Terms & Policies

1.1 Eligibility

Accounts may be opened only by persons aged 18 years or over. Learners under 18 may use the services solely through an account created and supervised by a parent or legal guardian, who accepts these Terms on the learner's behalf and is responsible for the learner's use.

1.2 Accounts

The User shall provide accurate, complete and current information and shall promptly update it. The User is responsible for all activity conducted under their account. Bright Minds may refuse, suspend or terminate any account where information is false, misleading or incomplete.

1.3 Fees and payment

Registration and membership fees are as published on the pricing section of the website and are payable in Zambian Kwacha. Lesson fees are set by each teacher; Bright Minds retains ten per cent (10%) of each lesson fee as a platform charge. Value Added Tax is applied where required by law. Failure to pay a monthly membership fee renders the account inactive; accounts unpaid for three (3) consecutive months may be permanently deleted. Registration fees are non-refundable save as required by law.

1.4 Lessons and cancellations

Lessons may be rescheduled without charge on not less than twenty-four (24) hours' notice. Lessons cancelled with less notice, or not attended, may be charged in full. Bright Minds does not guarantee any particular examination result or academic outcome.

1.5 Teachers

Teachers are independent tutors and not employees of Bright Minds. Each teacher warrants that they hold valid registration with the Teaching Council of Zambia where applicable, accurate qualifications, and no conviction or finding rendering them unsuitable to work with children. Approval is conditional on vetting, references and completion of the safeguarding assessment, and may be withdrawn at any time.

1.6 Prohibited conduct

Users shall not: (a) contact a learner, parent or teacher outside the platform's approved channels; (b) solicit payment outside the platform; (c) upload unlawful, abusive, discriminatory or sexually explicit material; (d) impersonate any person; (e) interfere with the security or operation of the platform; or (f) breach any applicable law of the Republic of Zambia.

1.7 Intellectual property

All content, trademarks and materials on the platform are owned by or licensed to Bright Minds. Users are granted a limited, non-transferable licence to use materials solely for the enrolled learner's personal study.

1.8 Limitation of liability

To the maximum extent permitted by law, Bright Minds shall not be liable for indirect, incidental or consequential loss, or for interruptions caused by internet, power or third-party service failures. Nothing in these Terms excludes liability that cannot lawfully be excluded.

1.9 Suspension and termination

Bright Minds may suspend or terminate access immediately, without prior notice, where a User breaches these Terms or where suspension is reasonably necessary to protect a child or other User.

1.10 Governing law

These Terms are governed by the laws of the Republic of Zambia. Disputes shall first be referred to good-faith resolution through customer service and, failing that, to the competent courts of Zambia. We may amend these Terms on notice; continued use constitutes acceptance.

2.1 Data collected

Identity and contact details; learner details (name, date of birth, grade, school, curriculum and, where voluntarily provided, learning support needs); teacher vetting data (qualifications, registration numbers, references, safeguarding assessment results); payment records; lesson records, attendance, progress notes and platform messages; and technical data such as device and log information.

2.2 Lawful basis

We process personal data on the basis of contract performance, consent (including parental consent for learners under 18), compliance with legal obligations, protection of the vital interests of a child, and our legitimate interest in operating a safe service.

2.3 Purpose

Data is used to provide and administer lessons, match learners with teachers, process payments, vet teachers, monitor and safeguard learners, respond to enquiries, and meet legal and regulatory obligations. We do not sell personal data and do not use children's data for marketing.

2.4 Disclosure

Data is shared only on a need-to-know basis with assigned teachers, linked parents, partner schools (for enrolled learners), payment and hosting providers bound by confidentiality, and competent authorities where required by law or to protect a child from harm. Teacher contact details are not disclosed to parents, and parent contact details are not disclosed to teachers.

2.5 Retention

Personal data is retained only for as long as necessary for the purposes collected, and safeguarding records for such longer period as required by law or good safeguarding practice. Deleted accounts are removed or anonymised save where retention is legally required.

2.6 Cookies

The platform uses essential cookies and local storage required for sign-in and security. No third-party advertising cookies are used.

3.1 Principles

Personal data shall be: processed lawfully and fairly; collected for specified, explicit purposes; adequate, relevant and limited to what is necessary; accurate and kept up to date; retained no longer than necessary; and secured against unauthorised or unlawful processing, loss or damage.

3.2 Security measures

We apply encryption in transit, role-based access controls, row-level data restrictions, password verification at registration, private storage for sensitive records, and staff access limited by role. Staff and teachers are bound by confidentiality obligations.

3.3 Rights of data subjects

Data subjects (or parents on behalf of children) have the right to be informed; to access their data; to rectification; to erasure; to restrict or object to processing; to data portability; and to withdraw consent at any time, without affecting the lawfulness of prior processing. Requests may be submitted via the Contact Us page and will be answered within the period prescribed by law.

