Terms of service

CLIENT TERMS AND CONDITIONS

You must take the time to read and understand these terms and conditions (‘these Terms and Conditions’) before registering as a client with Prelude Education Limited.

1. Definitions and Interpretation

In these Terms and Conditions, the following words and expressions shall have the following meanings:

1.1. ‘Prelude Education’ refers to Prelude Education Limited (Company Registration Number 14121053) whose registered office is situated at 2 Yarmouth Road, Hales, Norwich, England, NR14 6SP.

1.2. ‘Assignment’ refers to the Tuition Course to be provided by Prelude Education to the Client.

1.3. ‘Client’ refers to an individual, entity, or organisation who is a purchaser or prospective purchaser of tutoring services supplied by Prelude Education, provided that, where the Student is an individual under 18 years of age at the time of completion of the Client Registration Form, the Client must be the parent or guardian of the Student.

1.4. If the Client is an individual over 18 years of age and requires the tutoring services for themselves, that individual will also be the Student.

1.5. If the Client is an entity or organisation, the Student will be the individual for whom or on behalf of whom the entity or organisation purchases or requests tutoring services through Prelude Education.

1.6. Subject to the above, where the context so requires or admits, references to the Client shall also include references to the Student and vice versa.

1.7. ‘The Confirmation to Client Email’ refers to the communication that Prelude Education provides to each individual whose application for registration as a Client is accepted.

1.8. ‘The Confirmation to Client Email’ refers to the email setting out details of the Tuition Course, the Tutor who is to provide the Tuition Course, the agreed tuition rate, and details of any agreed expenses.

1.9. ‘Student’ refers to the individual who requires music tuition and who will be taught by a music teacher.

1.10. ‘Tuition Course’ refers to the Tuition Session(s), assessment, and/or consultancy services (unless directly stated otherwise) that the Client agrees or proposes to purchase through Prelude Education.

1.11. ‘Tuition Session’ refers to each session of tuition which Prelude Education is committed to supply (or has supplied) to a Client.

1.12. ‘Tutor’ refers to an individual who has been engaged by Prelude Education as a music teacher, assessor, or consultant.

1.13. Wherever the context so requires, the masculine gender includes the feminine or neuter.

1.14. Words importing the singular shall be construed as importing the plural and vice versa.

1.15. ‘Introductory Tuition Session’ refers to an initial ‘Trial’ session with a Tutor.

1.16. ‘TutorCruncher’ refers to Prelude Education’s client and tutor management system through which all Tutors log Tuition Sessions and reports.

1.17. ‘Consultancy’ refers to assessment and/or consultancy services (unless directly stated otherwise) that the Client agrees or proposes to purchase from Prelude Education.

1.18. ‘Full Placement’ refers to a Consultancy assignment whereby Prelude Education shall:

• Advise the Client as to music school, school, or conservatoire place(s) that may be suitable for the Student; and

• Provide such assistance as shall be required to enable the Student to optimise their application to such place(s).

2. Our Responsibilities 

Prelude Education will:

2.1. Work with the Client (and/or Student) to understand their tutoring needs and find a suitable Tutor.

2.2. Provide the Tutor with key information, including the Student’s academic records, relevant study materials, and academic goals.

2.3. Decide whether to accept an individual’s application to register as a Client or Student.

2.4. Confirm acceptance of a Client (and/or Student) by sending a confirmation email.

2.5. Arrange and manage tutoring sessions, ensuring they align with the agreed responsibilities of Clients.

2.6. Manage the Client Account and support the Student with institution selection, applications, and admissions when a Full Placement Package has been purchased.

3. Responsibilities of the Tutor

The Tutor will:

3.1. Carry out all tutoring assignments with skill, experience, and professionalism.

3.2. Keep an accurate record of lesson hours for all chargeable tuition.

3.3. Regularly review and adapt to the Student’s tutoring needs throughout the course.

3.4. Stay up to date with curriculum changes, exam board requirements, and qualifications for their subject(s).

3.5. Either provide a suitable location for lessons (such as their home or office) or be able to travel to the Client/Student. For remote lessons, the Tutor must arrange and confirm the online platform.

3.6. Agree on a lesson location with the Client. For remote lessons, the Tutor must email the Client at least one working day in advance to confirm the platform and timing.

3.7. Ensure any lesson location (e.g., their home studio) is quiet, suitable for learning, and provides basic amenities (such as a toilet and drinking water). Tutors teaching remotely should follow TutorCruncher’s guidance on setting up an appropriate workspace.

3.8. Provide their own teaching materials and have up-to-date copies of the relevant syllabus.

3.9. Respond promptly to any feedback requests from Prelude Education regarding their tuition services.

3.10. Keep receipts for any expenses related to tuition that they wish to claim from the Client and provide these to Prelude Education upon request.

