Tutor terms

# L04: Tutor Terms

Review version: review-2026-09-19-v0.7 | Not effective as a contract

Status: DRAFT FOR MANAGEMENT AND SOLICITOR REVIEW. Proposed contractual wording; not evidence of live implementation.

1. Your professional agreement

These terms bind you, [TUTOR LEGAL NAME], personally and RTL Clubs Ltd, of 20-22 Wenlock Road, N1 7GU. Your employing or engaging organisation is [LEGAL NAME], or you are the independent teaching supplier identified in your operator record. Your club engagement is separate from this software and programme agreement. RTL does not employ you or authorise you to bind RTL or a club.

2. Scope

We permit named professional access for your authorised programmes and learner assignments while your permission continues. Use your own credentials and only access records needed for your current work. Do not browse former learners out of curiosity, share accounts, retain uncontrolled exports or use learner information for private promotion. Your organisation must authorise your assignments; that does not permit you to transfer learner data between organisations.

3. Professional responsibilities

Follow G01, G02, G03, G05, G06, G07 and G08, incorporated at the versions on your acceptance receipt. Cooperate with your provider's lawful suitability, identity, training and eligibility arrangements. Tell the provider and RTL of a material change that affects your lawful or safe professional access, disclosing only necessary information through a restricted route. Do not perform activities you are legally barred from undertaking. RTL does not check criminal records or certify suitability. Your provider remains responsible for local recruitment, supervision and safeguarding.

Use clear, respectful teaching and appropriate boundaries. Follow local reporting arrangements and contact competent authorities when required. Do not investigate a child-protection allegation yourself or promise secrecy. Protect good-faith complaints. Follow reasonable accessibility and additional-needs arrangements consistent with safety and law.

4. Materials and content

Use and print entitled materials only for authorised learners and teaching. Do not resell, publicly distribute, sublicense or upload protected materials to external AI systems without permission, subject to non-excludable statutory rights. Rights in programme and software content belong to RTL or its licensors. Your independent work and children's work are not assigned to RTL. You permit necessary service processing of authorised content you submit, subject to L09. Maintain accurate observations and distinguish facts from opinions; do not fabricate attendance or achievement.

5. Ending access

Tell your organisation when an assignment ends and stop accessing those learners. An RTL decision to remove you as a tutor applies to all your professional access across the network, including another club or a new professional role. It does not by itself end an independently justified parent account. G07 provides reasons, response and review arrangements proportionate to the concern. Paying again, restoring a purchase or joining another club does not clear a conduct restriction.

Return or securely deal with working copies under lawful instructions and G08. Do not erase original learner records or export them for personal retention without a lawful basis. Keep Help, review and appropriate billing contact available during restrictions.

6. Payments, responsibility and disputes

If you buy RTL services, your accepted order and L10 identify what you pay for. Your professional permission alone creates no undisclosed subscription charge. Ending your professional access does not automatically cancel another payer's subscription. Nothing in these terms excludes or limits rights, remedies or responsibilities that cannot lawfully be excluded or limited.

The accepted individual order, if any, governs its disclosed commercial particulars, followed by L04, L10 only for purchases, then incorporated governance, subject to mandatory law. RTL may propose changes for identified legal, security or service reasons. It must give durable notice explaining material effects and a reasonable effective date, obtain fresh agreement where required and preserve accrued rights and a fair exit for an adverse material change. A new version does not retrospectively alter your accepted terms. Proposed law is England and Wales with mandatory local rights preserved. Contact Help > Contact Us or Help under G06. Where you are legally a consumer, consumer protections prevail. Confidentiality survives exit but never prevents lawful reporting.

# G01: Network Standards and Responsibility Charter

Review version: review-2026-09-19-v0.7 | Not effective as a contract

Status: DRAFT FOR MANAGEMENT AND SOLICITOR REVIEW. Proposed contractual wording; not evidence of live implementation.

1. Responsibilities

RTL Clubs Ltd supplies its agreed programme licences and software. Independent teaching providers supply tuition and run their own sessions, staff and premises. Permission to use RTL programmes is not certification of a provider, tutor or venue. RTL remains responsible for its own products, representations and data duties.

