The Voice Academy

Terms & Conditions of Enrolment & Services Rendered



By agreeing to the following terms and conditions, the 'New Student Enrolment' form will act as a contract entered into by The Voice Academy (hereinafter referred to as "the Provider") and the student (or parent if under 18 years of age) as named on the completed 'New Student Enrolment' form (hereinafter referred to as "the Client") on the date as detailed within the 'New Student Enrolment' form.


The Client hereby engages the Provider to provide services for private vocal, performing arts and singing tuition. The Provider hereby agrees to provide the Client with such services in exchange for consideration described herein under “Terms & Conditions for Services Rendered”.




The Client is to be prompt with all payment deadlines. This includes private coaching fees, rehearsal & show fees, exam fees and costume expenses, as well as any other related costs.  


Our singing lessons are undertaken on a weekly basis. Payments are to be made via bank transfer, cash or cheque at the start of the month, for the lessons. According to the 24 hour cancellation policy in place, any absence from lessons without notice will be charged IN FULL.  


Lesson fees will be invoiced, to be paid by the first lesson of every month for the coming month’s lessons. An invoice will be issued to you the 1st of every month. Bank details will be issued to you on each invoice, please ensure to provide the students name as a reference. Any late payments will incur a £5 late fee administration charge (paid after the last day of the month).




Once lessons are booked and confirmed, cancellations must be made with 24 hours notice.


This must be done by contacting Alexandra Hans via email using the address or via facebook.


Failure to adhere to the notice period will result in you being fully charged for the missed appointment.


Should your teacher be absent due to illness, a pre-existing work commitment or a holiday, clients will be given the same 24 hour notice period. Lessons will be re-scheduled to another suitable time/day, or an TVA cover teacher will be provided.




Due to the nature of lesson scheduling, your session cannot be extended to compensate for lateness. Please arrive 5 minutes early (no earlier). Full lesson costs are still applicable if the student is late.




All teachers are DBS checked and have undergone safe guarding training. Personal items are the sole responsibility of the Client. The Client is asked to behave in a sensible and attentive manner to prevent injury within the teaching environment, and get the most out of each session.

 The Client and any other individual(s) on the premises shall undertake to ensure appropriate conduct of your good self and respect of the area and any other individual(s) shall be adhered to at all times. The Provider reserves its rights in its sole discretion to refute such individual(s) from entering its premises in the event that it deems that the said individual(s) conduct is inappropriate. 


The Client and any other individual(s) shall undertake to observe the rules and regulations governed by The Provider. All personal belongs are the responsibility of The Client and any other individual(s) and are left at the owners own risk. The Provider is not responsible for any theft or damage of personal property(s).





All photographs and video footage from The Voice Academy performances, rehearsals, events & lessons will remain the property of the Provider, and can be used as required for publicity and advertising. This may be print or internet based.


Please grant your permission for you/your child to be photographed and/or video recorded during lessons, rehearsals and shows for the purposes of social media, website posts, advertising , or any other promotional/advertising materials by ticking the 'I agree' section at the end of this form.




The Client will be added to a private Facebook group. It is the Client’s responsibility to keep up to date with posts on the page regarding rehearsals, scheduling, notices and the general running of The Voice Academy. Please add ‘Alexandra Hans’ on Facebook in order to be added to the group.


All new and/or prospective students are required to read the TVA GDPRS Compliance Statement and Privacy Policy in order to understand how we collect, store and process your data. 


For any queries, please contact




TVA GDPR Compliance Statement & Privacy Policy



The EU General Data Protection Regulation (“GDPR”) comes into force across the European Union on 25th May 2018 and brings with it the most significant changes to data protection law in two decades. Based on privacy by design and taking a risk-based approach, the GDPR has been designed to meet the requirements of the digital age.


The 21st Century brings with it broader use of technology, new definitions of what constitutes personal data, and a vast increase in cross-border processing. The new Regulation aims to standardise data protection laws and processing across the EU; affording individuals stronger, more consistent rights to access and control their personal information.


Our Commitment

TVA are committed to ensuring the security and protection of the personal information that we process, and to provide a compliant and consistent approach to data protection. We have always had a robust and effective data protection program in place which complies with existing law and abides by the data protection principles. However, we recognise our obligations in updating and expanding this program to meet the demands of the GDPR and the UK’s Data Protection Bill.


TVA are dedicated to safeguarding the personal information under our remit and in developing a data protection regime that is effective, fit for purpose and demonstrates an understanding of, and appreciation for the new Regulation. Our preparation and objectives for GDPR compliance have been summarised in this statement and include the development and implementation of new data protection roles, policies, procedures, controls and measures to ensure maximum and ongoing compliance.


