1. Introduction
These Terms and Conditions ("Terms") govern the relationship between EdifyPod Learning ("EdifyPod", "we", "us", "our") and clients ("you", "the client") who engage our tutoring and educational services. By booking a session or programme with EdifyPod, you agree to be bound by these Terms.
EdifyPod Learning is operated by Wide Arrow Ltd (Company No. 15399489), registered in England and Wales. Registered Office: 41 Hillview Road, Orpington, BR6 0SE. For queries, contact us at info@edifypod.co.uk or call +44 7575 075710.
Please read these Terms carefully before using our services. Your access to and use of our services is conditioned on your acceptance of and compliance with these Terms.
2. Services
EdifyPod provides private tutoring and educational coaching services including, but not limited to, 7+ and 11+ preparation, SATs preparation, GCSE tutoring, A-Level tutoring, and specialist programmes. Sessions may be delivered online or in person as agreed at the point of booking.
Session frequency: Our programmes target an average of approximately 4 sessions per calendar month. Actual session numbers will vary due to school holidays, bank holidays, and other scheduling factors. No guarantee is made as to the delivery of any specific minimum number of sessions in any individual month or year unless expressly agreed in writing at the time of booking.
Session duration: Sessions are 60 minutes in duration unless otherwise specified in writing at the time of booking. Session duration may be adjusted by mutual written agreement. Minor variations of up to 10 minutes per session will not give rise to any right of compensation or refund.
3. Booking and Payment
All bookings are subject to tutor availability and confirmation by EdifyPod. A programme commences only once payment or a payment arrangement has been agreed and confirmed in writing.
Fees are as quoted at the time of booking and are due in advance of the relevant session or programme period unless otherwise agreed in writing. All prices are quoted in British Pounds (GBP) and are exclusive of VAT unless otherwise stated.
We accept payment via bank transfer, credit/debit card, and other methods as specified at the time of booking.
Price changes for existing subscribers: For clients on a rolling monthly subscription, EdifyPod will provide no less than 30 days' written notice of any fee change. If you do not wish to accept the revised fee, you may cancel your subscription in accordance with Section 4.2 before the new rate takes effect. Continued subscription after the effective date constitutes acceptance of the revised fees. Price changes do not affect annual programmes already confirmed and paid in full.
4. Cancellation Policy
The following cancellation terms apply depending on the type of booking. All cancellation requests must be submitted in writing to info@edifypod.co.uk only. Notice submitted by phone, text message, WhatsApp, or social media does not constitute valid written notice for the purposes of this section.
4.1 Individual 1:2:1 Sessions
- Cancellations or rescheduling requests must be made at least 48 hours before the scheduled session.
- Cancellations or rescheduling requests made with less than 48 hours' notice will be charged at the full session rate.
- Genuine emergency exception: A genuine emergency is limited to: (a) sudden hospitalisation of the student or a member of the student's immediate household, evidenced by medical documentation upon request; or (b) bereavement of an immediate family member. EdifyPod reserves the right to request reasonable supporting evidence before waiving the late cancellation charge. Emergency waivers are limited to two per rolling 12-month period per student. All other circumstances, including illness without hospitalisation, are subject to the standard 48-hour policy.
4.2 Monthly Tutoring Subscription
- To cancel a monthly tutoring subscription, written notice must be received by EdifyPod at least 30 calendar days prior to your next billing date. For example, if your billing date is the 1st of the month, written notice must be received by EdifyPod no later than the 1st of the preceding month. Notice received after this point will take effect from the billing date one month later, and the intervening month's fee will remain payable in full.
- No refunds will be provided for sessions already attended or for partial month usage following cancellation.
4.3 Annual Tutoring Subscription
- 14-day statutory cooling-off right: As a consumer contracting at a distance, you have a legal right to cancel within 14 calendar days of the date of your confirmed booking (Consumer Contracts Regulations 2013). To exercise this right, you must notify EdifyPod in writing within 14 days. If you have attended any session during the cooling-off period, the right is partially lost in respect of those sessions and a proportionate deduction will be applied to any refund issued.
