Policies & Terms

Privacy Policy

Last Updated: January 1, 2025

1. Information We Collect

Ivy Minds Academy collects information to provide personalized tutoring services and improve our platform. We collect:

• Personal Information: Name, email address, phone number, billing information
• Student Information: Grade level, academic needs, learning preferences, progress data
• Session Data: Recording of tutoring sessions (with consent), session notes, homework assignments
• Technical Information: IP address, browser type, device information, usage statistics
• Communication: Messages between parents, students, and tutors

2. How We Use Your Information

• Provide and improve our tutoring services
• Match students with appropriate tutors
• Track academic progress and generate reports
• Communicate about sessions, schedules, and updates
• Process payments and manage billing
• Ensure safety and security of our platform
• Comply with legal obligations

3. Information Sharing

We do not sell, trade, or rent your personal information. We may share information only in these limited circumstances:

• With Tutors: Student academic information necessary for tutoring
• Service Providers: Third-party services that help us operate our platform
• Legal Requirements: When required by law or to protect safety
• Parent/Guardian: Student progress and session information

4. Data Security

We implement industry-standard security measures to protect your information:

• Encryption of data in transit and at rest
• Regular security audits and updates
• Access controls and authentication requirements
• Staff training on data protection
• Secure payment processing

5. Your Rights

You have the right to:

• Access and review your personal information
• Request corrections to inaccurate information
• Request deletion of your information (subject to legal requirements)
• Opt out of marketing communications
• Request data portability

6. Children's Privacy (COPPA Compliance)

We comply with the Children's Online Privacy Protection Act (COPPA):

• Parental consent required for children under 13
• Limited collection of children's personal information
• No behavioral advertising to children
• Parents can review and delete their child's information

7. Contact Us

For privacy-related questions or requests, contact us at:

Email: privacy@ivymindsacademy.com
Phone: 1-800-IVY-MIND
Mail: Ivy Minds Academy, Privacy Officer, 123 Education Blvd, Suite 456, Online Learning City, ED 12345

Terms of Service

Last Updated: January 1, 2025

1. Acceptance of Terms

By using Ivy Minds Academy services, you agree to these Terms of Service. If you do not agree, please do not use our services.

2. Description of Services

Ivy Minds Academy provides online tutoring services including:

• One-on-one and small group tutoring sessions
• Academic support in various subjects
• Test preparation services
• Educational resources and materials
• Progress tracking and reporting

3. User Responsibilities

Students must:

• Attend scheduled sessions punctually
• Participate actively and respectfully
• Complete assigned work and practice
• Use appropriate language and behavior
• Not share login credentials

Parents/Guardians must:

• Provide accurate information about the student
• Ensure timely payment for services
• Communicate any concerns promptly
• Support the student's learning at home
• Supervise young children during sessions as needed

4. Scheduling and Cancellation

• Scheduling: Sessions must be scheduled through our platform
• Cancellation: 24-hour notice required for free cancellation
• No-shows: Sessions without notice will be charged
• Rescheduling: Subject to tutor availability
• Emergency: Special consideration for emergencies

5. Payment Terms

• Payment due before or at time of service
• Multiple payment methods accepted
• Automatic billing for package plans
• Late payment fees may apply
• All prices subject to change with notice

6. Intellectual Property

• All materials provided remain property of Ivy Minds Academy
• Students may use materials for personal learning only
• No reproduction or distribution without permission
• Session recordings are for educational review only

7. Limitation of Liability

Ivy Minds Academy provides educational services but cannot guarantee specific academic outcomes. Our liability is limited to the amount paid for services.

8. Termination

Either party may terminate services with appropriate notice. Ivy Minds Academy reserves the right to terminate services for violation of these terms.

Refund and Cancellation Policy

Last Updated: January 1, 2025

1. Free Trial Sessions

• First session is completely free
• No payment information required for trial
• No obligation to continue after trial

2. Individual Session Refunds

• 24+ hours notice: Full refund
• Less than 24 hours: 50% refund (emergency situations considered)
• No-show: No refund
• Technical issues: Full refund or makeup session

3. Package and Subscription Refunds

• Within 7 days: Full refund minus used sessions
• After 7 days: Pro-rated refund for unused sessions
• Monthly plans: Cancel anytime, no refund for current month
• Annual plans: Pro-rated refund available

4. Special Circumstances

• Medical emergencies: Full consideration for refunds
• Family relocation: Transfer to online sessions or refund
• Tutor changes: No penalty for switching tutors
• Dissatisfaction: First 3 sessions satisfaction guarantee

5. Refund Process

• Submit refund request via email or phone
• Provide reason for refund request
• Processing time: 5-10 business days
• Refunds issued to original payment method

6. Non-Refundable Items

• Materials and resources downloaded
• Completed tutoring sessions
• Administrative or processing fees

Tutor Code of Conduct

Last Updated: January 1, 2025

1. Professional Standards

All Ivy Minds Academy tutors must:

• Maintain the highest standards of professional conduct
• Arrive punctually and prepared for all sessions
• Dress appropriately for video sessions
• Communicate clearly and respectfully
• Maintain confidentiality of student information

2. Teaching Excellence

• Adapt teaching methods to individual learning styles
• Provide accurate and up-to-date information
• Encourage and motivate students
• Track and report student progress
• Continuously improve teaching skills

3. Student Safety and Wellbeing

• Create a safe and supportive learning environment
• Report any concerns about student welfare
• Maintain appropriate boundaries with students
• Follow all child protection protocols
• Ensure online safety during sessions

4. Communication Guidelines

• Communicate with parents/guardians regularly
• Respond to messages within 24 hours
• Use only approved communication channels
• Provide constructive feedback
• Maintain professional language at all times

5. Technology and Platform Use

• Use only approved tutoring platforms
• Maintain reliable internet and equipment
• Protect login credentials and student data
• Follow recording and privacy policies
• Report technical issues promptly

6. Violations and Consequences

Violations of this code may result in:

• Warning and additional training
• Suspension from tutoring duties
• Termination of employment
• Legal action if warranted

Student Code of Conduct

1. Respectful Behavior

• Treat tutors and staff with respect and courtesy
• Use appropriate language during sessions
• Listen actively and follow instructions
• Ask questions when confused or need help

2. Participation and Engagement

• Attend sessions on time and prepared
• Participate actively in lessons
• Complete assigned work and practice
• Come to sessions with specific questions or topics

3. Academic Integrity

• Do your own work with tutor guidance
• Be honest about your understanding
• Don't ask tutors to complete assignments for you
• Respect copyright and intellectual property

4. Technology Use

• Use technology appropriately during sessions
• Keep your camera on when requested
• Don't record sessions without permission
• Report technical problems immediately