The purpose of this policy is to outline the process of billing our tutoring clients securely using Stripe's automatic billing system. This policy ensures that client credit card information remains confidential and that billing is conducted exclusively through a secure API key within Stripe, a trusted and reliable billing system.
Client Authorisation: By confirming the payment on the first invoice, you allow Inner West Tutors to charge your card for future payments in accordance with the terms outlined in this policy. If you wish to unsubscribe from automatic billing, please contact us promptly, and we will
Prior to initiating billing, clients are required to provide their explicit consent for automatic billing using their preferred credit card. They will be guided through the authorization process, which involves securely linking their credit card to their client account within our tutoring platform.
Stripe Integration: Our tutoring platform is integrated with Stripe, a highly secure and trusted payment processing platform. Stripe is compliant with the highest security standards and employs advanced encryption techniques to safeguard sensitive information.
API Key Usage: To initiate the billing process, we utilize a unique API key provided by Stripe. This API key is used solely for the purpose of communicating securely with the Stripe platform. It grants access to the necessary functionality required to initiate automatic billing on behalf of our clients.
Credit Card Information Protection: Our tutoring service does not store or have access to client credit card information. Stripe handles all credit card data securely and employs robust security measures to prevent unauthorized access or data breaches.
Billing Frequency and Schedule
Billing Frequency: Billing will occur on a weekly basis, based on the number of hours of tutoring provided per week.
Weekly Billing Cycle*: The billing cycle starts on Monday and ends on Sunday of each week.
Billing Calculation: The billing amount will be calculated based on the agreed-upon hourly rate multiplied by the total number of tutoring hours provided during the weekly billing cycle.
Billing Currency: All prices are in Australian dollars (AUD) unless otherwise stated and are inclusive of GST (Goods and Services Tax) unless otherwise indicated.
Billing Accuracy: Billing amounts will be accurately calculated based on the agreed-upon pricing structure and the actual number of tutoring hours provided during the weekly billing cycle.
Discrepancies and Reporting: Any discrepancies or billing errors should be promptly reported to our customer support team for resolution. We will investigate the matter thoroughly and rectify any billing inaccuracies in a timely manner.
*Please note that the weekly billing cycle and schedule are subject to change, and clients will be notified in advance of any modifications.
Security and Confidentiality
Data Encryption: All data transmission between our tutoring platform and Stripe occurs over secure, encrypted connections using industry-standard protocols, ensuring the confidentiality and integrity of client information.
Compliance with Data Protection Regulations: Our billing practices adhere to applicable data protection and privacy regulations to protect client information and maintain compliance.
Client Data Privacy: Client information, including billing details, will be treated with the utmost confidentiality and used solely for the purpose of billing and providing tutoring services. We will not disclose or share this information with any unauthorised third parties unless required by law.
In the event of any billing-related disputes or concerns, clients are encouraged to contact our customer support team promptly. We will investigate the matter thoroughly and work towards a fair resolution in a timely manner.
Refunds or Credit for Errors*
Error Responsibility: In the rare event that an error occurs on our end resulting in incorrect billing, we take full responsibility for rectifying the situation promptly and fairly.
Refunds: If a billing error is identified and confirmed to be our fault, we will issue a refund to the client for the overcharged amount. Refunds will be processed in a timely manner using the original payment method, or an alternative agreed-upon method, to ensure a smooth resolution.
Credit Option: Alternatively, clients may choose to receive a credit for the amount overcharged, which can be applied to future tutoring sessions.
Communication and Resolution: Clients should notify our team as soon as they become aware of any billing errors. We will promptly investigate the matter, communicate with the client to resolve the issue, and ensure that appropriate corrective measures are implemented to prevent future occurrences.
Fairness and Transparency: Our aim is to ensure fairness and transparency in all billing-related matters. We strive to address errors promptly, rectify them in a timely manner, and maintain open communication with clients to ensure their satisfaction.
*Note: Refunds or credits for errors on our end are applicable only when the error is clearly attributable to our internal processes or systems. Refunds or credits will not be provided in cases where errors arise due to incorrect or incomplete information provided by the client or when the student is late or cancels a session without complying with our cancellation and late policies.
If you wish to cancel your lesson with us, please notify your tutor at least 4 hours prior to your scheduled lesson. We understand that unforeseen circumstances may arise, and we strive to be flexible in accommodating our clients' needs.
However, if you provide less than 4 hours' notice, we may not be able to fill the time slot with another student, and as a result, we reserve the right to charge you for the canceled lesson.
We appreciate your understanding and cooperation in adhering to this cancellation policy, as it allows us to efficiently manage our tutoring schedule and provide the best service to all our clients.
We understand that unexpected delays can occur, and we strive to be understanding and accommodating to our clients' circumstances. If you anticipate being late for your tutoring session, please notify your tutor as soon as possible to inform them of the delay.
If the student is not home and ready for tutoring at the scheduled start time, we have a 15-minute grace period where the tutor will wait for the student to arrive. We recognise that unforeseen circumstances can cause delays, and we want to provide flexibility within a reasonable timeframe.
However, assuming the student arrives within the 15 minutes, the tutor is still able to end the session at the one-hour mark from the scheduled start time to ensure that subsequent appointments are not affected.
If it is past the 15-minute grace period and the session is not due to start, the tutor is allowed to leave. In such cases, we reserve the right to charge you for the lesson, as the tutor's time has been allocated and reserved for the scheduled session.
We understand that punctuality is crucial for efficient tutoring sessions and to respect the time of both our tutors and clients. We kindly request that you make every effort to be ready and available for your scheduled tutoring session to maximise the learning experience and ensure a smooth workflow.
Review and Updates
This billing policy will be reviewed periodically to ensure its ongoing relevance and effectiveness. Any necessary updates will be made in accordance with changes in regulations, technology, or industry best practices.
By using our tutoring services, clients acknowledge and agree to abide by the terms outlined in this billing policy.
Inner West Tutors reserves the right to modify this policy as needed, with updates being communicated to clients through appropriate channels.