- After the 14-day cooling-off period has expired, annual tutoring subscriptions are non-refundable and non-transferable. No pro-rata refund will be issued for early termination.
- Early termination after the cooling-off period will be considered only where EdifyPod is in material breach of these Terms and has failed to remedy that breach within 14 days of receiving written notice from you specifying the breach.
- If EdifyPod is unable to fulfil the annual programme due to circumstances within our control, we will offer a suitable alternative arrangement or a pro-rata credit for the remaining unfulfilled sessions.
4.4 Cancellations by EdifyPod
- We reserve the right to cancel or reschedule sessions due to tutor illness, emergency, or other operational circumstances.
- Where EdifyPod cancels a session, we will provide as much notice as possible and offer an alternative time slot or a session credit. In the event that no suitable alternative can be agreed, a full refund for that individual session will be provided.
5. Refund Policy
Refunds are only available in specific circumstances as outlined in our Cancellation Policy (Section 4) and our 30-Day Progress Guarantee (Section 17). Outside of these provisions, all fees are non-refundable.
- All refund requests must be submitted in writing to info@edifypod.co.uk.
- Approved refunds will be processed within 14 working days of approval and issued to the original payment method used at the time of booking.
- No refunds will be provided for sessions already attended or for partial course completions outside of the 30-Day Progress Guarantee.
Chargebacks and payment disputes: You agree not to initiate a chargeback, payment reversal, or dispute with your bank or card provider without first notifying EdifyPod in writing and allowing 14 working days for EdifyPod to respond. Any chargeback initiated without following this process will be treated as a material breach of these Terms, and EdifyPod reserves the right to suspend all services with immediate effect and pursue recovery of the disputed amount together with any associated processing costs and fees.
6. Client and Student Conduct
We expect all clients and students to:
- Treat EdifyPod tutors, staff, and fellow students with respect and professionalism at all times.
- Ensure the student is present and ready for sessions at the agreed time and arrives punctually.
- Complete assigned work and homework to the best of the student's ability.
- Maintain appropriate behaviour during both online and in-person sessions.
- Provide a safe, appropriate, and distraction-free environment for in-person or online sessions.
- Ensure all relevant exam board and school information is accurately communicated at the outset.
Where reasonably practicable, EdifyPod will issue a written warning before suspending or terminating services. However, in cases of serious misconduct, EdifyPod reserves the right to suspend or terminate services with immediate effect and without refund. Serious misconduct includes, but is not limited to, threatening, abusive, or discriminatory behaviour directed at a tutor or member of staff, or any conduct that endangers the safety or wellbeing of others.
7. Non-Solicitation
By engaging EdifyPod's services, you agree not to directly or indirectly engage, solicit, employ, or contract with any tutor or member of staff introduced to you through EdifyPod, other than through EdifyPod's services, for a period of 24 months from the date of your last session or the termination of your agreement with EdifyPod, whichever is later.
In the event of a breach of this clause, EdifyPod reserves the right to invoice you for a placement fee equal to 12 months of the applicable session rate for the tutor in question. You agree this represents a genuine pre-estimate of EdifyPod's loss and not a penalty. This right is in addition to any other remedy available to EdifyPod at law or in equity.
8. Online Sessions
For online tutoring sessions, the following applies:
- Students must have appropriate technology (a computer or tablet with a working camera and microphone) and a stable internet connection.
- EdifyPod is not responsible for technical issues on the student's end that prevent attendance or reduce session quality.
- Recording of sessions by clients is prohibited without prior written permission from EdifyPod.
- EdifyPod may record sessions for quality assurance, safeguarding, and training purposes. Explicit recording consent will be sought from a parent or guardian via a separate consent form before the first session. Withdrawal of recording consent must be submitted in writing to info@edifypod.co.uk and will take effect from the next scheduled session.
- Parents and guardians may observe online sessions but should not interfere with the teaching process.
- All participants must maintain appropriate conduct throughout video sessions.
9. Safeguarding
EdifyPod Learning is committed to safeguarding and promoting the welfare of children and young people.
