Terms and Conditions
Company Name: York Medic Tutors
Effective Date: 28th June 2026
Last updated: 28th June 2026
Please read these Terms and Conditions carefully before confirming your booking. By booking tuition, purchasing courses, or utilizing any services provided by York Medic Tutors, you (the “Client”, “Student”, or “Parent/Guardian”) agree to be legally bound by this agreement.
1. Structure of Service & Agency Status
1.1 York Medic Tutors acts as an introductory agency and agent on behalf of the individual private tutor (“the Tutor”). The contract for the actual delivery of tuition services is directly between the Client and the Tutor.
1.2 The Company interviews, assesses, and checks references for all Tutors. All Tutors are subject to a mandatory Enhanced Disclosure and Barring Service (DBS) check before commencing work.
2. Fees, Invoicing, and Payment
2.1 The billing and invoicing process is entirely managed under the control of York Medic Tutors. Invoices are created based on lesson logs submitted by the Tutor.
2.2 Payments must be made to York Medic Tutors within 7 days of the invoice issue date.
2.3 If any payments are delayed by a Client, York Medic Tutors will send the Client 1 reminder once per week, at a minimum, until the payments are made. Should the payment is late and after 3 reminders are sent, York Medic Tutors reserve the right to apply late payment charges and/or end tuition until payment is made.
2.4 Late payment charges are 10% per week of the amount owed.
2.5 Payments must never be made directly to the Tutor at any time. Any payment made outside the Company platform constitutes a material breach of these terms.
3. Non-Solicitation and Private Arrangements
3.1 The Client is strictly prohibited from making private tuition arrangements (directly or indirectly) with any Tutor introduced to them by York Medic Tutors.
3.2 Should a Client breach this obligation and contract a Tutor privately, the Client will be liable to account to York Medic Tutors for all sums paid to the Tutor without deduction. The Company reserves the right to seek an injunction to prevent further breaches and claim damages for lost agency revenue. This obligation shall continue notwithstanding termination of this agreement.
4. Cancellation and Lateness Policy
4.1 If a Student needs to cancel or reschedule a scheduled lesson, they must notify the Tutor directly at least 24 hours in advance.
4.2 Any lessons cancelled or rescheduled with less than 24 hours’ notice will be charged at ½ rate, and no refund will be issued. The only exception is if a valid reason is given, eg the child is ill.
4.3 If a Student does not arrive within 15 minutes, the lesson may be ended at the Tutor’s discretion, and the session will be billed at ½ rate. These may be waived at the discretion of the individual tutors. If the Student arrives late within the 15-minute window, the session will still conclude at its originally scheduled time.
4.4 If a Tutor cancels a lesson, the Student will not be charged. The hour credit will be preserved, and the lesson will be rearranged at a mutually acceptable time.
4.5 Bookings for non-recurring group events and digital resource access are non-refundable once booked, subject to statutory consumer cooling-off periods.
4.6 Cancellations by the Client of more than 3 weeks consecutively, or those which York Medic Tutors comprehends as unreasonable or regular cancellations, will be considered for termination of the contract, at York Medic Tutors discretion.
5. Satisfaction Guarantee & Tutor Substitutions
5.1 If a Student is genuinely dissatisfied with the Tutor introduced during their very first session, York Medic Tutors will waive the fee for that first lesson and arrange an alternative Tutor at no extra cost, provided feedback is given within 48 hours of the initial session.
5.2 Private tuition hours are intended to be utilised with one primary Tutor. However, in the event of Tutor illness, long-term unavailability, or specific educational requirements, York Medic Tutors reserves the right to organise a qualified substitute or additional Tutor in communication with the Client.
5.3 A tutor can terminate tuition with a Client with 2 weeks of notice.
6. Safeguarding, Ethical Practice, and Conduct
6.1 Both Tutors and Students are expected to be professional, polite, and prompt. The Company operates a zero-tolerance policy towards abusive behaviour, harassment, or discrimination.
6.2 Tutors will guide, explain, and support medical/university admissions applications (including personal statements and mock interviews). However, Tutors will not write, ghostwrite, or commit academic plagiarism on behalf of the student. York Medic Tutors reserves the right to terminate services immediately without refund if unethical practices or plagiarism are requested or discovered, as outlined in our Safeguarding Notice.
7. Limitation of Liability and Disclaimers
7.1 While York Medic Tutors provides highly specialised medical and science preparation, we cannot guarantee specific exam results, UCAT/GCSE/A-Level scores, or successful admission into medical schools or universities. Admission choices remain at the sole discretion of the respective educational institutions.
7.2 Our total liability to you under this Contract is strictly limited to the total fees paid by you to us in respect of the specific services giving rise to the claim. We do not exclude or limit liability for death or personal injury caused by negligence, fraud, or any liability that cannot be legally limited under English law.
7.3 We will not be liable for any failure or delay in performing our services where we are prevented from doing so by an event outside our reasonable control (e.g., natural disasters, public health emergencies, widespread technical infrastructure blackouts).
8. Data Protection (GDPR)
8.1 Both York Medic Tutors and the Client warrant compliance with UK GDPR and the Data Protection Act 2018, updated by the Data (Use and Access) Act 2025. Personal data shared during the booking process will be processed solely to administer the tuition services, coordinate schedules, and ensure safeguarding compliance, as outlined in our Privacy Notice.
9. Confidentiality
9.1 The Client agrees that they will not share any confidential information regarding the tutor(s) or York Medic Tutors to any person notwithstanding termination of this agreement, save as required by law.