3.11. Read and follow the Prelude Education Safeguarding Policy.

4. Responsibilities of the Client

The Client will:

4.1. adhere to Prelude Education’s Confirmation to Client email and all other information and documentation that is or may be required by Prelude Education in connection with the said individual’s application for registration as a prospective purchaser of tutoring services through Prelude Education.

4.2. If arranging tuition for someone else (the Student), ensure all necessary documents and information are provided for them as well.

4.3. Provide Prelude Education with relevant details about the Student’s academic records, study materials, and learning goals.

4.4. Ensure all personal and contact information is accurate and kept up to date.

4.5. Pay all tuition fees and any additional charges related to the Tuition Course, including, where previously agreed, fees for the Tutor’s lesson preparation time.

4.6. Agree with the Tutor on a suitable lesson location. If lessons take place at home, ensure a proper workspace is available and contact Prelude Education with any concerns.

4.7. Provide suitable computer equipment and a reliable internet connection for remote lessons. If these are not in place and a lesson cannot proceed, the session may still be chargeable.

4.8. If lessons take place at the Client’s chosen location (e.g., home), ensure the space is quiet, suitable for learning, and has basic amenities (e.g., toilet, drinking water) for the Tutor.

4.9. If the Student is under 18, take full responsibility for their supervision and safety.

4.10. Respond promptly to any feedback requests from Prelude Education about the tutoring service.

5. Offer and Fulfilment of Services

5.1. When a Client requests tuition, Prelude Education will do its best to find the most suitable Tutor based on their experience, qualifications, subjects, location, and availability.

5.2. While Prelude Education will make every effort to find a suitable Tutor, it cannot guarantee this. The Client agrees that Prelude Education is not responsible for any resulting loss or inconvenience.

5.3. Prelude Education has sole discretion in selecting the Tutor it deems most suitable.

5.4. Once a suitable Tutor is found, Prelude Education will inform the Tutor about the Assignment and share general details about the Client (and Student, if different). The tuition rate and any additional expenses must be agreed upon between the Tutor and Prelude Education before the Assignment starts.

5.5. The Client should review the Tuition Confirmation Email carefully. If they agree to the terms, they must confirm acceptance via email, WhatsApp, or another form of written communication. If the Client does not confirm in writing but proceeds with tuition, acceptance is assumed once the Introductory Session is completed. This signifies a binding contract under the terms in the Confirmation Email and these Terms and Conditions, subject to any special conditions communicated in writing.

5.6. If the Tutor cannot reach the Client within two working days of receiving their contact details, Prelude Education will try to assist. Neither Prelude Education nor the Tutor is responsible if lessons cannot proceed due to an inability to contact the Client.

5.7. Consultancy Services: Before a Music Scholarship Consultation, Interview Preparation session, or other Full Placement Meeting, Prelude Education will send a summary of the meeting agenda to the Client.

5.8. Digital Recordings: Clients are not permitted to record Consultancy or Learning Assessment services in any form.

5.9. Assessment Feedback: Assessors will provide both oral and written feedback but will not provide transcripts of the assessments. Prelude Education will not share these transcripts under any circumstances.

6. Introductory Tuition Sessions

6.1. The ‘Introductory Tuition Sessions’, also referred to as a ‘Trial Period’, is a two-week trial where the Student can take lessons in any subject or level with a Tutor. This period allows the Tutor and Student to determine if the tutoring relationship will meet the Student’s needs.

6.2. Each Introductory Tuition Session lasts one hour unless otherwise agreed upon by Prelude Education and the Client. These sessions are charged at the agreed tuition rate.

6.3. If, after the two-week trial, the Client decides to continue with the same Tutor, Prelude Education will make every effort to ensure the Tutor is available for additional sessions or a full Tuition Course at a regular time slot that suits the Client.

6.4. During the two-week Introductory Period, Clients can terminate the Tuition Course at any time (as long as they adhere to the 48-hour cancellation policy) without being bound by Prelude Education's two-week termination policy.

7. Tuition Sessions

7.1. A standard Tuition Session lasts one hour unless a different duration is agreed upon by Prelude Education and the Client. This does not include the Tutor’s travel or waiting time.

7.2. Clients may request an ‘intensive’ Tuition Session, such as for exam preparation, lasting up to four hours per day. Prelude Education will make every effort to arrange this.

8. Fees, Tuition Rates and Expenses

8.1. Prelude Education offers a free initial consultation via phone or online video to discuss the Client’s tuition needs, with no obligation.

8.2. Tuition rates are set by Prelude Education based on the subject and level and are usually charged per hour.

8.3. For lessons with two students and one tutor, the hourly rate is multiplied by 1.4. For example, if one-to-one tuition costs £100 per hour (including VAT), one-to-two tuition would be £140 per hour (including VAT). The invoice is prorated and split between the two Clients.