2. Provider identity and lawful operation

Operators must show parents their actual legal supplier, contacts and any separate venue host or collection agent before enrolment. Keep organisation and all location records current. Schools follow the same operator terms. Providers must satisfy applicable local laws. These network terms impose no contractual insurance type, amount or evidence requirement. Overseas providers must assess local rules; UK registration and DBS terminology must not be presented as universal requirements.

3. Honest representation and licensed use

Operators, tutors and partners must state their actual role and authority, use licensed materials and approved branding within their permissions, and make truthful claims. Do not promise guaranteed outcomes, unsupported verification or authority to bind RTL. Parents must use household materials within L01. Users retain ownership and rights in their independent work and personal information as applicable; programme rights remain with RTL or its licensors.

4. Cooperation and standards

Provide necessary, proportionate information about compliance with your licence and report material changes affecting lawful access. Providers retain local checks and operational evidence. Do not routinely send criminal-record documents to RTL. RTL may decide access and licensing consequences under G07; that does not transfer management of tuition to RTL.

5. Fair treatment and hierarchy

Everyone must respect others' dignity, privacy and lawful rights. Good-faith complaints, lawful criticism and whistleblowing are protected. The accepted role terms and applicable commercial/data schedules determine obligations and take precedence as stated there; governance does not create undisclosed prices. Local rules may add practical arrangements but cannot remove statutory rights or weaken incorporated standards. G06 covers reporting, G07 restrictions and G08 exit. Only the modules listed with a person's role acceptance bind that person contractually.

# G02: Local Provider Safeguarding Responsibilities

Review version: review-2026-09-19-v0.7 | Not effective as a contract

Status: DRAFT FOR MANAGEMENT AND SOLICITOR REVIEW. Proposed contractual wording; not evidence of live implementation.

1. Local accountability

The teaching provider must establish safeguarding arrangements appropriate to its learners, activities, premises and local law before teaching. It must identify a responsible safeguarding contact and an alternative route if that person is unavailable or implicated. A sole provider must give families a credible alternative reporting route. RTL sets licence conditions; it does not recruit or check tutors, supervise sessions or act as the local safeguarding service.

2. Recruitment and eligibility

The provider must assess each role, complete legally required checks and suitability steps lawfully before relevant activity, and prevent ineligible or barred individuals undertaking it. Assess identity, references, required qualifications, relevant overseas history and right to work as applicable. Keep evidence securely with justified access and retention. Assess rechecking on relevant changes and local requirements, rather than relying indefinitely on an old certificate.

For England and Wales use the current regulated-activity rules, including the removal of the relevant supervision exemption from 1 September 2026. Assess the specific role; do not infer that all volunteers are automatically eligible for every check. Scotland and Northern Ireland require their own current assessment and routes. Overseas providers use local requirements. Do not request a higher-level check without eligibility or routine upload of certificates to RTL.

3. Preventing harm

Provide staff with induction, proportionate training, reporting routes and supervision appropriate to their responsibilities. Apply G03 boundaries and G05 session arrangements. Consider abuse, neglect, bullying, discrimination, online contact, exploitation and risks arising from lone working. Agree reasonable adjustments without excusing unsafe or discriminatory treatment. Make arrangements known to parents and explain safe reporting to children in an age-appropriate way.

4. Responding to concerns

Take immediate steps within your role to protect a child, contact emergency or local protection services when appropriate, and make required referrals without waiting for RTL. Listen without leading questions, record facts and the child's words accurately, and do not promise secrecy or undertake your own criminal investigation. Share only necessary information through secure routes. Allegations involving the safeguarding contact must use the alternative route.

5. Network notification

Notify RTL through the restricted concern route of matters materially affecting professional access, programme use or brand permission. Protect the child and any official investigation when deciding what may be shared. RTL may preserve evidence and consider G07 restrictions without finding criminal guilt. Providers and tutors must cooperate with lawful authority requests and must not retaliate against reporters. Retain sensitive concern files separately from routine progress records under a lawful local schedule.

# G03: Tutor and Adult Conduct Code

Review version: review-2026-09-19-v0.7 | Not effective as a contract

Status: DRAFT FOR MANAGEMENT AND SOLICITOR REVIEW. Proposed contractual wording; not evidence of live implementation.

1. Respect and professional boundaries

Tutors and other adults acting professionally must treat children, families, colleagues and RTL staff respectfully. No threats, humiliation, discriminatory abuse, bullying, corporal punishment, sexual conduct with children, grooming or exploitation is permitted. Do not use gifts, secrets, favouritism or private contact to create an inappropriate relationship. Respectful conduct also applies to RTL's dealings with providers and families.

