Welcome to BrainHub Academy.
These Terms and Conditions (“Terms”) govern your access to and use of our website, online learning platform, and related services (collectively referred to as the “Platform”). By accessing or using BrainHub Academy, you agree to comply with these Terms.

BrainHub Academy provides an online environment where learners can connect with qualified tutors for academic support, skill development, and personalized learning sessions. These Terms outline the rights and responsibilities of all users, including learners, tutors, and visitors.

Please read these Terms carefully before using our Platform. By continuing to browse, register, or engage with our services, you confirm that you have read, understood, and agreed to be bound by these Terms and Conditions, as well as our Privacy Policy and Refund Policy, where applicable.

If you do not agree with any part of these Terms, you should discontinue use of the Platform immediately.

For the purposes of these Terms and Conditions, the following definitions apply:

“Platform” refers to the BrainHub Academy website and all related online systems, applications, and services that facilitate tutoring, learning, and communication between users.

“BrainHub Academy,” “we,” “us,” or “our” refers to the company operating the Platform, its administrators, and authorized representatives.

“User” refers to any individual or entity accessing or using the Platform, including learners, tutors, or visitors.

“Learner” means a registered user who books or attends tutoring sessions, courses, or programs offered on the Platform.

“Tutor” means an approved educator or instructor who provides tutoring sessions, classes, or educational content on the Platform.

“Session” refers to any scheduled learning engagement between a learner and a tutor, whether individual or group-based.

“Account” means a personal profile created by a user to access the Platform’s features and services.

“Content” includes all materials uploaded, posted, shared, or transmitted through the Platform, including text, images, videos, files, and other educational materials.

“Subscription” refers to any paid or free plan that provides users access to certain services or content within BrainHub Academy.

“Third-Party Services” refers to tools, applications, or integrations provided by external entities such as Google Meet, Paystack, or Zoom that are used within the Platform.

1. User Accounts

To access certain features of BrainHub Academy, users are required to create an account on the Platform. When creating an account, you agree to provide accurate, complete, and up-to-date information as requested during registration. You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account.

You agree not to share your account details with any third party or allow anyone else to access your account. Any unauthorized use of your account must be reported to BrainHub Academy immediately.

BrainHub Academy reserves the right to suspend, restrict, or terminate an account if we believe that a user has violated these Terms, provided false information, or engaged in any activity that may harm the integrity or reputation of the Platform.

Users must be at least 18 years old or have the consent and supervision of a parent or legal guardian to create and manage an account on the Platform.

By maintaining an account, you acknowledge that BrainHub Academy may send you administrative or service-related notifications, including updates to policies, service changes, or account activity alerts.

2. User Conduct

All users of BrainHub Academy are expected to use the Platform responsibly, respectfully, and in accordance with applicable laws and regulations. By accessing or using the Platform, you agree to conduct yourself in a manner that promotes a safe and positive learning environment for all participants.

You agree not to use the Platform for any unlawful, fraudulent, or harmful purpose. You must not impersonate another person or misrepresent your identity, qualifications, or association with any organization. Users are prohibited from uploading, posting, or distributing any material that is offensive, defamatory, obscene, discriminatory, or otherwise inappropriate. You must not interfere with or disrupt the operation of the Platform, including introducing viruses, bots, or malicious code, or attempt to gain unauthorized access to other users’ accounts, data, or restricted areas of the Platform.

Additionally, you may not reproduce, copy, modify, or distribute Platform content or materials without written permission from BrainHub Academy, nor may you engage in harassment, abuse, or intimidation of tutors, learners, or staff members through any communication channel.

BrainHub Academy reserves the right to investigate and take appropriate action, including suspension or termination of accounts, against any user found to be in violation of these conduct standards.

3. Booking and payments

Learners may book tutoring sessions or enroll in courses through the BrainHub Academy Platform. All bookings are subject to tutor availability and confirmation through the Platform’s scheduling system. Once a booking is confirmed, both the learner and the tutor will receive notification via email or dashboard alert.

All session fees, course fees, and subscriptions must be paid in full at the time of booking using the approved payment methods provided on the Platform. BrainHub Academy uses secure third-party payment processors such as Paystack or Flutterwave to handle transactions. By making a payment, you authorize BrainHub Academy and its payment partners to process the transaction in accordance with our Privacy Policy and the processor’s terms of service.

Fees displayed on the Platform are inclusive of applicable taxes, unless otherwise stated. BrainHub Academy reserves the right to update pricing, promotional offers, and discounts at any time without prior notice.

Cancellations or rescheduling of sessions must be made within the specified time frame outlined in the booking policy. Failure to do so may result in forfeiture of the paid amount. Refunds, where applicable, will be processed in line with the Platform’s Refund Policy.

BrainHub Academy is not responsible for any delays or failures in payment processing caused by third-party systems, internet connectivity, or incorrect payment information provided by the user.

