Details, Terms & Conditions for Tutors

Our main Terms & Conditions are listed on https://www.languagetutors.ca/terms. The below is additional Terms & Conditions with more details and arrangements related to tutors. They will give you more details on how we work with tutors, provide you with a fee schedule and establish our business workflow. Please make sure to carefully review them before contacting any potential clients.

By accepting any tutoring request, you agree to become bound also by these additional Terms & Conditions. If you do not agree to any of the provisions of this Terms & Conditions, you should delete your profile from LanguageTutors.ca. Please note that we can also put your profile on a hold or delete it from the Site at any time and without any warning if we feel that you do not comply with some of the provisions listed here or for any other reason.

1. Your Tutoring Services

1.1 You, as a tutor, shall serve completely independently and in your own name as an independent provider of tutoring services and deal with any potential or actual clients / learners (further referred to as ‘clients’) directly and in your own name. This includes all communication, discussion of details, setting up location and time for tutoring sessions, teaching methods and plans, payment arrangements, anything else related to your contact with the client or your tutoring sessions.

2. Our Role

2.1 We serve as a marketing/referral service and provide tutors with tutoring requests / referrals from time to time on a commission basis. Our fees are included on the top of the tutoring rate you requested when submitting your application to LanguageTutors.ca.

2.2 As we are not a provider of tutoring service but rather a marketing/referral service, we typically do not participate in your communication with clients or in discussion of their specific needs or any details related to tutoring sessions, their place and time, payment arrangements, etc.

3. Tutoring Requests

3.1 We will provide you with tutoring requests when potential clients inquire specifically about your services, or when we have general tutoring requests which we feel might be of interest to you.

3.2 When you receive a tutoring request from us, you shall either click on 'Accept' or 'Decline' link in our e-mail notification or shall email us back to let us know if you are interested or not. We usually expect you to accept or decline any request as soon as possible but definitely within 24 hours after it was sent. Please note that accepting a request does not imply any commitment to teach a client. It is just an acknowledgement that you have seen the request, might be interested and will contact the client very soon to see if it's going to work for you. You may decline a request at any time latter.

3.3 Tutoring requests sent to new tutors will not list client's contact details. However, once you confirm your interest, we will provide you with client's contact details which may include client’s e-mail address and/or phone number.

3.4 Tutoring requests sent to existing tutors will list client's contact details right in the notification. Tutors are still requried to confirm it to us if they are interested or not by clicking on either 'Accept' or 'Decline' link in the notification or by emailing us back.

3.5 In case a tutoring request is not accepted or declined within 24 hours, we may send you a few e-mail, text or automated call reminders. If a request is still not accepted or declined within next day or two, we will assume that you are currently unavailable for any new tutoring requests, and your profile will be put on hold.

4. Contacting Clients

4.1 You shall e-mail and/or call a client as soon as possible (same or next day) after you get client's contact details. If a client provided a phone number, it's always better to call unless he/she is specifically asking to use only e-mail. If you just used an e-mail, even though a client's phone number was available, and a client is not responding for more than 24 hours, you shall call the client to confirm that he/she has received your e-mail.

4.2 Please use the first contact with the client to tell him/her more about yourself, answer his/her questions and possibly arrange a lesson. The clients may send inquiries to a few tutors at the same time to choose a tutor that suits their needs best. Accordingly, please treat it as a mini interview as a client may take a decision based on the initial impression and information you will provide. Do keep in mind that if a client inquired about your services, he/she has already pre-qualified you based on the information you have mentioned on your profile, so your chances to be hired by the client are very high.

4.3 If you are failing to reach the client, or he/she is not responding, you shall try again latter the same or next day. You shall always update us if you fail to reach the client, or he/she is not responding to your initial contact for more than 48 hours.

5. Charges and Fees

5.1 The clients are expected to pay you directly after each session or as you agree with them. You may take cash, cheques or agree other payment methods.

