Cancellation & Payment Policy

Effective Date: October 6, 2026

At The Imaginary Pi, each tutoring appointment is reserved specifically for the student. Because a scheduled appointment prevents that time from being offered to another student, the following cancellation and payment policy applies to all tutoring sessions.

1. Cancellation & Rescheduling

More than 24 hours' notice Cancellations or requests to reschedule made more than 24 hours before the scheduled session will not incur a cancellation fee. I will make reasonable efforts to find an alternative time based on availability.

Less than 24 hours' notice / Day-before cancellation A cancellation made less than 24 hours before the scheduled session will result in a 50% cancellation fee based on the scheduled session rate.

Same-day cancellation A cancellation made on the day of the scheduled session will result in a 100% charge of the scheduled session fee.

No-show If a student does not attend a scheduled session and no prior notice is provided, the session will be charged at 100% of the scheduled session fee.

Cancellation fees apply regardless of whether the session is rescheduled, except when an exception is granted under the Emergency Policy below.

2. Emergencies & Exceptional Circumstances

I understand that genuine emergencies and unexpected circumstances can occur. Emergency situations will be considered on a case-by-case basis, and I reserve the discretion to waive or reduce a cancellation fee when appropriate.

Repeated last-minute cancellations may result in additional scheduling requirements, including payment in advance, or may result in discontinuation of tutoring services.

3. Payment Terms

Individual tutoring sessions

Payment is due within 3 days of the completed tutoring session.

Monthly invoicing

Clients who are billed monthly will receive an invoice listing tutoring sessions provided during the billing period, along with any applicable cancellation or no-show fees.

Monthly invoices are due within 5 days of the invoice date.

4. Late or Outstanding Payments

Clients are expected to keep their accounts current.

If an invoice becomes significantly overdue, tutoring services may be placed on hold until the outstanding balance has been paid.

For clients with repeated late payments, The Imaginary Pi may require payment in advance for future sessions.

Outstanding balances, including applicable cancellation fees, remain the responsibility of the client.

5. Payment for Reserved Sessions

By scheduling a tutoring session, the client acknowledges that the scheduled time is being reserved specifically for the student and agrees to the cancellation and payment terms outlined above.

6. Policy Acceptance

Scheduling or attending a tutoring session constitutes acceptance of this Cancellation & Payment Policy.

If you have questions regarding a scheduled session, cancellation, rescheduling request, or invoice, please contact The Imaginary Pi as soon as possible.

The Imaginary Pi Tom Chan — Math Tutor Algebra 1 through AP Calculus BC theimaginarypi.com