Clear terms for a calmer tutoring business.

Effective date: 31 August 2026  ·  Last updated: 31 August 2026

1. Agreement to these Terms

These Terms of Service (“Terms”) form an agreement between Tutor Studio (“Tutor Studio”, “we”, “us”, or “our”) and the person or entity creating an account or using the service (“you” or “Customer”). Tutor Studio is currently identified as a South African sole-proprietor service using “Tutor Studio” as a temporary published business/legal name.

By creating an account, starting a trial, using the service, or clicking to accept these Terms, you agree to them and to the Privacy Notice. If you use Tutor Studio for a tutoring business or other organisation, you confirm that you have authority to bind that business or organisation.

If you do not agree, do not create an account, submit data, or use the service.

2. The service and eligibility

Tutor Studio is a hosted workspace designed to help independent tutors organise students, lessons, homework, invoices, business branding, communications, resource links, and optional Google Calendar synchronisation. Features may change over time.

You must be legally able to enter into this agreement. Tutor Studio is not directed to children, and children may not create Tutor Studio accounts. A tutor may use the service to manage tutoring-related information about a child only if the tutor has a valid legal basis and any required consent or authority.

Tutor Studio is a software tool. We are not a tutoring provider, school, employer, financial adviser, tax adviser, legal adviser, debt collector, or party to the relationship between a tutor and a student, parent, guardian, or payer.

3. Accounts, passwords, and workspace access

• You must provide accurate registration information and keep it up to date.
• You are responsible for protecting your login details and for activities under your account.
• Use a strong, unique password and notify us promptly at kaelscanes2@gmail.com if you suspect unauthorised access.
• Do not share an account in a manner that bypasses the service’s intended access model or compromises data confidentiality.
• You are responsible for the accuracy, legality, and permissions relating to the data entered in your workspace.

We may refuse registration, require a password reset, or suspend access where reasonably necessary for security, fraud prevention, legal compliance, or enforcement of these Terms.

4. Subscription, free trial, payment, cancellation, and refunds

4.1 Plan and price

Tutor Studio offers one all-features subscription plan. The current standard price is US$15.00 per month, subject to any taxes, currency presentation, or other amounts clearly shown in the Polar-hosted checkout before you confirm your purchase. The checkout display controls if it differs from a promotional offer or this summary.

4.2 14-day card-required trial

Where offered at checkout, new eligible customers may receive a 14-day trial. Polar collects a payment method through its hosted checkout, but no subscription charge is made at the start of a qualifying trial. Unless you cancel or otherwise manage the subscription before the trial ends, the subscription automatically converts to a paid monthly subscription and the then-applicable monthly amount is charged.

Trial eligibility, prevention of repeat trials, tax treatment, and payment processing may be determined by Polar and the checkout flow. A Sandbox test checkout is not a live sale and does not create a real payment obligation.

4.3 Recurring billing and payment processing

By starting a paid subscription, you authorise Polar and its payment partners to charge the payment method you provide for recurring monthly fees until cancellation. Polar hosts the checkout, receipts, and customer portal. Tutor Studio does not collect or store full payment-card numbers.

You must keep your billing information current. If a payment fails, access may be limited, suspended, or revoked in accordance with the subscription status and applicable law. Polar’s terms and privacy information also apply to its services.

4.4 Cancellation

You may cancel through the Polar Customer Portal made available from your Tutor Studio profile, or by contacting us at kaelscanes2@gmail.com. Cancel before the trial ends to avoid the first subscription charge. Unless the checkout or applicable law states otherwise, cancellation stops future renewal and access continues through the end date shown for any already-paid period or remaining trial period.

4.5 Refunds and statutory rights

Except where required by applicable law or expressly stated at checkout, subscription fees are non-refundable and we do not provide prorated refunds for partial billing periods. This policy does not limit or waive non-excludable consumer rights, including any rights that may apply under South African consumer-protection and electronic-transactions law or the law of your place of residence.