5.2 In most cases, you shall quote and charge clients an hourly rate shown on your public profile with LanguageTutors.ca. This rate is equal to the rate you indicated during the registration with LanguageTutors.ca (seen from your admin zone) + our flat hourly fee in the amount of 5 monetary units in the currency you selected during the registration (CAD, USD, EUR, AUD or GBP). E.g., if your requested rate is $25 per hour, the public rate shown to potential clients will be $30 per hour. Thus, our fee is not deducted from your requested hourly rate but is automatically added on the top. When a client is sending you an inquiry, he/she is generally willing to pay you the rate shown on your public profile.

5.3 Depending on particular circumstances (e.g, the client requests you to work with a few people at the same time, or there are some other special requirements), you may quote and agree with clients a higher hourly rate. In those circumstances, if the resulted rate is more than 1.5 of your regular public rate, our fee will be 15% of total amounts received. If the resulted rate is equal or less than 1.5 of your regular public rate, our fee will remain 5/hr. You shall always inform us about any increases in the rate you are quoting.

5.4 Depending on particular circumstances (e.g., when specifically requested by a client, or when a client is willing to prepay a certain number of lessons in advance), you may also consider making discounts to clients, but in all those cases, you shall always make sure to keep our minimum hourly fee (5/hr) included and intact.

5.5 Our fee is payable for actual paid lessons for the whole continuous or intermittent period a client is taking lessons with you, including the situation when he/she resumes lessons after a long break. You shall always notify us and update the status of the request if a client referred earlier resumes lessons at any time latter.

5.6 If you would like to change your regular rate for future potential clients, you may always do it from your admin zone or just let us know, and we will do it for you.

5.7 You shall not be disclosing our fees to clients. Please treat our fees as your marketing expenses and always quote clients only total hourly rate.

6. GST or other local taxes

6.1 If you are registered as a payer of GST or other local taxes and legally required to charge them clients, please consider including the taxes in the rate you quote on LanguageTutors.ca rather than charging them on the top of this amount. In particular, for Canadian tutors, our fee (C$5/hr) already includes GST, and we do not charge it on the top.

6.2 If you plan to charge taxes on the top on the advertized hourly rate, you shall clearly indicate it on your profile and also inform clients about it when discussing possible lessons.

7. Receipts

7.1 If requested by clients, you shall provide them with receipts for total payments received. You may find templates of receipts online or purchase receipt books at many local or online stores.

8. Keeping Track of Hours with Particular Clients

8.1 You shall accurately keep track of number of hours with particular clients we refer to you. You may keep paper or electronic records, whatever is more convenient for you.

9. Reporting Number of Hours and Paying Our Fees

9.1 If you have had any paid tutoring sessions with clients we refereed to you and/or had any tutoring requests listed with the status 'Lessons in Progress' at any time during the calendar month, you shall provide us with the accurate information on the total number of tutoring hours and other necessary details at the end of the month or at the first 2 days or the next month. The monthly hours report link is available in your admin zone. If you experience any problems with the report, you may alternatively submit the information by e-mail. In this case, please send a simple text e-mail with the info at info@languagetutors.ca (e.g., April Hours: Tom - 4, Jennifer - 6; Total - 10hrs).

9.2 Once the report is received, we will e-mail you an invoice with all necessary payment instructions.

9.3 The amount in the invoice shall be based on the total number of paid tutoring hours during the period. E.g., if you had 10 hours in total during a calendar month, our accumulated fee for the month will usually be 10*5 = 50.

9.4 Payment options available in Canada: 1) PayPal / credit cards; 2) online banking transfer via Interac e-Transfer; 3) direct cash deposit to our bank account at any CIBC branch in Canada. For tutors located outside Canada, the available payment options are PayPal or a credit card payment. Other payment options can be agreed if necessary.

