we will do our best to work with you. You will be fully refunded for your first three cancellations. Further cancellations will not be eligible for a refund.

A no-show to an appointment, with no communication attempting to reschedule or cancel the appointment, is not eligible for a refund.

Tutor Cancellation and Rescheduling 

If the tutor needs to cancel or reschedule your appointment up to 48 hours in advance, you will be contacted via email to select an alternative date and time. This is free of charge.

If the tutor needs to cancel or reschedule your appointment with less than 48 hours notice, you will be fully refunded and invited to book a new appointment.

Student No-show 

• If the student does not attend the appointment within the first 5 minutes, the tutor will email the student and parent/responsible adult to ask if they are having technical or other issues which they are attempting to resolve.
• If the student communicates with the tutor that they are coming online and arrive within the first 15 minutes, the tutor will wait and make up the time after the session.
• If the student communicates with the tutor that they are unable to get online, the appointment will be considered cancelled and a refund may be eligible as outlined in the Cancellation and Rescheduling Policy.
• If the student does not attend within the first 15 minutes and there is no communication, the appointment will be considered a no-show and no refund is eligible.

Tutor no-show 

• If the tutor does not attend the appointment within the first 5 minutes, please email info@mathemaxioms.com. There may be technical or other issues which they are attempting to resolve.
• If the tutor communicates with you that they are coming online and arrive within the first 15 minutes, please be patient and they will make up the time after the session.
• If the tutor communicates with you that they are unable to get online, the appointment will be considered cancelled and fully refunded.
• If the tutor does not attend within the first 15 minutes and there is no communication, the appointment will be considered cancelled and fully refunded. Please email info@mathemaxioms.com for rescheduling.

The aims of this code of conduct are:

• To define appropriate and inappropriate behaviour.
• To create an environment where you feel able to learn.
• To encourage cooperation, honesty, fairness and respect.
• To encourage you to take responsibility for your own behaviour.
• To make it clear what will happen if you do not agree to follow this code.

As a student at Mathemaxioms you agree to adhere to the below code of conduct:

General behaviour:

• To be on time for each scheduled session, be appropriately dressed and ready to study.
• To use appropriate language and tone in all interactions, always ensuring that all conversation is relevant to the session.
• To ensure that your technology is operational and has a good internet connection.
• To be responsive to tutor emails in a timely manner.
• To adhere to the Mathemaxioms Safeguarding Policy by emailing info@mathemaxioms.com regarding any safeguarding issues.

The following examples constitutes in unacceptable behaviour:

• Disrupting sessions by behaving in a way which is distracting, off topic, intimidating, or disrespectful.
• Sharing personal images and information with your tutor that is outside of lessons.
• Engaging in offensive or inappropriate language.
• Contacting the tutor personally on any messaging service outside the Mathemaxioms tuition sessions. Students and parents/responsible adults may friend or follow Mathemaxioms on our official social media accounts only.

Additionally, you are responsible for your behaviour and language in all interactions with Mathemaxioms.

Mathemaxioms ask that you close browsers and apps that are not needed for the session and turn off notifications on your devices.

You should be aware of who or what can be seen or heard in the background when online.

You will not:

• Deliberately browse, download or share materials that could be considered as threatening, bullying, offensive or illegal.
• Behave in ways which are unsafe, unkind or intimidating.
• Attempt to meet with tutors in any capacity other than as arranged by Mathemaxioms for mathematics tuition.

If you choose not to follow this code of conduct the following process will be followed. 

Minor or first-time incident

If you behave in a way that doesn’t follow our behaviour code, the tutor will remind you about it and ask you to comply. The tutor will give you an opportunity to change your behaviour. This gives you the chance to think and to plan how you could behave differently.

Formal warning

If you continue not to follow the code of conduct after your first reminder, or if your behaviour is more serious, you will be given a formal warning by your tutor. They will make a record about what happened and inform your parents/responsible adult. A meeting with your parents/responsible adult will be arranged to agree what behaviour support you need. Tutors may decide to restrict you from taking part in tuition.