To request a review, email kaelscanes2@gmail.com with your account email, the date and amount of the charge, and a brief explanation. Do not send payment-card details by email.

4.6 Price or service changes

We may change the service or subscription price for a future billing period where permitted by law. We will provide advance notice through the service, Polar, or email where required. You may cancel before a new price takes effect.

5. Customer Data, student data, and data processing terms

“Customer Data” means information, content, records, files, and personal information you submit, import, create, or cause to be processed in Tutor Studio, including student and guardian information.

5.1 Your responsibilities

You retain responsibility for Customer Data. You represent and warrant that you have all rights, notices, permissions, lawful grounds, and consents needed to use Customer Data with Tutor Studio. This is especially important where Customer Data concerns children, guardians, education, contact details, invoices, or sensitive information.

You must not use Tutor Studio to collect or process information unlawfully, to discriminate unlawfully, to exploit or endanger a child, or to process special personal information unless you have verified that you may lawfully do so and have put appropriate safeguards in place.

5.2 POPIA roles

For Customer Data that you control, you are generally the responsible party under POPIA (and, where applicable, controller under other privacy laws). Tutor Studio acts as your operator for that Customer Data, processing it to provide and secure the service and on your documented instructions, subject to these Terms and applicable law. Tutor Studio is separately a responsible party for its own account, billing, support, security, and business-administration information.

5.3 Operator commitments

To the extent Tutor Studio acts as an operator, it will use reasonable measures to process Customer Data only for providing, maintaining, securing, and improving the service; keep it confidential; use appropriate safeguards; engage service providers subject to appropriate obligations; and notify you without undue delay if it reasonably believes Customer Data under its control has been accessed or acquired by an unauthorised person. You authorise the use of the service providers described in the Privacy Notice, subject to applicable law.

You instruct Tutor Studio to process Customer Data as needed to provide the service, including storing it, making it available to authorised workspace sessions, generating requested documents, transmitting Calendar data when you connect Google Calendar, and transmitting emails when you configure/request an email send through the Gmail API account connected to your workspace or another email/SMTP provider. You remain responsible for your own legal notices, response to data-subject requests, and breach-notification obligations as the responsible party.

5.4 International transfers, deletion, and exports

Service providers may process information outside South Africa. You are responsible for assessing whether your use of Tutor Studio and your instructions permit any applicable cross-border transfer. On account termination or a verified request, we will take reasonable steps to delete or return Customer Data where feasible, subject to legal retention, security, backup, dispute, and fraud-prevention needs. Use available workspace export/backup functions where offered and keep your own appropriate records.

6. Google Calendar, email, Polar, and other third-party services

Optional integrations are provided for convenience. Your use of Google Calendar, the optional Gmail connection for your workspace, Polar, and any other email/SMTP provider is also subject to that provider’s terms and privacy practices.

• Google Calendar: You choose whether to connect a Google account. Google presents the consent screen. Tutor Studio never asks for a Google/Gmail password. You may disconnect the integration in Tutor Studio Settings.
• Gmail sending: If Gmail sending is enabled, each Tutor Studio workspace may connect one Gmail account it controls through Google OAuth. Tutor Studio requests permission to send requested service emails; it does not request mailbox-reading, search, modify, delete, or full-mailbox access. A Gmail address may be linked to only one Tutor Studio workspace at a time. Disconnecting removes the stored Tutor Studio connection; Google-account access can also be revoked in Google.
• Polar: Polar hosts payment-card entry, subscription billing, receipts, and customer portal functions. Do not send card information to Tutor Studio support.
• Email: You are responsible for having authority to email your students/contacts and for complying with direct-marketing, anti-spam, and privacy rules. Do not use Gmail passwords or Gmail app passwords in Tutor Studio. For a non-Gmail address/provider, use the separate SMTP relay settings and a provider-issued credential.