3.4 Special category data

Information about health, disability or learning support needs is processed only with explicit consent, used solely to adapt teaching, and never used to diagnose. Access is restricted to those who require it.

3.5 Data breaches

Any personal data breach shall be contained, assessed and, where required, notified to the Data Protection Commissioner and affected data subjects without undue delay.

3.6 Complaints

Complaints may be raised with Bright Minds at customer_support@brightmindstutoringhub.com. Users retain the right to lodge a complaint with the Office of the Data Protection Commissioner of Zambia.

3.7 Deletion policy

When an account is deactivated, the account's personal data shall be permanently deleted three (3) months after the date of deactivation, save where retention is required by law or for safeguarding purposes. The email address may be retained after deletion and used for marketing purposes, unless the User has opted out of marketing communications.

3.8 Marketing and third-party consent

At registration, every account (Parent, Teacher, Adult Student (18+) and School) is opted in by default to marketing communications from Bright Minds and selected third parties. A clearly labelled tick box is provided immediately before the agreement to the Terms of Use and Privacy Policy; the User may untick it to opt out. A User may withdraw consent at any time by using the unsubscribe link in any marketing message or by contacting Bright Minds, and withdrawal shall not affect service communications necessary for the operation of the account, nor the lawfulness of processing carried out before withdrawal. Personal data shall not be shared with third parties for marketing purposes where the User has opted out.

Every email sent by Bright Minds contains an unsubscribe link in its footer. Once a recipient uses that link, Bright Minds shall send no further emails to that address, save for messages strictly required to sign in or reset a password. A User who closes their account or leaves the platform may use the unsubscribe link, or contact Bright Minds, to ensure that no further emails reach them.

4.1 Approved channels

All communication with learners shall take place exclusively within the Bright Minds platform. Teachers shall not request or use personal phone numbers, social media, private messaging or private video calls with any learner.

4.2 Conduct in lessons

Users shall be respectful, appropriately dressed and located in a suitable, quiet setting with an appropriate background. Bullying, harassment, discrimination, offensive language or inappropriate material are strictly prohibited. Learners under 18 should, where practicable, join lessons in a shared or open area of the home.

4.3 Recording and sharing

Lessons are recorded only with documented consent and under safeguarding controls. No User shall record, screenshot, download or distribute lessons, chats, learner work or personal information without prior written permission.

4.4 Monitoring

Bright Minds reserves the right to monitor platform activity, lesson records and messages for safeguarding, quality and security purposes, in accordance with the Privacy Policy.

4.5 Breach

Breach of this policy may result in immediate suspension, termination, withholding of payments due to a teacher pending investigation, and referral to the Teaching Council of Zambia, the Zambia Police Service or other competent authorities.

5.1 One user per account

Users shall not share, lend, sell or transfer account credentials. Each teacher, parent, adult student and school administrator must hold their own account. Co-parents must be added as linked co-parents and shall not use the primary parent's credentials.

5.2 Learner access

Each child must have their own learner profile and access code, created by a parent or guardian. A child's access code shall not be used by any other child or adult, and siblings shall not share a single learner profile or a single paid lesson booking.

5.3 Teachers

Only the approved, vetted teacher named on a profile may deliver lessons. Substituting another person, whether or not qualified, is a serious safeguarding breach.

5.4 Security of credentials

Users shall keep passwords confidential, avoid saving them on shared devices, and notify Bright Minds immediately of any suspected unauthorised access.

5.5 Consequences

Bright Minds may suspend or terminate any account found to be shared, without refund of fees paid, and may report suspected misuse to the relevant authorities.

6.1 Duty to report

Any User who has a concern that a child is at risk of harm shall report it promptly through the safeguarding contact route. Where a child is in immediate danger, the appropriate emergency service or the Zambia Police Victim Support Unit must be contacted first. Bright Minds will act in accordance with the Children's Code Act No. 12 of 2022 and refer matters to competent authorities where required.

6.2 Professional boundaries

Teachers shall not give gifts to, accept gifts from, meet in person, or form personal relationships with learners, and shall not discuss matters unrelated to learning. Teachers do not diagnose medical, psychological or special educational needs.

6.3 Equality and inclusion

Bright Minds prohibits discrimination on grounds of sex, race, tribe, religion, disability, language, socio-economic status or any other protected characteristic, and makes reasonable adaptations for learners with special educational needs.

6.4 Integrity

Users shall not engage in academic dishonesty, including completing assessed or examination work on a learner's behalf. Teachers shall represent their qualifications honestly, and all Users shall act with honesty, fairness and confidentiality.

7.1 Code of Conduct

All Users shall communicate respectfully and professionally at all times. Discriminatory, offensive or inappropriate language or behaviour is strictly prohibited and may result in immediate suspension or termination of access.

