Membership Terms | Doncaster Tutoring Centre Policies
Our terms of service, payment policies, and member responsibilities
1. Membership Overview
Golden Pencil Education Centre ("we", "our", "us") provides tutoring services to students under a subscription-based membership model. By enrolling your child ("the student") in our programs, you ("the parent/guardian") agree to these terms and conditions.
2. Subscription Terms
Billing Cycle
Memberships are billed every 4 weeks via BECS Direct Debit. The first payment is due upon enrolment, and subsequent payments are automatically debited from your nominated bank account every 4 weeks thereafter.
Minimum Commitment
There is no lock-in contract. You may cancel your membership at any time with 4 weeks' written notice via email to admin@goldenpencileducation.com.au
Price Changes
We reserve the right to adjust pricing with 4 weeks' written notice. Continued use of our services after price changes constitutes acceptance of the new fees.
3. Attendance & Absences
Regular Attendance Expected
Students are expected to attend their scheduled sessions consistently. Regular attendance is crucial for academic progress and maintaining group dynamics.
Absence Notification
Please notify us at least 24 hours before a session if your child cannot attend. This allows us to offer the spot to another student or schedule a makeup session.
Rescheduling Classes
Parents can reschedule classes up to 4 hours before the session starts, either through the parent portal or by contacting us directly.
Makeup Sessions
Missed classes must be made up within the same week. Makeup sessions cannot be carried over to the following week. One makeup session per term is available for absences with 24+ hours notice, subject to availability.
No Refunds for Absences
Subscription fees are not refundable for individual absences, holidays, or school closures. Makeup sessions are provided in lieu of refunds.
4. Payment Policies
Payment Method
All subscription payments are processed via BECS Direct Debit through Stripe, our secure payment partner. You must provide valid bank account details (BSB and account number) during enrolment.
Failed Payments
If a payment fails, we will retry the transaction within 3 business days. A $10 administrative fee applies to each failed payment attempt. Continued payment failures may result in suspension of services until payment is resolved.
Fee Increases
Annual fee increases may apply to reflect inflation, tutor wage adjustments, and operational costs. Parents will receive 4 weeks' written notice before any price changes take effect.
5. Cancellation & Refunds
Non-Refundable Fees
The annual materials fee ($50 per subject) is strictly non-refundable under all circumstances, including early cancellation. The annual materials fee covers resources allocated to actively enrolled students for the duration of their enrolment — it does not entitle a student who has cancelled to continued access to materials or any pro-rata refund for the unused portion of the year.
10-Day Cooling-Off Period
You may cancel your enrolment within 10 days of the start date and receive a full refund of subscription fees paid. Please note: the materials fee is non-refundable even within the cooling-off period. To request a cancellation, email admin@goldenpencileducation.com.au
After Cooling-Off Period
After the 10-day cooling-off period, you may cancel at any time with 4 weeks' written notice. No refunds are provided for partial terms or unused sessions within a billing cycle. Your child may continue attending sessions until the end of the 4-week notice period.
Centre-Initiated Cancellation
If Golden Pencil Education Centre must cancel sessions due to unforeseen circumstances (e.g., tutor illness, facility issues), we will provide a makeup session or pro-rated credit toward future sessions.
6. Code of Conduct
Student Behaviour
We expect all students to:
- Treat tutors, staff, and fellow students with respect
- Follow tutor instructions and centre rules
- Bring required materials (pens, notebooks, calculator) to each session
- Maintain appropriate language and behaviour
Behavioural Issues
Persistent disruptive behaviour may result in a written warning, followed by suspension or termination of enrolment if issues continue. We reserve the right to dismiss students whose behaviour negatively impacts the learning environment for others.
Parent Responsibilities
Parents must ensure timely drop-off and pick-up (within 5 minutes of session start/end times), provide accurate contact information, and maintain open communication with centre staff regarding any concerns.
7. Health & Safety
Illness Policy
Students showing symptoms of contagious illness (fever, vomiting, rash, severe cough) must not attend sessions. We reserve the right to send unwell students home to protect the health of other children and staff.
Medical Information
Parents must disclose all relevant medical conditions, allergies, and dietary requirements during enrolment. This information is kept confidential and used solely to ensure your child's safety.
Emergency Contact
Parents must maintain up-to-date emergency contact details. In case of medical emergency, we will contact parents immediately and call emergency services (000) if required.
8. Privacy & Data Protection
Data Collection
We collect personal information including student names, contact details, academic records, and payment information. This data is used solely for administrative, educational, and billing purposes.
Your Rights
Under the Australian Privacy Principles, you have the right to:
- Access your personal information held by us
- Request correction of inaccurate data
- Request deletion of your data (subject to legal retention requirements)
- Opt out of marketing communications at any time
For full details, please review our Privacy Policy.
9. Limitation of Liability
Educational Outcomes
While we strive to support every student's academic growth, we cannot guarantee specific grades, test scores, or educational outcomes. Results depend on individual effort, attendance, and external factors beyond our control.
Personal Belongings
Golden Pencil Education Centre is not responsible for loss or damage to students' personal belongings (mobile phones, tablets, jewellery, etc.) brought to the centre.
10. Changes to Terms
We reserve the right to modify these terms and conditions at any time. Updated terms will be posted on our website with a revised "last updated" date. Material changes will be communicated to parents via email at least 14 days before taking effect. Continued use of our services constitutes acceptance of the updated terms.
11. Governing Law
These terms and conditions are governed by the laws of Victoria, Australia. Any disputes arising from these terms shall be subject to the exclusive jurisdiction of the courts of Victoria.
Questions or Concerns?
If you have any questions about these terms and conditions, please contact us:
Phone
0433 401 978Address
360 Manningham Road, Doncaster VIC 3108