Alpha Academics Tutoring (ABN: 36 335 306 636) (Alpha, we, us)
1) Definitions
1.1 Student Party / Parent Party / you means the parent/guardian responsible for the booking and payment, and/or the student if aged 18+.
1.2 Student means the child/student receiving tutoring (and any additional student included in the booking).
1.3 Tutor means a contractor engaged by Alpha to deliver tutoring services.
1.4 Session means a booked tutoring lesson.
1.5 Booking Confirmation means Alpha’s written confirmation (email/SMS/WhatsApp) confirming: student details, subject(s), session frequency, session length, mode (online/in-person), location or online platform/link, start date, hourly rate, and payment schedule.
1.6 Approved Venue means the venue confirmed in the Booking Confirmation for an in-person Session.
1.7 Approved Platform means the online platform(s) and links approved by Alpha for online Sessions.
1.8 Trial Lesson means a Session designated by Alpha as a trial for a particular Student and subject.
1.9 Term Booking means a booking arrangement where you prepay/commit to Sessions for a defined period (e.g., a school term).
1.10 Non-Term Arrangement means any arrangement that is not a Term Booking (e.g., pay-as-you-go, weekly, fortnightly, or another cadence agreed by Alpha in special circumstances).
2) Bookings, changes and communication (Alpha only)
2.1 All bookings and all changes must go through Alpha. This includes scheduling, rescheduling, cancellations, lesson mode/venue/platform changes, complaints, and requests to change Tutors.
2.2 No Session is authorised unless Alpha confirms it in writing (Booking Confirmation).
2.3 You must not privately arrange or agree changes directly with a Tutor. Any direct conversation with a Tutor does not amend a booking unless Alpha confirms the change in writing.
2.4 Alpha may update or reallocate Tutor assignments where reasonably required for operational reasons (e.g., availability, safety, performance, scheduling).
3) Fees and payments (Alpha only)
3.1 All payments must be made to Alpha only. You must not pay a Tutor directly under any circumstances.
3.2 Fees are charged at the hourly rate confirmed in the Booking Confirmation (the Agreed Rate).
3.3 Alpha may require payment in advance (including for Term Bookings and holiday blocks) as stated in the Booking Confirmation/invoice.
3.4 If an invoice is overdue, Alpha may pause Sessions until payment is received.
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Trial Lessons and Term Bookings
4) Trial Lesson policy (full fee; one per Student per subject)
4.1 A Trial Lesson, if offered, is a full-fee Session charged at the Agreed Rate (the same rate used for regular Sessions).
4.2 Trial Lesson limitation: Unless Alpha agrees otherwise in writing, there is a maximum of one (1) Trial Lesson per Student per subject.
4.3 After the Trial Lesson, you may:
(a) discontinue tutoring for that Student/subject; or
(b) request a change of Tutor if you are unsatisfied. Alpha will use reasonable efforts to accommodate a change, subject to Tutor availability, scheduling and location.
5) Progression into a Term Booking (acceptance)
5.1 If you confirm you wish to continue after the Trial Lesson (including by written confirmation, paying a term invoice, or continuing with scheduled Sessions), the booking automatically progresses into a Term Booking at the Agreed Rate and schedule (unless Alpha confirms a change in writing).
5.2 Once a Term Booking is accepted, Alpha reserves Tutor capacity and commits scheduling for your allocated time.
6) Strict no-refund policy after Term Booking acceptance
6.1 Once a Term Booking is accepted and paid (in full or part), Term Booking fees are strictly non-refundable for change of mind, discontinuation, scheduling preference changes, or non-attendance, except where a refund is required by law.
6.2 Nothing in these Terms excludes, restricts or modifies any non-excludable rights you have under the Australian Consumer Law (ACL). Where a refund is required by law, Alpha will provide the legally required remedy.
7) Discretionary refunds (special circumstances) — 50% cancellation fee
7.1 This clause applies only where Alpha is not legally required to provide a refund, but chooses to do so as a goodwill exception.
7.2 If Alpha, in its absolute discretion, agrees to a discretionary refund in genuine special circumstances, Alpha may deduct a cancellation fee equal to 50% of the unused/remaining fees, reflecting reserved Tutor capacity, administrative costs and lost booking opportunity. The balance (if any) will be refunded to the original payer.
7.3 This 50% cancellation fee does not apply where a refund is required by law.
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Discontinuation, rescheduling and missed sessions
8) Discontinuation (ending lessons)
8.1 Term Bookings (48 hours’ notice):
(a) If you wish to discontinue attending Sessions during a Term Booking, you must notify Alpha in writing at least 48 hours before the next scheduled Session.
(b) Alpha will confirm the effective discontinuation date in writing.
(c) Term Booking fees remain payable in full and are non-refundable (except where required by law). Any Session scheduled within the 48-hour notice window may be treated as delivered/forfeited.
8.2 Non-Term Arrangements (4 weeks’ notice):
(a) If your arrangement is pay-as-you-go, weekly, fortnightly, or any other Non-Term Arrangement, you must provide 4 weeks’ written notice to discontinue.
(b) Sessions scheduled within the notice period remain payable and will continue unless Alpha confirms otherwise in writing.
(c) If you stop attending without providing the required notice, Alpha may invoice for Sessions that would have occurred during the notice period (subject to any non-excludable rights under law).
8.3 Operational confirmation: Discontinuation is only effective once Alpha acknowledges it in writing and confirms the effective date (and, for Non-Term Arrangements, the end of the 4-week notice period).