How We are Preparing for the GDPR

TVA already have a consistent level of data protection and security across our organisation, however it is our aim to be fully compliant with the GDPR by 25th May 2018. Our preparation includes: -


  • Information Audit - carrying out a company-wide information audit to identify and assess what personal information we hold, where it comes from, how and why it is processed and if and to whom it is disclosed.

  • Policies & Procedures – revising and implementing new data protection policies and procedures to meet the requirements and standards of the GDPR and any relevant data protection laws, including: -

    • Data Protection – our main policy and procedure document for data protection has been overhauled to meet the standards and requirements of the GDPR. Accountability and governance measures are in place to ensure that we understand and adequately disseminate and evidence our obligations and responsibilities; with a dedicated focus on privacy by design and the rights of individuals.

    • Data Retention & Erasure – we have updated our retention policy and schedule to ensure that we meet the ‘data minimisation’ and ‘storage limitation’principles and that personal information is stored, archived and destroyed compliantly and ethically. We have dedicated erasure procedures in place to meet the new ‘Right to Erasure’ obligation and are aware of when this and other data subject’s rights apply; along with any exemptions, response timeframes and notification responsibilities.

    • Data Breaches – our breach procedures ensure that we have safeguards and measures in place to identify, assess, investigate and report any personal data breach at the earliest possible time. Our procedures are robust and have been disseminated to all employees, making them aware of the reporting lines and steps to follow.

    • International Data Transfers & Third-Party Disclosures – where TVA stores or transfers personal information outside the EU, we have robust procedures and safeguarding measures in place to secure, encrypt and maintain the integrity of the data. Our procedures include a continual review of the countries with sufficient adequacy decisions, as well as provisions for binding corporate rules; standard data protection clauses or approved codes of conduct for those countries without. We carry out strict due diligence checks with all recipients of personal data to assess and verify that they have appropriate safeguards in place to protect the information, ensure enforceable data subject rights and have effective legal remedies for data subjects where applicable.

    • Subject Access Request (SAR) – we have revised our SAR procedures to accommodate the revised 30-day timeframe for providing the requested information and for making this provision free of charge. Our new procedures detail how to verify the data subject, what steps to take for processing an access request, what exemptions apply and a suite of response templates to ensure that communications with data subjects are compliant, consistent and adequate.

  • Legal Basis for Processing - we are reviewing all processing activities to identify the legal basis for processing and ensuring that each basis is appropriate for the activity it relates to. Where applicable, we also maintain records of our processing activities, ensuring that our obligations under Article 30 of the GDPR and Schedule 1 of the Data Protection Bill are met.

  • Privacy Notice/Policy – we have revised our Privacy Notice(s) to comply with the GDPR, ensuring that all individuals whose personal information we process have been informed of why we need it, how it is used, what their rights are, who the information is disclosed to and what safeguarding measures are in place to protect their information.

  • Obtaining Consent - we have revised our consent mechanisms for obtaining personal data, ensuring that individuals understand what they are providing, why and how we use it and giving clear, defined ways to consent to us processing their information. We have developed stringent processes for recording consent, making sure that we can evidence an affirmative opt-in, along with time and date records; and an easy to see and access way to withdraw consent at any time.

  • Direct Marketing - we have revised the wording and processes for direct marketing, including clear opt-in mechanisms for marketing subscriptions; a clear notice and method for opting out and providing unsubscribe features on all subsequent marketing materials.

  • Data Protection Impact Assessments (DPIA) –where we process personal information that is considered high risk, involves large scale processing or includes special category/criminal conviction data; we have developed stringent procedures and assessment templates for carrying out impact assessments that comply fully with the GDPR’s Article 35 requirements. We have implemented documentation processes that record each assessment, allow us to rate the risk posed by the processing activity and implement mitigating measures to reduce the risk posed to the data subject(s).

  • Processor Agreements – where we use any third-party to process personal information on our behalf (i.e. Payroll, Recruitment, Hosting etc), we have drafted compliant Processor Agreements and due diligence procedures for ensuring that they (as well as we), meet and understand their/our GDPR obligations. These measures include initial and ongoing reviews of the service provided, the necessity of the processing activity, the technical and organisational measures in place and compliance with the GDPR.

  • Special Categories Data - where we obtain and process any special category information, we do so in complete compliance with the Article 9 requirements and have high-level encryptions and protections on all such data. Special category data is only processed where necessary and is only processed where we have first identified the appropriate Article 9(2) basis or the Data Protection Bill Schedule 1 condition. Where we rely on consent for processing, this is explicit and is verified by a signature, with the right to modify or remove consent being clearly signposted.