9.5 You shall pay the invoice within one week after you receive it.

9.6 We will e-mail you a confirmation once we receive the payment.

10. Deducting Our Fees as Your Advertising Expenses

10.1 When doing your taxes, you may deduct our fees as your marketing / advertising expenses.

11. Status Updates

11.1 You shall keep us fully updated on a status of each tutoring request.

11.2 Main events / statuses you are required to keep us updated on :

  • after receiving a request, to confirm us you might be interested and will be contacting a client - status 'Tutor Available';
  • when you have received a request but are unavailable or are not interested for any reason - status 'Tutor Unavailable';
  • when you have successfully established contact with a client and discussing details - status 'In Contact';
  • when you have problems establishing initial contact with a client (e.g., client is not responding to your e-mails and/or phone calls for more than 48 hours) - status 'Not Responding';
  • when, after establishing contact with a client, you see that a request is not going to work for any reason (e.g., scheduling conflict, some special requirements you cannot meet, other) - 'Lost Client';
  • when you were in touch with the client, but he/she stopped responding - status 'Lost Contact';
  • when you have agreed to start lesssons - status 'Planning Lessons';
  • when you have started lessons - status 'Lessons in Progress';
  • when lessons are temporarily paused for an extended period of time (e.g., vacation, etc) - status 'On Hold';
  • when a client completes all lessons and does not require your services anymore - status 'Completed';
  • any other important information related to a request;

11.2 To keep us updated on a status of tutoring requests, you shall use 'My Tutoring Requests' link found in your admin zone or a quick access link we will provide you with. Each of the requests listed in your admin zone under 'My Tutoring Requests' page will have a drop-down list with different statuses you may assign, and a ‘Comment’ field where you will be able to provide more details on a current status.

11.3 Alternatively, in case you cannot use or find it difficult to use 'My Tutoring Requests' page or a quick update link, you shall keep us updated by sending us e-mail updates at info@languagetutors.ca.

12. Communication with Clients

12.1 In all cases, you shall communicate with clients in an amicable, professional manner and provide the best professional service you can.

13. Information in your Tutoring Profile

13.1 You should maintain accurate, up-to-date information on your profile.

13.2 The photo is optional but is highly recommended as we list tutoring profiles with photos on more prominent positions. Profiles with photos also look more credible for clients, so it usually helps to get more tutoring requests.

14. Your Profile Status

14.1 If you are temporary unavailable for new tutoring requests (e.g., travelling, busy or fully booked up with clients), please put your profile on a temporary hold from your admin zone or just let us know, and we will do it for you.

15. Your Profile Ranking

15.1 Your profile ranking on the Site shall depend on many factors: quality of the profile, completion of the profile (e.g., if photo is included), how fast you reply to our messages, how fast and efficient you establish contact with the clients (e.g., calls vs. just e-mails), your flexibility and availability, percentage of potential clients who become actual clients, how long clients stay with you, feedback from clients, how timely you pay our fees, other factors.

16. Profile/Account Removal

16.1 You may submit profile/account removal request at any time from your admin zone or by e-mailing us at info@languagetutors.ca. Your profile/account will be removed from the system once we verity that there are no outstanding amounts or active tutoring requests on your account. Otherwise, it will just be automatically put on hold until all the lessons are completed, and all outstanding amounts are fully paid. Once your profile/account is removed, you shall not allowed to have any new lessons with clients reffered to you via LanguageTutors.ca earlier unless you create a new account with LanguageTutors.ca and inform us about resuming lessons.

17. Disclaimer

17.1 Please note that the only information we have about the potential clients is the information provided by clients themselves in their tutoring requests. We do not verify validity of information provided in tutoring requests, mental state of potential clients or their criminal records. We cannot predict or control their behavior, actions or any other circumstances. Thus, whenever you deal with potential or actual clients, please use your best judgement just as you do when dealing with clients who found you directly or with other people you do not know. It's your responsibility to be reasonably careful when communicating with or meeting the clients. Under no circumstances we can be liable for any aspects of your relations with the clients, or for any inconveniences or any type physical, financial or emotional damage caused by the clients.