Final warning 

If the support we have put in place isn’t helping you to change your behaviour, this will be recorded. Tutors may need to give you a final warning and inform your parents/responsible adult as appropriate. At this point, a meeting with your parents/responsible adult will be arranged to discuss alternative support services.

Keeping you safe

If there are concerns that your behaviour suggests you may be in need of protection or that you may present a risk of harm to other children and young people, Mathemaxioms will follow the Safeguarding Policy. This may involve contacting the police, local education authority or child protection services. If safeguarding procedures are necessary we will talk this through with you and your parents/responsible adult where appropriate, unless doing so would put you in danger or interfere with a police investigation.

This code outlines the conduct and behaviour that is expected from Mathemaxioms'  tutors. It aims to help us protect students from abuse and reduce the possibility of unfounded allegations being made against tutors.

A tutor at Mathemaxioms acts in a position of authority and has a duty of care towards the students. They are likely to be seen as a role model and are expected to act appropriately.

All tutors at Mathemaxioms must adhere to the code of conduct below:

• To always behave in a professional manner when interacting with students, parents/responsible adults and colleagues.
• To be on time for each scheduled session, ideally ready and waiting for attendees to arrive five minutes before the start time.
• To use appropriate language and tone in all interactions, always ensuring that all conversation is professional. 
• To prepare fun and engaging sessions that are tailored to the students' needs.
• To ensure technology is operational, has a strong internet connection and the ability to use the teaching features in Google Meet, Google Classroom and Jamboard.
• To familiarise themselves with the online scheduling tool and communicate clearly with students.
• To have a professional and non-distracting background whilst tutoring.
• To take the time to write thoughtful and considered feedback, share the recording on  Google Classroom and set assignment tasks at the end of each session.
• To be responsive to messages and emails from parents/responsible adults and students in a timely manner.
• To remember to keep tutor availability up to date on the calendar.
• To prioritise the welfare and safety of students by following the Mathemaxioms Safeguarding Policy.

Unacceptable behaviour

When working with students, the tutor must not:

• Allow concerns or allegations to go unreported.
• Arrange to meet a student online or face to face outside of scheduled sessions.
• Smoke, consume alcohol or use illegal substances during sessions.
• Develop inappropriate relationships with students, including having ‘favourites’, accepting or giving gifts.
• Make inappropriate promises to students.
• Engage in behaviour that is in any way abusive including having any form of sexual contact with a student.
• Give students their personal contact details (mobile number, email or postal address) or have contact with them via a personal social media account.
• Act in a way that can be perceived as threatening or intrusive.
• Patronise or belittle students.
• Make sarcastic, insensitive, derogatory or sexually suggestive comments or gestures to or in front of students.

If you have behaved inappropriately the tutor, depending on the seriousness of the situation,  may be asked to leave Mathemaxioms.

Mathemaxioms may make a report to the police, local education authority or child protection services. If you become aware of any breaches of this code, you must report them to the DSO immediately.

Policy Statement

Mathemaxioms is committed to providing a safe online learning environment for all students and ensuring our tutors feel safe in their working environment. Any individual who is made aware of, or experiences, a safeguarding incident should report it to Mathemaxioms and, if necessary, to contact the police, taking the appropriate steps to ensure the safety of the individual directly affected. 

Mathemaxioms believe that all students have a right to be safe regardless of their age, disability, race, religion or belief, sex, gender reassignment, or sexual orientation. We recognise that some students have additional needs. They may experience additional barriers to learning, be more vulnerable to abuse or discrimination.

Scope

This policy applies to all those who use the Mathemaxioms tuition service and website. Those who use the service are referred to as tutors, parents/responsible adults and students. The term ‘student’ refers to both those under the age of 18 and those over the age of 18 engaging in Mathemaxioms for tuition.