We are not responsible for third-party services, their availability, their terms, or changes they make. We may disable an integration if reasonably necessary for security, compliance, or service integrity.

7. Acceptable use

You must not, and must not permit others to:

• break the law or infringe another person’s rights;
• upload malware, probe or interfere with the service, bypass access controls, scrape the service, or attempt unauthorised access to another workspace;
• use the service to harass, threaten, defraud, exploit, or harm others;
• send unlawful, deceptive, unsolicited, or abusive communications;
• upload material you do not have the right to use or disclose;
• reverse engineer, copy, resell, rent, or create a competing service from Tutor Studio except to the extent a restriction is prohibited by law; or
• use the service in a way that creates unreasonable security, privacy, legal, or operational risk.

8. Availability, changes, support, and feedback

We aim to provide a reliable service but do not promise uninterrupted, error-free, or permanently available operation. Maintenance, provider outages, security events, internet failures, and changes outside our control can affect availability. You should maintain appropriate backups and should not rely on Tutor Studio as the sole repository for critical records.

We may update, add, modify, or discontinue features where reasonably necessary for security, legal compliance, maintenance, or service development. Where a change materially reduces a paid feature, we will consider reasonable notice or remedies as required by applicable law.

Questions and support requests may be sent to kaelscanes2@gmail.com. If you provide feedback, you grant us a non-exclusive, royalty-free right to use it to improve Tutor Studio without obligation to you.

9. Intellectual property

Tutor Studio and its software, design, branding, documentation, and content are owned by or licensed to Tutor Studio and protected by applicable intellectual-property laws. Subject to these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable right to use the service for your internal tutoring-business purposes.

You retain your rights in Customer Data. You grant Tutor Studio the limited rights needed to host, process, transmit, display, and secure Customer Data to provide the service and comply with law.

10. Disclaimers, limitation of liability, and indemnity

To the maximum extent permitted by applicable law, Tutor Studio is provided “as is” and “as available.” We do not warrant that the service will meet every requirement, prevent every error, make every invoice legally/tax compliant, or guarantee the accuracy of user-entered data, third-party integrations, or communications.

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including applicable statutory consumer rights. Subject to that sentence and to the maximum extent permitted by law, Tutor Studio will not be liable for indirect, consequential, special, punitive, exemplary, or loss-of-profit/revenue/data/business-opportunity damages. Tutor Studio’s total liability arising from the service will not exceed the amount you paid to Tutor Studio for the service in the 12 months before the event giving rise to the claim.

You will indemnify Tutor Studio against reasonable claims, losses, and expenses arising from your unlawful use of the service, your breach of these Terms, or your Customer Data, except to the extent caused by Tutor Studio’s own unlawful conduct or liability that cannot be excluded by law.

11. Suspension and termination

You may stop using the service at any time and may cancel your subscription as described above. We may suspend or terminate access where reasonably necessary for non-payment, security, abuse, legal compliance, a material breach of these Terms, or protection of users and the service. Where appropriate, we will give notice and a reasonable opportunity to remedy the issue.

Sections that by their nature should survive termination—including payment obligations, intellectual-property rights, confidentiality, privacy/data terms, disclaimers, limitations, indemnity, and governing-law provisions—will survive.

12. Governing law and disputes

These Terms are governed by the laws of the Republic of South Africa, excluding conflict-of-law rules, unless mandatory law in your place of residence gives you rights that cannot be excluded. Before starting formal proceedings, please contact us at kaelscanes2@gmail.com and allow a reasonable opportunity to try to resolve the issue.

Nothing in these Terms limits a consumer’s right to approach a regulator, ombud, tribunal, court, or other forum where applicable law permits or requires it.

13. Changes to these Terms

We may update these Terms from time to time. We will post the revised version here with an updated date. If a change is material, we will provide additional notice where required. Continuing to use the service after the effective date of updated Terms means you accept them, except where applicable law requires another form of consent.

14. Contact

You may print or save these Terms for your records.