2. Contact and communication

Use authorised professional communication routes. Do not arrange secret or inappropriate private contact with children, use personal social-media contact to bypass safeguards, or disclose private learner information. One-to-one teaching, transport, physical assistance and personal care must follow the provider's risk assessment, applicable law and agreed family arrangements. Physical contact must be necessary, appropriate and consistent with safeguarding and law, never punishment or intimidation.

3. Images, records and teaching

Do not photograph, record or publish a child without the required lawful basis, permissions and clear purpose. Optional publicity is separate from learning. Do not pressure children or parents to agree. Keep observations accurate and relevant; distinguish observed fact from interpretation. Do not falsify records, misrepresent qualifications or claim RTL has vetted you. Use accessible, age-appropriate teaching and reasonable adjustments.

4. Reporting and cooperation

Raise concerns under G06 and local safeguarding procedures. Do not retaliate, coach accounts, destroy evidence or obstruct a lawful report. An unproven allegation is not automatically malicious. Deliberately fabricated reports may be considered only on evidence, not because a complaint is inconvenient. Confidentiality protects privacy but does not prevent protected disclosures or lawful criticism. G07 determines RTL access consequences; providers separately address employment or tuition decisions lawfully.

# G05: Local Provider Session and Premises Responsibilities

Review version: review-2026-09-19-v0.7 | Not effective as a contract

Status: DRAFT FOR MANAGEMENT AND SOLICITOR REVIEW. Proposed contractual wording; not evidence of live implementation.

1. Before opening a session

The provider must assess whether its actual activities, ages and hours require registration, permission or other local compliance as tuition, childcare or a school. Check the rules of the relevant UK nation or overseas jurisdiction. A programme licence is not regulatory permission. Register each location in the app and maintain the L07 location information, including for home and shared venues.

2. People and supervision

Provide staffing, competence and supervision suitable for the learners and activity under local law and risk assessment. Record attendance and handover, authorised collectors and emergency contacts. Establish action for an uncollected or missing child. Staff must know who is responsible throughout arrivals, sessions, breaks and departure. Do not leave children with unauthorised adults or assume a venue host provides supervision.

3. Premises and health

Assess safe entry, exits, fire, evacuation, first aid, accessibility, toilets, visitors, equipment and foreseeable hazards. Allocate premises duties with the host without displacing either party's legal duties. For homes assess household members, private areas, pets and visitors. Obtain necessary landlord and other permissions required for lawful use. Handle allergies, medicines, illness and personal care under appropriate local arrangements and privacy safeguards. Do not put sensitive details into unrestricted learner notes.

4. Online and individual teaching

Assess platform access, appropriate visibility, recording, communication routes, one-to-one boundaries and action if a child reports harm remotely. Explain any parent supervision expected before sessions. Do not record by default or move children to unapproved private communication channels. Consider lone-working and transport risks where relevant.

5. Incidents and review

Stop unsafe activity, seek emergency help where needed, record material facts and make required local reports. Follow G02/G06 for protection concerns and notify RTL of matters affecting licence or network access. Review arrangements after a significant incident, venue change or material activity change and at locally appropriate intervals. The provider performs and owns these operational tasks; RTL's location record is not an inspection or safety certificate.

# G06: Complaints, Reporting and Whistleblowing Policy

Review version: review-2026-09-19-v0.7 | Not effective as a contract

Status: DRAFT FOR MANAGEMENT AND SOLICITOR REVIEW. Proposed contractual wording; not evidence of live implementation.

1. Where to raise a concern

For RTL programme, account or billing concerns use Contact Us in website or in-app Help. Select "Programme or app", "Billing", "Privacy complaint", "Tuition provider" or "Concern about a child or tutor". If the form is unavailable or unsuitable, write to 20-22 Wenlock Road, N1 7GU. Sensitive concerns use Help > Contact Us (concern about a child or tutor). These routes and their accessibility must be verified before publication. Help is not an emergency service and no round-the-clock monitoring is promised.

For tuition, the named provider's contact is in your tuition agreement. You may report directly to RTL without first confronting a provider or tutor. In immediate danger in the UK call 999; overseas use the local emergency number. Contact appropriate local child-protection services or police where needed. Do not wait for an RTL reply or internal review before making a necessary external report.

