Terms and Conditions

Effective Date: These Terms and Conditions shall become effective on the date the client (or their parent/guardian) submits a registration form or makes a payment for any service provided by TriSTEM Studio.

By enrolling in any mentoring services provided by TriSTEM Studio, you agree to the following Terms and Conditions:

 

1. Services Provided

TriSTEM Studio offers specialized, premium enrichment services structured into three distinct pillars:

  • Pillar I: Pre-School STEM Preparation: Academic preparation for students in Grades 1-10 in Mathematics, Science, and Technology, with curriculum aligned to the standards of the Ontario Ministry of Education.

  • Pillar II: AP® Academic Mentorship: Personalized, one-on-one mentorship for high school students enrolled in specific Advanced Placement courses. Our mentorship is designed to supplement in-school learning and is aligned with the official College Board® curriculum.

  • Pillar III: Specialized Arts & Music Instruction: Private, expert instruction in niche creative disciplines, including Morin Khuur, Saxophone, and Visual Arts Portfolio Development.

Sessions may be delivered online or, by arrangement, in-person locations. In-person sessions may be requested where available; however, a travel fee will be added to the session fee based on the distance traveled by the tutor. All in-person sessions will take place in a mutually agreed-upon public space (such as a library or community center) for privacy and safety reasons. Neither the tutor’s nor the client’s personal residence will be used for lessons. 

Please note that all Specialized Arts & Music Instruction (Pillar III) is offered exclusively online.

Certain subjects are available with instructional support in English, French, and Mandarin, depending on instructor availability.

2. Trial Classes & Assessment

All new students are strongly encouraged to begin with a free trial session. This allows us to understand the student’s specific goals, assess their academic readiness, and recommend a personalized learning plan tailored to their needs.

3. Scheduling & Cancellations

  • All sessions must be scheduled in advance through our official booking channels.

  • Cancellations or rescheduling requests must be made with at least 24 hours’ notice.

  • Cancellations made with less than 24 hours’ notice, or no-shows, will be charged the full session fee, except in cases of documented emergencies (e.g., medical, family), provided at our discretion.

  • Repeated last-minute cancellations may result in the termination of booking privileges

4. Payment Policy

  • We accept payment via e-Transfer and cash (in-person sessions only). We are working toward accepting Stripe, Square and Paypal.
  • Payment for all sessions and packages must be received in full before the first session commences, unless an alternate payment schedule has been agreed upon in writing.
  • Discounts on prepaid packages are offered as specified in in the lesson plan in the email sent after the free trial session. All prices are in Canadian Dollars (CAD) and are subject to change with 30 days’ prior notice to active clients.

5. Refund & Credit Policy

  • All payments for services are non-refundable.

  • If a session is cancelled in accordance with the 24-hour notice policy (Section 3: Scheduling & Cancelations), a credit will be applied to the client’s account for a future session.

  • In the rare event that a refund is approved by management for extenuating circumstances, TriSTEM Studio reserves the right to deduct any applicable payment processing and administrative fees from the refundable amount.

6. Student Safety & Code of Conduct

  • Signed parental/guardian consent is required for all participating students under the age of 18.

  • For all in-person sessions involving a minor, a parent or designated guardian must be present on the premises.

  • All parties (tutors, students, parents) are expected to maintain a respectful, inclusive, and professional environment. Any form of harassment, offensive language, or disruptive behaviour will result in the immediate termination of services without a refund.

7. Technology Requirements (For online sessions)

Students must have a stable internet connection, a functional computer or tablet with a webcam and microphone, and access to any required software platforms (e.g., Zoom, Google Docs). TriSTEM Studio is not responsible for lesson quality issues stemming from the client’s personal technology or internet service.

8. Pillar-Specific Agreements

  • Instrument Rental (Arts & Music): Clients that require instruments rentals at TriSTEM Studio (e.g., Saxophone, Morin Khuur) must sign a separate Instrument Rental Agreement. This agreement will outline rental fees, the client’s responsibility for care, and liability for any damage, loss, or theft of the instrument. A security deposit may be required.

  • Arts Portfolio Development: Our mentorship provides guidance, critique, and support in building a visual arts portfolio. 
    We do not create work for the student, nor do we guarantee admission into any academic program or art school.

9. Privacy, Session Recording & Image Use

  • Online sessions may be recorded for quality assurance, training, and student safety. If a parent wishes to attend an online session from a separate device, prior written consent must be obtained from TriSTEM Studio.
  • All class sessions may be recorded for quality assurance, training, and safety purposes. Recordings are stored securely and are accessible only to authorized TriSTEM Studio personnel. Recordings may be shared with parents or guardians upon request and with a valid reason, at the discretion of TriSTEM Studio. Any unauthorized access, use, or distribution of these recordings is strictly prohibited.
  • Student personal information is confidential and handled in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA).
  • Right of Portrait: By enrolling, clients grant TriSTEM Studio the right to use anonymized or blurred screenshots, recordings of student work (not the student themselves), or written testimonials for promotional purposes. 
    Clients may opt out of this in writing at any time.

10. Tutors and Independent Contractors

TriSTEM Studio may engage qualified independent contractors to provide certain tutoring services. All instructors are thoroughly vetted for their expertise, teaching ability, and professionalism to ensure they meet our high standards.

11. Limitation of Liability

  • TriSTEM Studio is committed to providing high-quality educational support. However, we do not guarantee any specific academic outcomes, grades, or AP® exam scores. Student success is dependent on many factors, including student effort and engagement.
  • For in-person sessions, we are not liable for injuries or property damage unless caused by the proven gross negligence of a TriSTEM Studio representative.
  • Our liability for any claim arising from our services is limited to the total amount of fees paid for the service in question. We are not liable for any indirect or consequential damages.
  • In the event of an unforeseen emergency affecting either the tutor or the student during a scheduled session, the session will be canceled and rescheduled at a mutually agreeable time. TriSTEM Studio will make reasonable efforts to accommodate the rescheduling but does not guarantee the availability of the same tutor or time slot.

12. Amendments to Terms

TriSTEM Studio reserves the right to update these Terms at any time. Active clients will be notified of significant changes via email. Continued use of our services following any update constitutes acceptance of the new Terms.

13. Contact Information

For all inquiries, please contact us at:
 Email Address: info@tristemstudio.com
 Phone Number: +1 (613) 851-3413
 Website Address: www.tristemstudio.com