Legislation and Guidance

Children Act 1989

Children Act 2004

Working Together to Safeguard Children (2018)

Keeping Children Safe in Education (2021)

Contact Details

Designated Safeguarding Officer (DSO) at Mathemaxioms is Elizabeth info@mathemaxioms.com 

NSPCC helpline 0808 800 5000 

ChildLine 0800 1111

Safeguarding Procedures

Duty of Care

Parents/responsible adults are responsible for the physical environment and well-being of the student. Mathemaxioms aims to make the online learning environment as safe as possible.

There are multiple types of online risks. Mathemaxioms concerns itself with any incident that involves a physical, psychological or verbal safety incident that is deemed inappropriate. Mathemaxioms has a zero tolerance policy for inappropriate behaviour. Mathemaxioms cannot provide an exhaustive list of possible cases that can occur, Examples that fall under safeguarding concerns include: neglect (physical, emotional, nutritional), abuse, child mental health, self-harm.

Reporting Procedure

It is the responsibility of any party involved to report a safeguarding concern to Mathemaxioms. Every incident that is reported will be investigated and the appropriate measures taken. It is therefore important that all tutors, parents/responsible adults and students know how to report a concern.

• Report a concern by emailing info@mathemaxioms.com with a subject heading "Safeguarding". Please be as detailed as possible when reporting a concern.
• The Designated Safeguarding Officer (DSO) will investigate the report and take appropriate action, seeking advice from child safeguarding agencies, the police or others as appropriate.
• Any concerns that go beyond Mathemaxioms' remit will be reported to the UK police or local authorities.
• In the event of an emergency, for example where a student needs medical attention, is at immediate risk or a crime is being committed, contact the emergency services first and then inform the DSO as soon as possible.
• If a tutor or DSO is under investigation, they will not have any further contact with the student. A meeting with the parent/responsible adult will be arranged to discuss the concern.

Any display of pornographic images or indecent images of a child whilst in the presence of a student is an offence under UK law. Any tutor, student, parent/responsible adult who witnesses the display of these images by or towards a student should explain that the images should not be displayed during any session, terminate the session and then report the incident to Mathemaxioms. 

Mathemaxioms will not accept any non-compliance with the reporting procedure.

Student Behaviour

By using Mathemaxioms students are expected to adhere to the Student Code of Conduct.

• If inappropriate behaviour, including use of language or inappropriate content occur, the tutor will request that the student or other persons involved in the inappropriate behaviour refrain from the behaviour during the session.
• If the behaviour continues the tutor will explain that they will terminate the session and will report the matter to Mathemaxioms. 
• Any unsolicited contact from the student or other persons following the termination of the session should be reported to Mathemaxioms.

Witness or disclosure of abuse towards or in the presence of a student

If a tutor receives information, or sees something which indicates or believes a child is at immediate risk of harm they are advised to contact the police immediately and report the incident to the DSO. The tutor should not react negatively or emotionally to a disclosure, and should be patient. The tutor should have no further communication with the student or other person involved unless the tutor feels that a lack of immediate communication could impact the student’s well-being and health. 

Tutor Behaviour

• All tutors are legally allowed and suitably qualified to work with students under the age of 18, have a current DBS or a valid international equivalent (under 12 months).
• All tutors have evidence of in depth subject knowledge, relevant degrees, teaching qualifications and experience of working in schools.
• Tutors are required to attend annual safeguarding training and adhere to Mathemaxioms’ Tutor Code of Conduct. 

If a student at Mathemaxioms is concerned about the behaviour of a tutor they should follow the procedure set out below:

Inappropriate Behaviour

Any display of inappropriate use of language, content or images whilst in the presence of a student may constitute an offence under UK law. Any student witnessing the display of inappropriate behaviour by a tutor should immediately terminate the session and report this to a parent/responsible adult who should inform the DSO immediately. The student and parent/responsible adult should have no further contact with the tutor involved in the incident. Any unsolicited contact from the tutor after termination of the session should be reported to the DSO.

Parents/Responsible Adults for the Student Studying at Mathemaxioms

The parent/responsible adult has primary responsibility for the welfare and safety of the student (under the age of 18) during a session and should be readily available to deal with any concerns or incidents reported by the student. It is also the duty of the parent/responsible adult to ensure the well-being of the child if they have been affected by anything inappropriate which may have happened and report the incident to Mathemaxioms.

