Our Policies

To ensure smooth scheduling and availability for all our students, Dharma Tutoring has the following cancellation policy:

1.  Advance Notice Required:

    • If you need to cancel or reschedule a lesson, please contact us at least 24 hours prior to your scheduled appointment.
    • You can notify us of your cancellation by:

2.  Late Cancellations:

    • If you do not provide at least 24 hours’ notice for a cancellation, the full cost of the missed lesson/s will be charged.
    • This policy helps us manage our schedule efficiently and allows us to offer the slot to other students in need of tutoring.

3.  Emergency Cancellations:

    • We understand that emergencies can happen. If you are unable to provide 24 hours’ notice due to unforeseen circumstances, please contact us as soon as possible. We will assess such situations on a case-by-case basis.

4.  No-Show Policy:

    • If you fail to attend a scheduled lesson without prior notification, it will be considered a “no-show,” and the full lesson fee will be charged.
    • Consistent no-shows may result in a review of your tutoring arrangement to better align with your scheduling needs.

5.  Rescheduling:

    • Lessons can be rescheduled without penalty if we are notified at least 24 hours in advance.
    • We will do our best to accommodate your new preferred time slot, subject to availability.

6.  Prepaid Lessons:

    • For prepaid packages, missed lessons due to late cancellations or no-shows will be deducted from your prepaid hours.
    • Please refer to our prepaid policy for more details.

Thank you for your understanding and cooperation. Your prompt communication helps us provide the best possible tutoring experience for all our students.

To ensure smooth and efficient transactions, Dharma Tutoring has established the following payment policy:

1.  Invoice Payment Terms:

    • All invoices must be paid within 7 days from the date of receipt.
    • Payments can be made via bank transfer as specified on invoices.

2.  Prepaid Lesson Discount:

    • To benefit from discounted lesson pricing, payment for prepaid lessons must be received before the commencement of the first lesson in the package.
    • If payment for prepaid lessons is not received before the first lesson, the full standard price will be invoiced for the attended lessons.

3.  Late Payment Penalty:

    • A 1.25% interest per week will be added to the outstanding balance of any unpaid invoices past the due date.
    • This interest is calculated weekly and will continue to accrue until the full payment is received.

4.  Invoice Disputes:

    • Any claims or disputes arising from invoices must be reported to Dharma Tutoring within seven working days from the date of receipt of the invoice.
    • Please contact us at nicola@dharmatutoring.com or 082 357 2341 to resolve any issues.

5.  Contact and Payment Information:

    • For any questions regarding payments, please reach out to us at nicola@dharmatutoring.com or 082 357 2341.
    • Our banking details for direct deposits will be provided on the invoice.

We appreciate your prompt payment and cooperation, which helps us continue providing quality tutoring services.

At Dharma Tutoring, we offer a discounted pricing structure for lessons purchased in advance as part of our prepaid packages. To ensure clarity and consistency, the following policy applies to all prepaid lessons:

1.  Advance Payment Requirement:

    • To qualify for discounted rates, payment for prepaid lesson packages must be received before the commencement of the first lesson in the package.
    • Proof of Payment (POP) must be submitted prior to the scheduled start time of the initial lesson.

2.  Proof of Payment (POP):

    • POP should be sent to Dharma Tutoring before the lesson begins. This can be in the form of a bank transfer receipt, a confirmation email from a payment service, or any other valid document that verifies the payment.

3.  Pricing for Late POP:

    • If POP is received after the start of the lesson, the standard (non-discounted) hourly rate will be charged for all lesson hours attended until the POP is provided.
    • Once POP is received, any remaining hours in the prepaid package will be charged at the discounted rate.

4.  Discrepancies:

    • Discrepancies between the advance payments made and the actual cost of lessons attended, due to late submission of POP, will be detailed in the monthly attendance record.
    • Clients will receive a breakdown of these discrepancies to ensure transparency.
    • The outstanding balance will be invoiced accordingly.

5.  Cancellations and Rescheduling:

    • The prepaid policy is subject to our standard cancellation and rescheduling policies. Missed lessons or cancellations will be handled according to the terms set forth in these policies.

5.  Prepaid Lesson Credits:

    • Prepaid lessons are valid for 90 days from the date of purchase. The date of purchase is defined as the date on which the funds for the purchased prepaid lesson credits are reflected as cleared in Dharma Tutoring’s bank account.

For any questions or further clarification, please feel free to contact us.

1.  Introduction

This Legal Policy outlines the terms and conditions under which Dharma Tutoring provides tutoring services. By engaging with our services and signing the Client Information Form, you acknowledge that you have read, understood, and agreed to all the terms outlined in this policy.

2. Service Agreement

  • Tutoring Sessions: Dharma Tutoring provides tutoring services on a prepaid and scheduled basis. Sessions may be conducted online or in person, as agreed upon. Clients may opt for end-of-month invoicing, subject to prior approval. Invoices must be settled within the agreed payment terms to avoid service disruption.
  • Prepaid Lessons: Prepaid lesson credits are valid for 90 days from the date of purchase. The date of purchase is defined as the date on which funds for the purchased prepaid lesson credits are reflected as cleared in Dharma Tutoring’s bank account.
  • Session Duration & Punctuality: Each session runs for the agreed-upon duration. Late arrivals do not extend the session beyond the scheduled time.