- All EdifyPod tutors undergo enhanced DBS (Disclosure and Barring Service) checks prior to working with students.
- Our staff and tutors receive regular safeguarding training.
- We follow strict safeguarding policies and procedures at all times.
- Where EdifyPod has reasonable cause to believe a child is at risk of harm, we are legally required to refer the matter to the relevant statutory authorities (including local authority children's services or the police) in accordance with our safeguarding obligations under applicable law. This duty applies regardless of parental or guardian consent and cannot be waived or overridden by agreement.
10. Tutor Assignment
EdifyPod will use reasonable endeavours to match each student with the most suitable available tutor. In the event that a tutor becomes unavailable, EdifyPod will notify the client within 5 working days and provide a suitable replacement with as much notice as possible.
If a client is not satisfied with the proposed replacement, they may, within 10 working days of notification, request an alternative tutor. If no suitable alternative can be agreed within 14 days of the original notification, the client may cancel their subscription without penalty solely on the basis of the tutor change. This right does not apply where the tutor change is temporary (less than 4 consecutive weeks) or where the replacement tutor holds equivalent qualifications and experience.
11. Results and Outcomes
While EdifyPod is committed to delivering the highest quality tutoring and achieving the best possible outcomes for every student, we cannot guarantee specific examination results or school offers. Academic results depend on many factors including student effort, attendance, and individual circumstances beyond our control.
All teaching is provided in good faith and represents our best professional efforts. Statistics quoted on our website represent historical performance across our student cohort and are not a guarantee of individual outcomes. No oral or written representation made by EdifyPod staff, tutors, or agents outside of these Terms shall be construed as a guarantee of any specific academic result or school place.
12. Confidentiality and Data Protection
EdifyPod treats all client and student information with strict confidentiality. We are committed to protecting your privacy and handling your personal data in accordance with the UK GDPR and Data Protection Act 2018.
- We collect and process personal data that is necessary for the provision of our services.
- Your data will not be shared with third parties without your consent, except where required by law.
- You have the right to access, correct, or request deletion of your personal data.
Please refer to our Privacy Policy for full details of how we handle personal data.
13. Intellectual Property
All materials, resources, worksheets, and content provided by EdifyPod tutors remain the intellectual property of EdifyPod Learning (Wide Arrow Ltd). Materials may not be reproduced, distributed, or used commercially without prior written consent from EdifyPod.
14. Limitation of Liability
EdifyPod's total liability to any client is limited to the fees paid for the specific sessions or programme to which any claim relates. EdifyPod accepts no liability for indirect, incidental, special, consequential, or punitive damages arising from the provision or non-provision of services.
Nothing in these Terms excludes or limits our liability for: (a) death or personal injury caused by our negligence; (b) fraud or fraudulent misrepresentation; or (c) any matter for which it would be unlawful to exclude or limit liability.
Claims notification: Any complaint or claim arising from a specific session or incident must be notified to EdifyPod in writing within 30 days of the date of the relevant session or incident. EdifyPod will not accept liability for claims notified outside this period, subject to your statutory rights as a consumer.
15. Force Majeure
EdifyPod shall not be liable for any failure or delay in performing our obligations where such failure or delay results from circumstances beyond our reasonable control, including but not limited to acts of God, war, flood, fire, natural disaster, pandemic, government restrictions, or failure of telecommunication systems. In such circumstances, we will endeavour to reschedule affected sessions as soon as reasonably practicable.
16. Governing Law and Dispute Resolution
These Terms and Conditions are governed by the laws of England and Wales.
In the event of any dispute arising from these Terms or our services, both parties agree to first attempt to resolve the matter informally by contacting EdifyPod at info@edifypod.co.uk. If informal resolution is not possible within 28 days, both parties agree to attempt mediation before pursuing legal action.
Any disputes that cannot be resolved by the above means shall be subject to the exclusive jurisdiction of the courts of England and Wales. If you are a consumer, you may also refer unresolved complaints to a certified ADR provider via Citizens Advice (citizensadvice.org.uk).