2. What happens to a report

Give enough information to identify the concern and affected service, including dates where known. Do not send unnecessary criminal-record or medical documents. RTL will route reports to people who need them, distinguish local tuition matters from its own service and network-access decisions, and consider conflicts of interest. Local providers and competent authorities handle local safeguarding duties. RTL remains responsible for duties applicable to its own actions and data.

RTL will assess available information, preserve relevant evidence, request clarification where appropriate and explain the next step so far as safe and lawful. Anonymous reports may be considered, although missing information can limit action. Confidentiality will be respected but absolute secrecy cannot be promised where protection or legal duties require disclosure. For general complaints, publish realistic contact arrangements when resourcing is confirmed; this does not displace a statutory deadline.

For data-protection complaints, use Help > Contact Us and identify it as a privacy complaint, or write to 20-22 Wenlock Road, N1 7GU. We will acknowledge receipt within 30 days, make appropriate enquiries without undue delay, keep you informed of progress and communicate the outcome without undue delay. This legal requirement is separate from any voluntary service target and from the deadlines for exercising data rights. You may approach the ICO or another competent authority; its own complaint-handling procedure applies.

3. Fairness and review

RTL will distinguish allegations, established facts and network judgements. Where a concern may justify restriction, G07 applies. The person concerned should normally receive sufficient information to respond, with protective redactions or delayed disclosure where necessary. Complainants may ask for review of complaint handling through Help > Contact Us (review request), without entitlement to another person's confidential records. An available person uninvolved in the original decision should review conflicts and material issues.

4. Protection for reporting

Good-faith complaints, whistleblowing, lawful criticism and reports to regulators or police are not prohibited by confidentiality or brand clauses. No retaliation is permitted. Failure to substantiate a report does not make it malicious. A finding of intentional fabrication requires evidence and fair consideration. Anyone may seek legal advice or use available external remedies without completing this procedure. Store sensitive reports separately with restricted access and lawful retention.

# G07: Network Access Restrictions, Removal and Review Policy

Review version: review-2026-09-19-v0.7 | Not effective as a contract

Status: DRAFT FOR MANAGEMENT AND SOLICITOR REVIEW. Proposed contractual wording; not evidence of live implementation.

1. Purpose and grounds

RTL may restrict its software, programme licences and brand permissions to address an identified material breach, copyright or other IP infringement, material misuse, unlawful use, unauthorised data access, misleading use of RTL branding or a serious credible concern about continued professional access. It acts on its own services and permissions, not as an authority closing independent tuition businesses or deciding criminal guilt. A complaint count alone is not a removal rule.

2. Temporary protection

An authorised decision maker may impose immediate temporary restrictions where a serious credible concern creates a risk that cannot reasonably wait. Record the information considered, credibility and severity, affected permissions, why a lesser measure is insufficient, decision maker, time and review trigger and next review date proportionate to the risk. Consider urgency, corroboration and possible mistaken identity; do not require final proof before a necessary temporary protective step. Revisit restrictions as relevant information arrives and avoid open-ended suspension without active review.

3. Response and permanent decisions

Give reasons and sufficient relevant information for a response where safe and lawful. Explain withheld information in general terms when possible. Consider the response and material exculpatory information. RTL may permanently remove professional access for substantiated serious misconduct, material misuse, copyright or other IP infringement, material licence or data misuse, materially misleading representations, or conduct creating a material and reasonably evidenced risk to RTL's reputation. It may also remove access for a material remediable breach not corrected after reasonable warning, or a documented continuing serious risk that proportionate lesser restrictions cannot adequately address. Reputation grounds require identified conduct and a reasoned link to material harm; dislike, an unsupported allegation or embarrassment caused by lawful reporting is insufficient. Repeated substantiated breaches may be relevant; duplicate reports are not separate incidents. No one-complaint or three-complaint automatic threshold applies.

Document the grounds, evidence assessment, alternatives, scope and reasons. Distinguish the contractual access judgement from allegations of criminal conduct. Do not publish allegations as proved facts. A lawful report or critical review is not itself a ground for removal.

4. Scope and accounts

Removing a tutor means all professional access across the RTL network. Do not allow re-entry through another club or role while that restriction remains. Preserve independently justified parent access unless a separate decision explains why it too must be restricted. Organisation restrictions must identify the organisation and affected users rather than treating every parent as culpable. Keep Help, review contact and appropriate billing information available through a usable route.