4. Payments and Refunds

Learners may cancel or reschedule a booked session within the time frame specified on the Platform, typically at least 24 hours before the scheduled session. Cancellations made after this period may result in the forfeiture of the session fee.

If a tutor cancels a confirmed session, learners will be given the option to reschedule with the same tutor, select another available tutor, or request a refund. Refunds will be processed using the original payment method within a reasonable period, subject to verification and applicable processing fees.

BrainHub Academy reserves the right to withhold or deny refunds in cases where:

The learner has already attended or partially attended the session.

The cancellation request was made outside the permitted time frame.

The learner engaged in conduct that violated the Platform’s Terms of Use or disrupted the tutoring process.

In the event of technical issues that prevent a session from being conducted successfully, BrainHub Academy will assist both parties in rescheduling or issuing a fair resolution in line with our service policy.

All refund requests must be submitted through the official support channel or email provided on the Platform. Refund eligibility will be determined at the sole discretion of BrainHub Academy, in accordance with applicable consumer protection laws.

5. Tutor Responsibilities

Tutors registered on BrainHub Academy are expected to maintain high professional and ethical standards in all interactions with learners and staff. By joining the Platform, tutors agree to provide accurate information regarding their qualifications, experience, and areas of expertise.

Tutors must prepare adequately for each session, deliver content in a clear and engaging manner, and ensure that learning outcomes align with the course or session objectives. All materials shared with learners must be original or properly licensed, and tutors must respect intellectual property rights at all times.

Punctuality and reliability are essential. Tutors are required to start and complete sessions at the scheduled times. Repeated cancellations, lateness, or unprofessional conduct may result in suspension or termination of a tutor’s account.

Tutors must not engage in any form of harassment, discrimination, or inappropriate communication with learners. Communication should remain professional and relevant to the tutoring relationship. Tutors are also prohibited from soliciting learners for services outside the Platform or requesting direct payments that bypass BrainHub Academy’s payment system.

BrainHub Academy reserves the right to monitor sessions, collect feedback, and review tutor performance to ensure quality assurance and compliance with the Platform’s policies. Failure to adhere to these responsibilities may lead to disciplinary action, including suspension or permanent removal from the Platform.

6. Student Responsibilities

Learners using BrainHub Academy are expected to uphold respectful, honest, and responsible conduct throughout their learning journey. By registering and booking sessions, learners agree to participate actively and adhere to the Platform’s learning and communication guidelines.

Learners must provide accurate personal and contact information when creating an account and ensure that payment details used for bookings are valid and authorized. It is the learner’s responsibility to attend sessions on time, maintain stable internet connectivity, and create a suitable learning environment free from distractions.

Learners are required to treat tutors and staff with respect at all times. Harassment, abusive language, or any form of misconduct towards tutors, administrators, or other learners will not be tolerated and may result in account suspension or termination.

Course materials, session recordings, and educational resources provided through BrainHub Academy are for personal learning use only. Learners may not copy, distribute, or share such content publicly without written permission from BrainHub Academy or the respective tutor.

Learners must not attempt to bypass the Platform to arrange private tutoring, payments, or engagements with tutors outside BrainHub Academy. Any such action constitutes a breach of these Terms and may result in permanent removal from the Platform.

By using the Platform, learners agree to comply with all applicable laws, policies, and procedures set out by BrainHub Academy to maintain a safe and productive learning environment for all users.

7. Cancellation Policy

BrainHub Academy aims to maintain fairness and accountability between learners and tutors by ensuring all cancellations and no-shows are handled transparently. The following policy applies to all scheduled sessions on the Platform.

Student Cancellations

Tutor Cancellations

Tutors who are unable to conduct a confirmed session must cancel at least 24 hours in advance and provide a valid reason through the Platform. Learners affected by such cancellations will be given the option to reschedule the session with the same tutor, choose another available tutor, or request a full refund.

Repeated last-minute cancellations by a tutor may lead to disciplinary action, including temporary suspension or permanent removal from the Platform. BrainHub Academy monitors tutor reliability to ensure learners receive consistent and dependable service.

No-Shows

• If a learner fails to attend a scheduled session without prior notice or valid reason, the session fee will be forfeited, and no refund will be issued. Repeated no-shows may lead to account suspension or booking restrictions.

• If a tutor fails to attend a confirmed session without proper notice, the learner will be entitled to a full refund or rescheduling at no extra cost. The tutor’s account may be subject to review, and repeated no-shows can result in disciplinary measures or termination of tutor privileges.

BrainHub Academy reserves the right to make final determinations regarding cancellations, refunds, and disciplinary actions, taking into consideration fairness, communication history, and documented evidence from both parties.