8.4. For scheduled tuition programmes, a 25% deposit (including VAT, where applicable) is required in advance. Once the deposit is received, Prelude Education will create the Student’s timetable. The remaining 75% must be paid before the first scheduled session. If full payment is not received before the start date, Prelude Education reserves the right to cancel the timetable and retain the 25% deposit.

9. Cancellation or Rescheduling of Tuition Sessions

9.1. This clause does not apply to the termination of Prelude Education’s services. For termination, refer to Clause 12 of these Terms and Conditions.

9.2. If the Client wishes to cancel or reschedule a session (e.g., due to illness or holiday), they must notify Prelude Education and the Tutor with a valid reason at least 48 hours in advance.

9.3. If the Client cancels with less than 48 hours’ notice and does not provide a reasonable reason, such as an extenuating circumstance, Prelude Education may, at its discretion, charge the full session fee (including VAT, if applicable).

9.4. Clients must strictly adhere to the cancellation and rescheduling policy. Failure to do so may result in financial loss for Prelude Education, difficulties retaining Tutors, and additional costs related to last-minute cancellations.

9.5. Once a Client confirms a booking for a Consultancy service, they will be invoiced immediately. Consultancy services cannot be refunded once the service has begun.

9.6. If a Tutor cancels a session, the Client will not be charged. Prelude Education encourages both parties to reschedule promptly to avoid disruption to the Student’s progress.

9.7. If a Tutor fails to provide sufficient notice or unreasonably refuses to reschedule, Prelude Education reserves the right to replace them with an alternative Tutor.

10. Cancellation or Rescheduling of Music Scholarship Consultation

10.1. If the Client wishes to cancel or reschedule a Music Scholarship Consultation (e.g., due to illness or holiday), they must notify Prelude Education in writing, providing a reason for the cancellation or rescheduling.

10.2. If the Client cancels 14 days or more before the scheduled consultation date, Prelude Education will issue a full refund.

10.3. If the Client cancels 7 days or more before the consultation date, Prelude Education will issue a 50% refund.

10.4. If the Client cancels fewer than 7 days before the consultation date, no refund will be issued.

11. Invoicing and Payments

11.1. Prelude Education shall send invoices to the Client via TutorCruncher by email for the amount agreed to be paid by the Client for Prelude Education’s services (including, for the avoidance of doubt, all sums disbursed by Prelude Education relating to the Client).

11.2. The invoices shall reflect the tuition rates agreed with the Client, and all charges and other sums payable by the Client are exclusive of applicable VAT (or any other form of direct sales tax chargeable on the supply of goods or services), which shall be payable by the Client in addition to the charge or sum in question.

11.3. The Client shall remit the payment for the invoice by card payment via Stripe (or such other card payment mechanism as shall be directed by Prelude Education with reasonable notice). The card payment mechanism shall be communicated to the Client as part of the invoicing process.

11.4. The Client shall make payment to Prelude Education for invoices within three days of the date of the invoice, after which period an invoice shall be considered overdue. After a thirty-day period, a payment shall be considered late, and Prelude Education may at its discretion commence recovery proceedings. Any challenges to the sum of the invoice must be submitted in writing within this period to avoid incorrect payments being made.

11.5. In the event of late payment (or non-payment) by the Client, a penalty fee shall be payable immediately, and Prelude Education shall also be entitled to charge interest on the whole of the amount due from the date of the outstanding invoice at a rate of 8.00% per annum, calculated on a daily basis until full payment has been received. The penalty fee will be a minimum of £25 and a maximum of £50, or 10% of the total invoice if this figure falls between the minimum and maximum penalty fees.

11.6. Tutors are engaged by Prelude Education; accordingly, Tutors are not permitted under any circumstances to render an invoice directly to the Client or the Student, nor accept any payment from the Client or the Student.

11.7. In the event an invoice remains unpaid after fourteen days from the date of the invoice, Prelude Education reserves the right to withdraw services until the balance of the invoice, along with any associated penalties and interest, has been received in full.

12. Termination of a Tuition Course by the Client

12.1. After the two-week Trial Period, a Prelude Education representative will call to discuss the Client’s experience. If the Trial Period is successful, Clients are encouraged to commit to a long-term Tuition Course, typically consisting of weekly sessions per subject for a school term.

12.2. To protect teachers’ financial stability, Clients must provide two weeks' written notice to terminate lessons. Lessons will continue as usual during this period, allowing the Tutor to find replacement work. This policy does not apply within the Trial Period, during which Clients may cancel at any time (provided they give at least 48 hours notice).

12.3. Clients are encouraged to commit to at least four weeks of tuition to establish rapport between Student and Tutor.

12.4. Under the Consumer Protection (Distance Selling) Regulations 2000, Clients may cancel within seven working days of agreeing to a Tuition Course and receive a full refund (subject to clause 12.5).