3. Exam Preparation Services

  • Exam-focused tutoring sessions are tailored to assist with revision and test-taking strategies.
  • Dharma Tutoring does not provide or endorse cheating, plagiarism, or unauthorised access to exam materials.
  • While every effort is made to prepare students thoroughly, Dharma Tutoring does not guarantee specific results.

4. Cancellations & Rescheduling

  • Client Cancellations: Cancellations or rescheduling requests must be made at least 24 hours in advance to avoid forfeiting the session. If a session is cancelled with less than 24 hours’ notice or the client fails to attend, the session fee is non-refundable and non-transferable.
  • Emergency Exceptions:  In the event of a medical emergency or unforeseen circumstance, Dharma Tutoring may, at its discretion, allow a one-time rescheduling of a missed session. Supporting documentation (e.g., medical note) may be required.
  • Tutor Cancellations: If Dharma Tutoring needs to cancel a session, the client will be offered an alternative session or a credit towards a future booking.

5. Payments & Refunds

  • Payment Terms: Payments must be made in advance for all sessions. Lessons will not be scheduled without prior payment.

  • Refunds: Prepaid lessons are non-refundable. If Dharma Tutoring cancels a session and an alternative session cannot be arranged, a refund may be considered at our discretion.

  • Missed Sessions: Missed sessions due to the client’s absence (without prior notice) will not be refunded or rescheduled.

6. Code of Conduct

  • Respect & Behaviour: Dharma Tutoring fosters a respectful learning environment. Clients are expected to conduct themselves professionally during sessions. Any form of abusive, disrespectful, or disruptive behaviour may result in immediate termination of services without a refund.

  • Parent/Guardian Involvement: For minors, parents or guardians are encouraged to monitor online sessions and maintain communication with the tutor regarding progress.

7. Liability & Disclaimer

  • No Guarantee of Results: Dharma Tutoring provides personalised tutoring services, but we do not guarantee specific academic results or outcomes. The student’s progress depends on various factors, including their effort and engagement.
  • Limitation of Liability: Dharma Tutoring shall not be held liable for any indirect, incidental, or consequential damages arising from the use of our services.

8. Privacy & Confidentiality

  • Data Protection:  Dharma Tutoring respects your privacy and handles all client information in accordance with applicable data protection laws. Personal information collected through the Client Information Form will only be used for tutoring purposes and will not be shared without consent, except as required by law.
  • Session Confidentiality: The content of tutoring sessions is confidential. Clients agree not to record or distribute session materials without prior written consent.

9. Amendments & Updates

  • Dharma Tutoring reserves the right to update this Legal Policy as needed. Clients will be notified of significant changes, and continued use of our services constitutes acceptance of the revised terms. 

1.  Introduction

Welcome to Dharma Tutoring! We are committed to safeguarding the privacy of our clients. This Privacy Policy explains how we collect, use, and protect your personal information. By using our services, you agree to the terms outlined in this policy.

2.  Information We Collect

We collect and process the following types of personal information:

  • Personal Identification Information: Name, email address, phone number, and postal address.
  • Educational Information: Academic records, learning preferences, and tutoring session details.
  • Payment Information: Billing details and transaction records.
  • Technical Information: IP address, browser type, and usage data for online sessions.

3.  How We Use Your Information

Your information is used to provide and improve our tutoring services, including:

  • Scheduling and managing tutoring sessions.
  • Customising tutoring plans to meet individual needs.
  • Communicating with you about our services and updates.
  • Processing payments and managing accounts.
  • Enhancing the security and functionality of our website and online platforms.

4.  Legal Basis for Processing

We process your personal data based on the following legal grounds:

  • Consent: Where you have given explicit consent for us to process your information.
  • Contract: Processing necessary information to perform our services for you.
  • Legal Obligation: Complying with legal requirements.
  • Legitimate Interest: Processing based on our legitimate interest to provide and improve our services.

5.  Data Security

We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have implemented appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online.

6.  Sharing Your Information

We do not sell, trade, or otherwise transfer your personal information to third parties, except as required by law or with your explicit consent. We may share your information with trusted partners who assist us in operating our website, conducting our business, or servicing you, as long as they agree to keep this information confidential.

7.  Your Rights

You have the following rights regarding your personal data:

  • Access: You can request a copy of the personal information we hold about you.
  • Correction: You can ask us to correct any inaccuracies in your information.
  • Deletion: You can request the deletion of your personal data under certain conditions.
  • Objection: You can object to the processing of your data based on legitimate interests.
  • Portability: You can request that we transfer your data to another service provider.

8.  Retention of Your Information

We retain your personal information only for as long as necessary to fulfil the purposes for which we collected it or as required by law. Once your data is no longer needed, we will securely delete or anonymise it.

9.  Cookies and Online Tracking

Our website may use cookies to enhance your browsing experience. Cookies are small files that a site or its service provider transfers to your computer’s hard drive through your web browser (if you allow) that enables the site’s or service provider’s systems to recognise your browser and capture and remember certain information.

10.  Changes to Our Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the new policy on our website and, where appropriate, contacting you via email.

11.  Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your personal information, please contact us at:

Dharma Tutoring
Email: nicola@dharmatutoring.com
Phone: 082 357 2341
Postal Address: 17a Lawrance Street, Sunnyside, Grahamstown, Eastern Cape, South Africa.

Thank you for trusting Dharma Tutoring with your personal information. We are committed to providing a safe and personalised learning experience for all our clients.

If you have any questions or need further assistance, please feel free to contact us.