17. 30-Day Progress Guarantee
EdifyPod offers a 30-Day Progress Guarantee to eligible students who hold both an active tutoring programme and an active EdifyPod Nexus subscription throughout the claim period. The guarantee applies to the first 30 days of a new enrolment only. If your child does not demonstrate measurable academic progress within this period, you may request a refund of the tutoring fees paid for that period, subject to all conditions below being satisfied in full.
Eligibility Conditions
To be eligible to claim, every one of the following conditions must be met during the 30-day period:
- Full attendance: Your child must attend every scheduled tutoring session in full, on time, and without early departure. Any missed or partially attended session disqualifies the claim entirely.
- Homework completion: All homework tasks set by the tutor must be completed in full and submitted by the agreed deadline for each session.
- Daily practice: Your child must complete a minimum of 20 minutes of active practice on the EdifyPod Nexus platform on each of the 30 consecutive days from the date of purchase. Days on which the EdifyPod Nexus platform was confirmed unavailable due to a technical outage on EdifyPod's side will not count against this requirement. Progress data is recorded automatically and will be reviewed as part of any claim.
- Active Nexus subscription: An active EdifyPod Nexus subscription must be maintained without interruption throughout the entire 30-day period.
- Parental engagement: A parent or guardian must attend the initial consultation, review progress reports issued during the 30-day period, and act on any recommendations made by the assigned tutor.
- Communication: Any concerns regarding progress must be raised with EdifyPod in writing within the 30-day period, not retrospectively. EdifyPod reserves the right to address concerns before any refund is considered.
Claim Process
- Claims must be submitted no earlier than day 30 and no later than day 35 from the confirmed start date of the course. Claims received outside this window will not be accepted.
- To submit a claim, email info@edifypod.com with the subject line "30-Day Guarantee Claim", your child's full name, enrolment date, and a description of your concern.
- EdifyPod will review the claim within 5 working days, examining attendance records, homework submissions, and Nexus platform activity logs.
- If all eligibility conditions are confirmed to have been met, a refund of tutoring fees for that period will be processed within 14 working days to the original payment method.
Exclusions
- The guarantee applies to the first 30 days of a new enrolment only and cannot be claimed more than once per student or household.
- It does not apply to individual session bookings, one-off assessments, or add-on services (mock exams, materials, etc.).
- It does not apply where the client does not hold an active and uninterrupted EdifyPod Nexus subscription for the full 30-day period.
- EdifyPod reserves the right to decline a claim where attendance, homework, or practice records do not satisfy the conditions above.
- "Measurable progress" is assessed by EdifyPod at its reasonable discretion, based on baseline assessment scores recorded at the start of the course compared with assessments completed during the 30-day period. EdifyPod's assessment is final.
18. Severability
If any provision of these Terms is held to be unenforceable or invalid by a court of competent jurisdiction, such provision will be changed and interpreted to accomplish the objectives of that provision to the greatest extent possible under applicable law. The remaining provisions will continue in full force and effect.
19. Entire Agreement
These Terms and Conditions, together with our Privacy Policy, constitute the entire agreement between you and EdifyPod Learning (Wide Arrow Ltd) in relation to our services. They supersede all prior agreements, representations, and understandings between the parties relating to the same subject matter.
No representation, warranty, or statement made by EdifyPod staff, tutors, or agents outside of these Terms and the Privacy Policy (whether oral, written, or electronic) forms part of this agreement or shall be relied upon as a commitment by EdifyPod, unless expressly confirmed in writing by a director of Wide Arrow Ltd.
20. Changes to These Terms
EdifyPod reserves the right to update these Terms and Conditions at any time. Where a revision is material, we will provide at least 30 days' written notice by email. If you do not wish to accept the revised terms, you must cancel your subscription in accordance with Section 4 before the effective date. Continued use of our services after the effective date constitutes acceptance of the updated terms.
21. Contact Us
EdifyPod Learning (Wide Arrow Ltd)
- Email: info@edifypod.co.uk
- Phone: +44 7575 075710
- Address: London, United Kingdom
By using EdifyPod Learning's services, you acknowledge that you have read and understood these Terms and Conditions and agree to be bound by them.