If a parent/responsible adult is alerted to or witnesses any inappropriate behaviour/language or information by the student, they should immediately speak to the tutor. They are advised to state their concern and inform the tutor they are terminating the session, then immediately contact the DSO. The parent/responsible adult should have no further contact with the tutor involved in the incident.

General Student Support Guidance 

If a student tells you they are experiencing abuse, it’s important to reassure them that they’ve done the right thing in telling you. Make sure they know that abuse is never their fault. Never talk to the alleged perpetrator about the child’s disclosure. 

It’s important to keep accurate and detailed notes on any concerns you have about a student child to share with the DSO. These may include:

• the student’s details (name, age)
• what the student said or did that gave you cause for concern (if the child made a verbal disclosure, write down their exact words)
• any information the student has given you about the alleged abuser.

When a student is choosing to disclose something to you, you can support them by:

• Giving your full attention to the student.
• Keeping your body language open. 
• Be compassionate. Phrases such as ‘you’ve shown such courage today’ may be useful.
• Respect pauses and don’t interrupt the child. Let them go at their own pace. 
• Recognise and respond to their body language. And remember that it may take several conversations for them to share what’s happened to them.
• Make it clear you’re interested in what the child is telling you. Reflect back what they’ve said to check your understanding – use their language to show it’s their experience.

The DSO will then decide what action is to be taken and may consult with others to determine what to do next. This includes consulting with local social care, the police or NSPCC.

Information sharing

The welfare of our students is paramount. Mathemaxioms will share information with statutory agencies if they have concerns that a child is being harmed or is at risk of harm. 

• We will always seek the consent of parents/responsible adults to share information unless doing so would place the child at greater risk of harm.
• If we do not have consent to share information we will make a decision to share without consent if this is in the best interests of the child. This is not affected by the Data Protection Act (2018) or the General Data Protection Regulation (GDPR). The decision to share information without consent will be taken on a case by case basis. 
• The DSO will record our decision-making rationale, actions and outcomes, including the steps taken to obtain consent, the reasons given for not giving consent (if known) and the rationale for sharing information without consent.

Contact forms

By submitting a contact form you consent to be contacted and have your contact details held on file until no longer needed. You may also choose to opt in to the Mathemaxioms mailing list.

Cookies

When using the Mathemaxioms website you will be asked if you would like to accept cookies. These cookies contain no personal data and are discarded when you close your browser.

Analytics

Data on site usage is collected for Google Analytics to understand how users interact with the site. It is not shared with anyone else.

Who we share your data with

Your data will only be shared with third parties (other than third party analytical services) where there is a legal requirement for us to do so. Under no circumstances will it be sold on for marketing purposes.

How long we retain your data

For users that register on our website, we store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

Unless a client has specifically asked for information to be erased, client details will be held on file until the end of the following academic year after a student has finished tuition. Financial data will be retained for seven years. When the information is erased, all papers will be shredded to protect the client’s identity and any data held in computer files will be either anonymised or permanently deleted.

What rights you have over your data

If you have an account on this site you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

GDPR statement for one to one tuition

Your personal data will be held in a password-encrypted file stored on a password-protected account and includes:

• Names of student and parent/responsible adult if applicable
• Age or school year group of student
• School/college attended and details of target qualification
• Phone numbers and email addresses of parent/responsible adult and (if provided) student
• Anything else mutually considered relevant to private tuition

All email communication with a student who is in full time education will be copied to the parent/responsible adult. Interaction with clients on social media is only undertaken via the Mathemaxioms official social media accounts. If you choose to opt in to the mailing list, you will occasionally be sent information about additional sessions, services, webinars or discounts relevant to the study of mathematics which may be of interest to you or your acquaintances.

While our tutors will endeavour to ensure that the student makes satisfactory progress through tuition with Mathemaxioms, this cannot be guaranteed. Mathemaxioms cannot be held accountable for the academic success or perceived failure of the student including any errors or omissions in the content of learning materials.