Conduct state is separate from paid/unpaid state. Record payments accurately. A renewal, repayment or purchase restoration cannot clear a conduct restriction. Restrict only permissions justified by the decision and protect evidence and lawful learner records. Do not implement unexplained blank screens as an enforcement notice.

5. Review

The affected person may ask Help > Contact Us (review request) for review, explaining any error, new evidence or disproportionate effect. Provide the request route with the decision. An available reviewer uninvolved in the original decision should reassess relevant grounds and conflicts; arrange suitable independent input if no such internal person is available. Do not invent a staffed appeals panel or fixed turnaround. A late request with a reasonable explanation should still be considered. Give the outcome and reasons where safe. Restrictions may continue during review where justified, but must be reconsidered if the risk changes. External referrals do not wait for review.

6. Money and restoration

Identify the actual payer and affected service. Ending access, cancelling renewal and requesting/refunding payment are separate actions under L10. No tuition refund is promised for money RTL did not collect. Do not automatically cancel unaffected parent subscriptions. RTL gives no discretionary compensation or goodwill payments for temporary restriction or removal. Mandatory refunds and other non-excludable remedies remain available, and L10 separately governs unused prepayments after final withdrawal. Restore professional access only after an authorised documented decision that the relevant grounds have been resolved; a payment event is insufficient. Follow G08 for continuity and evidence.

# G08: Passport, Learner History and Provider Exit Policy

Review version: review-2026-09-19-v0.7 | Not effective as a contract

Status: DRAFT FOR MANAGEMENT AND SOLICITOR REVIEW. Proposed contractual wording; not evidence of live implementation.

1. Continuing records

Cancelling a subscription or leaving a club does not by itself delete a learner's Passport or history. Families may request deletion. Subject to the learner's rights, lawful retention and this policy, a Passport and its available history continue after paid access ends for as long as RTL provides that service. This is not a lifetime commitment or entitlement to new paid content.

2. Availability and withdrawal

RTL may change or discontinue the Passport or history service. Reasons may include a business decision to discontinue it, replacement of the service, proportionate operational or maintenance costs, security, legal requirements or the absence of a lawful basis to provide access. A decision must be genuine and applied fairly; it must not be used to suppress a complaint, defeat a data-rights request or evade an existing obligation.

Before a planned discontinuation, RTL will give reasonable advance notice appropriate to the impact and an opportunity to request a copy of available records through Help. Urgent legal or security action may require shorter notice; RTL will explain when safe and lawful. No fixed duration of continued availability is promised. Existing accepted commitments must be assessed before applying changed terms to an existing Passport.

3. Deletion requests and rights

A learner or an adult with appropriate authority may ask through website or in-app Help, or by post to RTL Clubs Ltd, 20-22 Wenlock Road, N1 7GU, for deletion of the Passport and associated personal information. RTL will assess identity, authority and the learner's own rights, act within the applicable legal deadlines and explain any information it must lawfully retain. Deletion may be limited by a legal obligation, a justified legal claim or another applicable exception. Such retained information is restricted to that purpose, not kept in ordinary use because a subscription once existed.

RTL reviews retention against the continuing purpose. Information no longer needed must be deleted or anonymised even if nobody requests it. Continuing app availability, lawful retention and data-subject rights are separate. Ending the history service does not remove a person's rights to information that is still held. L09 explains the relevant processing and rights.

4. Provider and tutor exit

When a tutor leaves, the provider removes assignment access and arranges authorised handover. When a provider exits, it stops new licensed activity and branded representation and tells affected families what changes. Do not promise replacement tuition or transfer learners without appropriate authority and lawful sharing. Keep safeguarding files separate from learning records.

Do not falsify, erase or withhold original records to pressure a payer. Parents and learners may retain lawfully obtained completed work and reports. Staff return or securely deal with working copies under lawful instructions. Licence expiry ends future commercial use of RTL materials, not ownership of the child's work.

5. Separate access and payments

Identify affected organisations, professional roles, legitimate parent access and the actual payer. A partner's departure does not terminate independent clubs. G07 governs restrictions, L10 governs RTL payment treatment, and the named provider's tuition terms govern tuition. Record lawful handover, access removal, notices and outstanding requests without unnecessary duplication of sensitive information.