7.2 Safeguarding and child protection

Teachers shall comply with Bright Minds safeguarding protocols and shall report any safeguarding concern immediately through the safeguarding contact route. For learners under 18, a parent or guardian shall be present or readily accessible during every session.

7.3 Online safety and privacy

Users shall not share personal contact details outside the platform. Lessons shall be conducted only using the platform's secure, approved video conferencing tools. Users shall protect their login credentials and shall avoid conducting sessions over public Wi-Fi networks.

7.4 Data protection and confidentiality

Bright Minds complies with the Data Protection Act No. 3 of 2021 and other applicable law. Student information and learning records shall be kept confidential, accessed only by those who require them, and processed in accordance with our Privacy and Data Protection policies.

7.5 Session recording and consent

Where a session is recorded, prior written consent shall be obtained from the parent or guardian and the teacher. Recordings shall be stored securely and used solely for educational purposes, in accordance with our safeguarding rules.

7.6 Attendance and punctuality

Clear rules apply to cancellations, rescheduling and lateness. Lessons may be rescheduled without charge on not less than twenty-four (24) hours' notice; changes with less notice may be charged in full. Repeated lateness or non-attendance may result in loss of booking privileges.

7.7 Technical requirements

Users are responsible for maintaining a stable internet connection and a functioning webcam and microphone, and for keeping their software and antivirus protection up to date. Bright Minds is not liable for technical failures on the User's side.

7.8 Learning environment standards

Lessons shall be attended from a quiet, distraction-free space. Tutors and students shall observe an appropriate standard of dress at all times.

7.9 Payment and refund policy

Pricing, payment schedules and refund terms are as published on the platform and are transparent and binding. Fees are payable in advance; registration fees are non-refundable save as required by law. Refunds, where due, are processed to the original payment method.

7.10 Refunds and disputes

Refunds exist to resolve disputes between a parent or adult learner and a tutor. A refund may be requested where a tutor cancels lessons without rescheduling them, does not attend a booked lesson, or is removed from Bright Minds after lessons were paid for. CPD and 18+ course fees may be refunded before the course starts.

No refund is given for any lesson or course session that has already taken place. Registration and monthly membership fees are not refunded save as required by law.

Requests are made from the Refunds page or the enquiry form (topic: Refund request). Every request is reviewed and decided by the Bright Minds Super Admin, whose decision is final save as required by law. Approved refunds are paid back by the same method used to pay (card, mobile money or bank transfer).

7.10 Dispute resolution

Complaints or disagreements shall be raised first with Bright Minds customer service, which will investigate fairly and promptly. Where the parties cannot agree, the matter may be referred to neutral mediation before any formal proceedings are commenced.

8.1 Parental responsibility

A parent or legal guardian who opens an account on behalf of a learner under 18 accepts these policies on the learner's behalf and is responsible for the learner's conduct, attendance and use of the platform. Accounts for minors shall be created and managed only by the parent or guardian.

8.2 Accurate learner information

Parents shall provide accurate, complete and current information for each child, including name, date of birth, grade, school and curriculum, and shall promptly update it. Learner profiles shall not be created for, or used by, any other child or adult.

8.3 Supervision of minors

For learners under 18, a parent or guardian shall be present or readily accessible during every session, shall ensure the learner joins from a safe and suitable location, and shall supervise any platform use outside scheduled lessons.

8.4 Consent

Parents shall provide any consents required for their child's participation, including consent to lesson recording, and any information about health, disability or learning support needs that is provided shall be used solely to adapt teaching and never to diagnose.

8.5 Learner conduct

Students shall attend lessons punctually, be appropriately dressed and located in a quiet, distraction-free space, and treat teachers and fellow learners with respect. Bullying, harassment, offensive language, inappropriate material and academic dishonesty are strictly prohibited.

8.6 Learner credentials

Each child shall use only their own learner profile and access code. Login credentials shall not be shared with any other person, and parents shall keep them confidential and secure.

8.7 Payment responsibility

The parent or guardian is responsible for all registration fees, monthly membership fees and lesson fees incurred for their child. Accounts may be made inactive where fees are unpaid, in accordance with the Terms of Use.

8.8 Communication boundaries

All communication relating to a learner shall take place through the platform's approved channels. Parents and learners shall not contact teachers outside the platform, and any change of teacher or lesson arrangement shall be requested through Bright Minds customer service.

8.9 Adult students

Students aged 18 or over hold their own accounts, accept these policies in their own right and are responsible for their own conduct, attendance and payment obligations.

8.10 Breach

Breach of these policies by a parent or learner may result in suspension or termination of the learner's profile and, in serious cases, the parent's account, without refund of fees paid, and referral to competent authorities where a child is at risk of harm.