8. Rescheduling policy

BrainHub Academy understands that unforeseen circumstances may arise for both learners and tutors. This Rescheduling Policy ensures flexibility while maintaining fairness and accountability across all users of the Platform.

Learners may request to reschedule a confirmed session up to 24 hours before the scheduled time. Rescheduling requests must be submitted through the Platform to ensure proper record-keeping and tutor notification.

If the request is made within the permitted time frame, the learner may choose a new available slot with the same tutor, subject to availability. Requests made less than 24 hours before the session may not be approved, and the original session fee may be forfeited unless exceptional circumstances are presented and accepted by BrainHub Academy.

Repeated last-minute rescheduling may affect a learner’s booking privileges or result in additional administrative charges.

Tutors who need to reschedule a session must do so as soon as possible, ideally at least 24 hours in advance, and notify the learner through the Platform.

When a tutor initiates rescheduling, the learner will have the option to:

1. Accept the new proposed time,

2. Request a different time slot, or

3. Decline and request a refund.

Tutors are expected to limit rescheduling occurrences and uphold punctuality and reliability standards. Repeated rescheduling without valid reason may lead to disciplinary measures, including account suspension.

If a session is interrupted or cannot proceed due to verified technical issues (e.g., power outage, internet disruption, or system malfunction), either party may request a rescheduled session at no additional cost. BrainHub Academy will review the case and facilitate a suitable new time slot.

9. Refund policy

BrainHub Academy strives to ensure fairness and transparency in all transactions. This Refund Policy outlines the conditions under which refunds may be approved or declined for sessions, courses, and subscriptions purchased through the Platform.

Refunds are considered only when a valid reason is provided and the learner has complied with the cancellation and rescheduling policies outlined in these Terms. Eligible scenarios include tutor unavailability, verified technical failures that prevent a session from taking place, or other exceptional circumstances approved by BrainHub Academy.

Refunds will not be granted in cases where:

The learner has attended or partially attended the session.

The cancellation or rescheduling request was made after the permitted time frame.

The learner failed to attend a session without prior notice (“no-show”).

The learner engaged in misconduct or breached the Platform’s Terms and Conditions.

For multi-session packages or course subscriptions, refunds will be calculated on a pro-rata basis, taking into account the number of sessions already attended or accessed. Once course materials or recordings have been made available for download or viewing, those portions are considered consumed and are non-refundable.

Certain services are non-refundable, including:

Completed or ongoing tutoring sessions.

Digital materials and downloadable content.

Administrative, processing, or registration fees.

Refund Process:

All refund requests must be submitted in writing through the official BrainHub Academy support channel or email provided on the Platform. Requests must include the booking reference, date of session, and reason for refund.

Once a refund request is received, BrainHub Academy will review the submission within 5–7 business days. Approved refunds will be processed using the original payment method within 7–14 business days, depending on the payment provider’s processing timelines.

Administrative or transaction fees charged by third-party payment processors (such as Paystack or Flutterwave) may be deducted from the refund amount where applicable.

BrainHub Academy reserves the right to make the final decision on all refund requests. The Platform aims to ensure each case is handled fairly, taking into account documented communication, timing of the request, and the specific circumstances involved.

10. Intellectual Property Rights

All content, materials, and technology made available through BrainHub Academy — including but not limited to text, graphics, videos, logos, icons, software, databases, and course materials — are the intellectual property of BrainHub Academy or its content providers and are protected under applicable copyright, trademark, and intellectual property laws.

By using the Platform, users acknowledge that BrainHub Academy retains full ownership and all rights to its content, design, and underlying systems. No part of the Platform may be copied, reproduced, modified, distributed, transmitted, displayed, or used to create derivative works without prior written permission from BrainHub Academy.

Tutors who upload or share instructional content, course materials, or recordings on the Platform retain ownership of their original work but grant BrainHub Academy a non-exclusive, worldwide, royalty-free license to use, host, store, reproduce, and display such materials for educational, promotional, or operational purposes related to the Platform.

Learners and tutors are strictly prohibited from redistributing or reselling any course content, materials, or session recordings obtained through BrainHub Academy without explicit authorization. Unauthorized use or distribution of proprietary materials may result in immediate account termination and potential legal action.

All third-party trademarks, service marks, logos, and brand names appearing on the Platform remain the property of their respective owners and are used only for descriptive or integration purposes. Their inclusion does not imply endorsement or partnership unless explicitly stated.

11. Privacy and Data Protection

BrainHub Academy respects your privacy and is fully committed to protecting your personal information in accordance with the Protection of Personal Information Act (POPIA) and other applicable data protection laws.

By using the Platform, you acknowledge and agree that your personal data will be collected, processed, and stored as described in our https://thebrainhubacademy.com/privacy-policy  which forms an integral part of these Terms and Conditions.

We encourage all users to review the Privacy Policy carefully to understand how their information is handled, including how data is collected, used, shared, and safeguarded. Continued use of the Platform signifies your acceptance of both this Policy and our Terms of Use.