9) Rescheduling, cancellations and missed sessions (per Session)
9.1 All rescheduling/cancellation requests must be made to Alpha directly.
9.2 Recommended notice is 48 hours.
9.3 Late cancellation / no-show: If less than 48 hours’ notice is given, or the Student does not attend, the Session may be treated as delivered/forfeited and no refund, credit or make-up Session will be provided, except where Alpha agrees in writing due to genuine special circumstances.
9.4 If Alpha must cancel due to Tutor unavailability (e.g., illness/emergency), Alpha will use reasonable efforts to reschedule, provide a suitable alternative Tutor, or provide a credit/other remedy as required by law.
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In-person and online session rules (Parent/Student obligations)
10) In-person Sessions — Approved Venue, supervision, visibility and safety
10.1 Approved Venue only: In-person Sessions must occur only at the Approved Venue stated in the Booking Confirmation. Any change of address/venue must be requested through Alpha and is not effective unless Alpha confirms it in writing.
10.2 Supervision (Students under 18): For in-home Sessions, a parent/guardian (or responsible adult approved by the parent/guardian) must be present at the premises and reasonably accessible for the duration of the Session, unless Alpha confirms a public venue arrangement.
10.3 Appropriate space / visibility: Sessions must take place in a suitable common area (e.g., living area/study) or an observable public area (e.g., library). Sessions must not occur in bedrooms, locked rooms, or secluded areas.
10.4 Safety and conduct: You must provide a safe environment and ensure the Tutor can safely enter/exit. No harassment, discrimination, threats or unsafe conduct is permitted.
10.5 Pets and hazards: Pets must be secured away from the Session area unless otherwise agreed. The Session space must be safe, well-lit and free of hazards.
10.6 No transport: You acknowledge and agree Tutors will not transport Students. Transport is the Student Party’s responsibility.
11) Online Sessions — Approved Platform and security
11.1 Online Sessions must occur only via the Approved Platform and links provided/approved by Alpha.
11.2 You must not share meeting links, passwords, or invites with unauthorised persons and must take reasonable steps to prevent unauthorised access.
11.3 You are responsible for suitable internet access, a suitable device, and an appropriate learning environment. If an online Session cannot proceed due to issues on the Student Party’s side (including connectivity/device issues), the Session may be treated as delivered/forfeited, subject to Alpha’s discretion in special circumstances.
12) Recording and images (strict)
12.1 No recording: You must not audio/video record any Session and must not take screenshots of online Sessions unless Alpha authorises in writing and all required consents are obtained (including the Tutor’s consent).
12.2 You must not request that a Tutor record Sessions or provide recordings unless Alpha authorises it in writing.
13) Professional boundaries, gifts and conduct
13.1 You must not request or pressure a Tutor to breach Alpha’s child-safety rules or professional boundaries.
13.2 You must not offer gifts, money or favours to a Tutor unless Alpha approves in writing.
13.3 You must treat Tutors respectfully and comply with reasonable instructions relevant to safety and lesson delivery.
14) Incidents and child-safety concerns
14.1 You must promptly notify Alpha of any safety concern, boundary issue, complaint, injury, or incident connected with Sessions.
14.2 If you believe a person is in immediate danger, contact emergency services first.
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Non-circumvention (no private lessons outside Alpha)
15) No private tutoring outside Alpha — $5,000 liquidated damages + indemnity
15.1 You must not, during the term of these Terms & Conditions and for 12 months after the last Session, directly or indirectly:
(a) engage any Tutor introduced by Alpha to you for paid tutoring services outside Alpha; or
(b) arrange, encourage or participate in any booking/payment/lesson arrangement intended to bypass Alpha.
15.2 Liquidated damages and indemnity (Option A):
If you breach clause 15.1, you agree to pay Alpha $5,000 AUD as liquidated damages, being a genuine pre-estimate of Alpha’s loss and/or a reasonable amount to protect Alpha’s legitimate business interests (including recruitment and onboarding costs, training and quality assurance costs, administrative and systems costs, and lost revenue/opportunity).
In addition, you indemnify Alpha against any reasonable additional loss suffered by Alpha as a result of the breach to the extent that loss exceeds $5,000 AUD, including reasonable legal costs incurred in enforcing these Terms & Conditions.
15.3 No penalty; read-down: Clause 15.2 is not intended to operate as a penalty. If a court determines clause 15.2 is unenforceable in whole or in part, the parties intend it be read down to the maximum extent permitted by law so it remains enforceable.
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Complaints, privacy and legal
16) Complaints
16.1 Complaints must be made directly to Alpha. Alpha may share relevant feedback with the Tutor for quality assurance.
17) Privacy
17.1 Alpha collects and uses personal information to arrange and deliver tutoring services (including scheduling, matching Tutors, invoicing, communications and service quality).
17.2 You consent to Alpha contacting you via email/SMS/WhatsApp for operational communications (scheduling, reminders, invoices, and service updates).
18) Australian Consumer Law
18.1 Nothing in these Terms excludes, restricts or modifies any non-excludable rights you have under the ACL, including consumer guarantees and legally required remedies.
19) General
19.1 Governing law: New South Wales, Australia.
19.2 Severability: If any provision is unenforceable, it will be read down or severed to the extent necessary and the remainder remains in force.
19.3 Entire agreement: These Terms & Conditions + the Booking Confirmation form the entire agreement for booked services.
19.4 Updates: Alpha may update these Terms for future services. Updated terms will not apply to an already accepted and paid Term Booking unless required by law or agreed in writing.
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Term Dates:
• Term 1: Monday 2 February to Thursday 2 April
• Term 2: Wednesday 22 April to Friday 3 July
• Term 3: Tuesday 21 July to Friday 25 September
• Term 4: Tuesday 13 October to Thursday 17 December
