Terms & Conditions

Clear guidelines to ensure a safe, supportive, and well-organised learning environment for all families.

1. Fees & Payment

  • Full payment must be made before the end of the current term to secure your child’s place for the following term.

  • If parents request a refund, it will be processed within 7 days. Please note that book fees or administration fees may apply.

  • Payment is made termly and covers the full term programme.

  • If a student misses a lesson due to illness or other reasons, refunds are not available. However, we will offer supportive catch-up options where possible, including:

    • A 15-minute one-to-one or small group catch-up session before or after the next lesson, or

    • A short online catch-up support session during the week.

2. Class Cancellation

  • If Herts Mandarin cancels an entire course, all fees will be refunded within 3 days.

  • If an individual lesson is cancelled, we will either:

    • Add an additional lesson at the end of term, or

    • Offer a refund or credit if the cancelled lesson falls in the final week of term.

  • Any substitute teacher will hold a valid DBS check and have appropriate teaching experience.

3. Parent Responsibilities

By enrolling your child, parents agree that:

  • All registration and contact information provided is accurate and up to date.

  • Children should not attend lessons if they are unwell or have a contagious illness.

  • Parents are responsible for any damage caused by their child during lessons.

  • Only water is allowed in classrooms (no food).

  • If a child has a medical condition or requires additional support, a parent or guardian must remain within 5–10 minutes of the school and be reachable by phone during lessons.

4. Behaviour Expectations

Herts Mandarin aims to provide a safe, warm, and positive learning environment for all children. If a student’s behaviour is consistently unsafe or seriously disruptive, we may ask the student to leave the course. Refunds for unused lessons will be processed within 3 days where appropriate.

5. Photos & Media

Student photos may occasionally be used for learning displays, newsletters, classroom materials, social media, or the Herts Mandarin website, with parental consent.

Photos shared in WhatsApp groups are for internal family viewing only. Parents are kindly asked not to share images outside the Herts Mandarin community. Teachers will delete classroom photos from personal devices after sharing to support data protection and privacy.

6. Health & Safety

We are committed to providing a safe and supportive learning environment for all students. Emergency contact details may be used if necessary, so parents should ensure all contact information remains current.

7. Late Pick-Up

  • Parents must collect children promptly after lessons.

  • If collection is more than 10 minutes late, we may contact the emergency contact listed on the registration form.

  • Repeated late collection may result in additional charges or affect future enrolment.

8. Changes to Classes

Herts Mandarin may occasionally adjust lesson times, class locations, or teaching staff if necessary. Parents will always be informed as early as possible regarding any important changes.

9. Data Protection

All personal information is treated confidentially and stored securely in accordance with UK GDPR regulations.

10. Liability

Herts Mandarin is not responsible for lost belongings or incidents occurring outside normal classroom supervision times.