12. Policy Changes

BrainHub Academy provides its Platform, content, and services on an “as-is” and “as-available” basis. While we strive to ensure accuracy, reliability, and uninterrupted access, we do not guarantee that the Platform will be error-free, secure, or continuously available at all times.

To the fullest extent permitted by law, BrainHub Academy, its directors, employees, and affiliates shall not be liable for any direct, indirect, incidental, consequential, or special damages arising out of or in connection with your use of the Platform. This includes, but is not limited to, loss of data, loss of income, interruption of service, technical failures, or unauthorized access to your information.

Tutors and learners engage with each other through the Platform at their own risk. BrainHub Academy acts solely as an intermediary and is not responsible for the quality, accuracy, or outcomes of tutoring sessions or educational materials provided by independent tutors.

BrainHub Academy’s total liability for any claim arising under or relating to these Terms shall, in all cases, be limited to the amount paid by the affected user for the specific service giving rise to the claim.

Nothing in this section limits or excludes any liability that cannot be excluded under applicable South African law.

13. Disclaimer and Warranties

BrainHub Academy strives to provide a high-quality and reliable online learning experience; however, we make no representations or warranties of any kind, express or implied, regarding the completeness, accuracy, reliability, suitability, or availability of the Platform or any content contained within it.

Use of the Platform and all associated services is entirely at your own risk. BrainHub Academy does not warrant that the Platform will always be uninterrupted, secure, error-free, or free of viruses or harmful components. While we take reasonable measures to safeguard data and user information, we cannot guarantee absolute protection against all cyber threats or technical failures.

BrainHub Academy does not guarantee specific learning outcomes, academic performance improvements, or professional results from the use of any tutoring service or course offered on the Platform. Tutors operate as independent contractors and are responsible for the accuracy and quality of the content they provide.

To the extent permitted by law, all warranties, conditions, or terms implied by statute or common law are excluded. BrainHub Academy disclaims any responsibility for damages or losses resulting from reliance on information, materials, or services obtained through the Platform.

Users are encouraged to exercise discretion and judgment when applying any knowledge or advice gained through the Platform’s courses or sessions.

14. Termination of Access

BrainHub Academy reserves the right, at its sole discretion, to suspend, restrict, or permanently terminate a user’s access to the Platform at any time and without prior notice if it is determined that the user has violated these Terms and Conditions, engaged in fraudulent or abusive behavior, or acted in a manner that compromises the integrity or security of the Platform.

Users may also request to close their accounts at any time by submitting a written request through the official support channel. Upon termination—whether initiated by the user or by BrainHub Academy—all rights granted under these Terms shall immediately cease. Any outstanding fees or obligations must be settled before account closure.

Termination of an account does not entitle the user to a refund for completed or ongoing services unless otherwise approved under the Refund Policy. BrainHub Academy retains the right to preserve transaction and communication records as required by law or for legitimate business purposes, even after account termination.

In cases of serious or repeated violations, BrainHub Academy may also pursue additional legal remedies to recover damages or prevent further misuse of the Platform.

15. Governing Law and Jurisdiction

These Terms and Conditions are governed by and shall be interpreted in accordance with the laws of the Republic of South Africa, without regard to conflict of law principles.

By accessing or using the BrainHub Academy Platform, you agree that any disputes, claims, or legal proceedings arising out of or relating to these Terms, the Platform, or the services provided shall be subject to the exclusive jurisdiction of the courts of South Africa.

If any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

BrainHub Academy’s failure to enforce any right or provision under these Terms shall not constitute a waiver of that right or provision.

16. Amendments to the Terms

BrainHub Academy reserves the right to modify, update, or revise these Terms and Conditions at any time to reflect changes in our services, business operations, or applicable laws and regulations.

Any amendments will take effect immediately upon being published on the Platform, unless otherwise stated. Users are encouraged to review the Terms regularly to stay informed of any updates. Continued use of the Platform after the publication of revised Terms will constitute your acceptance of those changes.

In cases where significant changes are made—such as updates affecting user rights, payment structures, or data handling practices—BrainHub Academy may provide additional notice through email or in-platform alerts.

It is the responsibility of each user to ensure awareness of the most current version of these Terms. The date of the latest revision will always be indicated at the top of the document.

17. Contact Information

If you have any questions, concerns, or feedback regarding these Terms and Conditions, or if you wish to exercise any of your user rights, you may contact us using the details below:

BrainHub Academy
📍 Official Website: www.thebrainhubacademy.com
📧 Email: info@thebrainhubacademy.com
📞 Phone: +27 74 900 0908

All correspondence related to legal, account, or policy matters should be directed to the above email. BrainHub Academy will make every effort to respond to all inquiries within a reasonable time frame.