12.5. Where the Client wishes to cancel a Tuition Course pursuant to clause 12.4 above but requested Prelude Education to arrange, and Prelude Education have in fact arranged for a Tuition Course to commence prior to the end of the Cancellation Period, then the Client shall not be entitled to a refund of any fees paid in respect of the Tuition Course.

12.6. Prelude Education may waive the two-week notice requirement at its discretion, particularly if both Client and Tutor agree to end tuition early.

12.7. Clients are prohibited from arranging private tuition with any Prelude Education Tutor for at least 12 months after working with the agency.

12.8. If a Client cancels a discounted tuition course, refunds will be calculated at the discounted rate for unused sessions, rather than at the standard tuition rate.

13. Disputes between a Tutor and a Client

13.1. If a dispute arises between a Tutor and a Client, Prelude Education will work to find a fair resolution but cannot be held responsible for the dispute itself or for failing to resolve it.

13.2. If a Client or Tutor wishes to end a Tuition Course due to an unsatisfactory learning environment, Prelude Education will attempt to find a replacement Tutor, subject to availability. If a suitable replacement cannot be found, Prelude Education may, at its discretion, offer a pro-rata refund for any unused prepaid tuition. Prelude Education shall not be held liable for failing to find or allocate another Tutor.

14. Data Protection

14.1. Prelude Education will collect, store, and use personal information from Clients and Students in accordance with its Privacy Policy and for the purposes of delivering its services.

14.2. By entering into an agreement with Prelude Education, the Client (and the Student, if different) consents to the collection and processing of personal information in accordance with the Data Protection Act 2018 and GDPR for the purposes outlined in this agreement.

14.3. Prelude Education is fully compliant with the Data Protection Act 2018, including GDPR, and has a Data Protection Policy in place to ensure the security and privacy of all personal data.

14.4. Tutors are required to maintain strict confidentiality regarding all personal information related to Clients and Students. This obligation continues even after the termination or expiration of any tuition assignment. Tutors may not disclose any confidential information to third parties, unless explicitly approved in writing by Prelude Education. Confidential information includes but is not limited to personal contact details and educational requirements.

15. Limitation of Liability of Prelude Education
Prelude Education and its directors and employees shall not be responsible or held liable:
15.1. For any loss, damage, anxiety, or inconvenience caused, or likely to be caused, to the Client or the Student as a result of any act or omission by a Tutor or Consultant.
15.2. For any examination grade received by a Client or Student, or any consequences of that grade, including any school or university entrance application or interview.
15.3. For any act, omission, or error of the Tutor or Consultant.
15.4. For any inaccuracy in any lesson hours log on TutorCruncher relating to a Tuition or Consultancy Session, whether or not a dispute has been raised by the Client, Tutor, or Consultant.
15.5. For any dispute that arises between the Tutor or Consultant and a Client or Student, though Prelude Education will, if possible, use reasonable endeavours to facilitate a resolution.
15.6. For any inappropriate or illegal behaviour of a Tutor, Consultant, Client, or Student.
15.7. For prescribing any teaching method or content of tutoring lessons or material.
15.8. For any failure by a Tutor or Consultant to meet the Client’s requirements.

16. Intellectual Property
16.1. The names and brand of ‘Prelude Education’ and ‘Prelude Education Limited’, ‘Prelude Education Consultancy’, and any intellectual property associated with the business, shall not be used by the Client or Student without prior written consent.
16.2. All copyright, trademarks, and other intellectual property rights in and relating to Prelude Education and its business, including any material provided by Prelude Education to Tutors, Clients, and/or Students, are the property of Prelude Education. It is prohibited to copy, distribute, display, or create derivative works from such material without prior written consent from Prelude Education.

17. Confidentiality
17.1. The Client (and, if different, the Student) agrees not to disclose any information related to Prelude Education, its Tutors, or other Clients/Students to any third party or use it for any purpose other than the completion of the tuition services in accordance with these Terms and Conditions.

18. Notices
18.1. Any required notices shall be deemed given if sent in writing via email.
18.2. Notices sent by email before 4pm on a business day will be deemed received on the same day.
18.3. Notices sent by email after 4pm or on a weekend will be deemed received on the next working day.

19. Terms and Conditions
19.1. These Terms and Conditions apply to all tuition services provided by Prelude Education to the Client, subject to clause 19.2 below.
19.2. Prelude Education may amend these Terms and Conditions by giving written notice of the changes to the Client’s last known address.
19.3. If any provision of these Terms and Conditions is held to be invalid, that provision will be struck out, and the remaining provisions will remain in effect.

20. Governing Law and Jurisdiction
20.1. These Terms and Conditions and any agreement made by Prelude Education and the Client pursuant to the same shall be governed by the laws of England and Wales and Prelude Education and the Client agree to be bound exclusively by the jurisdiction of English courts without reference to rules governing choice of laws.