GAP Learning Zone,
Contact: info@gaplearningzone.com | Tel: 0203 576 4046
And
Client Name: [Insert Name]
Address: [Insert Address]
Phone/Email: [Insert Contact Details]
Child/Young Person's Name: [Insert Name]
Date of Birth: [Insert DOB]
1. Purpose of the Agreement
This Agreement sets out the terms under which GAP Learning Zone will provide educational services to support:
- Top up tuition
- Re-engagement in education
- EHCP (Education, Health and Care Plan) delivery
- EOTAS (Education Other Than At School) provision
2. Description of Services
GAP Learning Zone will provide tailored educational support which may include:
- 1:1 or small group tuition
- Targeted engagement activities
- Specialist learning interventions aligned with EHCP outcomes
- In-person or virtual sessions (as agreed)
- Progress reporting and professional collaboration with schools, LA teams, or therapists
A personalised service plan will be created after the initial assessment.
3. Service Delivery Details
Start Date: [Insert Date]
End Date (if applicable): [Insert Date or 'Ongoing']
Schedule: [Insert days/times]
Location: [Home / Online / Other]
Session Duration: [e.g. 1 hour / 90 minutes]
Fee per Session: £[Insert Amount]
Billing Frequency: [Weekly / Monthly / Per package]
Payment Terms: Payment due in advance via bank transfer unless otherwise agreed.
4. Cancellation and Refund Policy
GAP Learning Zone recognises that changes to scheduled sessions may sometimes be necessary. To manage this fairly, the following terms apply:
Client-Initiated Cancellations
Refunds for pre-paid sessions are based on the amount of notice provided in writing (via email or WhatsApp):
Notice Given Before Session | Refund Amount
----------------------------|-------------------------
Less than 48 hours | No refund
48–72 hours | 25% of the session fee refunded
72 hours to 7 days | 50% of the session fee refunded
7–14 days | 90% of the session fee refunded
More than 14 days | Full refund (minus admin fee if applicable)
- Written notice must be sent to: info@gaplearningzone.com or WhatsApp 0203 576 4046
- Refunds will be processed within 7–10 working days.
- Refunds apply only to sessions not yet delivered.
- For prepaid block bookings, cancellation terms apply per individual session. Adjustments will be made to the remaining value of the package where applicable.
Non-Attendance or Late Cancellation
- No refund will be given for no-shows or cancellations made less than 48 hours before the session.
- Consistent non-attendance (3 or more missed sessions) may lead to service review or termination.
Exceptional Circumstances
In the case of emergencies (e.g., medical crisis or bereavement), refund exceptions may be considered at the discretion of GAP Learning Zone management. Supporting documentation may be required.
GAP Learning Zone Cancellations
- If GAP Learning Zone cancels a session, we will offer an alternative time/date or provide a full refund.
- Clients will be notified as early as possible and supported to minimise disruption.
5. Responsibilities of GAP Learning Zone
GAP Learning Zone agrees to:
- Deliver services with professionalism, confidentiality, and inclusivity
- Adhere to the child/young person's EHCP where applicable
- Provide progress updates and reports as agreed
- Comply with all UK legislation relating to education, safeguarding, and data protection
6. Responsibilities of the Client
The Client agrees to:
- Provide accurate and timely information regarding the child/young person
- Ensure attendance and engagement during scheduled sessions
- Make payments promptly in line with agreed terms
- Communicate openly with GAP Learning Zone regarding any changes or concerns
7. Safeguarding and Data Protection
GAP Learning Zone complies with:
- The Children Act 1989 & 2004
- The Data Protection Act 2018 / UK GDPR
- Keeping Children Safe in Education (2024)
A copy of our Safeguarding and Data Protection Policies is available upon request.
8. Dispute Resolution
Any disputes will first be addressed through informal resolution. If unresolved, either party may escalate the matter to mediation or, where applicable, through the relevant local authority complaints process.
9. Termination
This agreement may be terminated by either party with 14 days’ notice in writing, unless agreed otherwise. Refunds (if applicable) will be processed in accordance with Section 4.
10. Agreement and Signatures
By signing this agreement, both parties agree to the terms above.
Signed on behalf of GAP Learning Zone:
Name: ____________________________
Position: _________________________
Signature: ________________________
Date: ____________________________
Signed by Client :
Name: ____________________________
Position (if applicable): ___________
Signature: ________________________
Date: ____________________________