Data Subject Rights

In addition to the policies and procedures mentioned above that ensure individuals can enforce their data protection rights, we provide easy to access information via our website, in the office and during studio hours of an individual’s right to access any personal information TVA processes about them and to request information about: -

  • What personal data we hold about them

  • The purposes of the processing

  • The categories of personal data concerned

  • The recipients to whom the personal data has/will be disclosed

  • How long we intend to store your personal data for

  • If we did not collect the data directly from them, information about the source

  • The right to have incomplete or inaccurate data about them corrected or completed and the process for requesting this

  • The right to request erasure of personal data (where applicable) or to restrict processing in accordance with data protection laws, as well as to object to any direct marketing from us and to be informed about any automated decision-making that we use

  • The right to lodge a complaint or seek judicial remedy and who to contact in such instances


Information Security & Technical and Organisational Measures

TVA takes the privacy and security of individuals and their personal information very seriously and take every reasonable measure and precaution to protect and secure the personal data that we process. We have robust information security policies and procedures in place to protect personal information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures, including: -

Access controls, password protection, encryptions, IT, authentication


GDPR Roles and Employees

TVA have designated Alexandra Hans as our [Data Protection Officer (DPO). TVA understands that continuous employee awareness and understanding is vital to the continued compliance of the GDPR, and has involved our employees in our preparation plans. We have implemented an employee training program specific to the new regulations, will be provided to all employees prior to May 25th, 2018, and forms part of our induction and annual training program.


If you have any questions about our preparation for the GDPR, please contact Alexandra Hans.


What we do at TVA:

  • We do not disclose or sell personal data to third parties.

  • We do not disclose personal data to other members of the school and their families.

  • All held personal data is stored securely.

  • The school uses contact numbers and emails for newsletters, updates, lesson reminders, whole school and individual communication, invoices, promotions and general information.

  • Emergency contact numbers are stored, and access is granted to teachers for the sole use of emergency contact only, and child safeguarding.

  • Personal data is stored in a locked password encrypted device.

    • Personal information is securely transferred from TVA to exam boards such as The London College of Music, for the purpose of entering students for exams. Data is transferred to Local Authorities for the purposes of performance licenses where necessary. These recipients have their own GDPRS systems in place.

  • Paper registration forms are stored in a secured filing cabinet at the school's office.

  • Hard copy information is destroyed via secure information shredding service.


Information about individuals is used in certain documents, such as, a weekly register, medication forms and examination documentations.

These documents include data such as children's names, date of birth, ethnicity and emergency contact numbers. These records are shredded after the relevant retention period.


TVA collects an amount of personal data every year including; names, addresses, dates of birth, school and emergency contact telephone and emails of enrolled students, names and addresses of those who have applied for lessons or courses, or those on the waiting list. These records are shredded if the child does not attend or added to the child’s file and stored appropriately.


TVA stores personal data held visually in photographs or video clips or as sound recordings. Images and video clips are stored in photo albums, displays, on the website or TVA social media sites with prior consent.


Access to school email account, website, personal data, social media accounts, newsletters and examination details are password protected and is not available to members of the public, members of the school, or its staff. The Principal has sole access to all this data and the administration team has access to school email account only for welcoming new members, or corresponding with current students for the purposes of TVA only. When a member of staff leaves the school these passwords are changed in line with this policy and our Safeguarding policy. Any portable data storage used to store personal data, e.g. USB memory stick, are password protected and/or stored in a locked filing cabinet. All teaching staff are granted access to students’ emergency contact telephone and email details for the purpose of emergency contact only and child safeguarding.


GDPR includes 7 rights for individuals:


1) The right to be informed

TVA collect data for all students including full name, address, date of birth, school, parent and/or guardian’s full name, parent and/or guardian’s address, emergency telephone numbers and email addresses. Paper registration forms are stored in a secured filing cabinet at the school’s office.


TVA is registered with the London College of (LCM) and as so, is required to collect and manage certain data for the entering of examinations.


As a self-employed practitioners, TVA is required to hold data on its teachers such as names, addresses, email addresses, telephone numbers and bank details. Information such as Disclosure and Barring Service checks (DBS), personal Public Liability insurance, First Aid Certificate's, Membership details and any qualification's. This information stored via a secure system and paper forms are stored in a secured filing cabinet at the School's office.


2) The right of access

At any point an individual can make a request relating to their data and TVA will need to provide a response (within 1 month). TVA can refuse a request, if we have a lawful obligation to retain data, but we will inform the individual of the reasons for the rejection. 


3) The right to erasure

You have the right to request the deletion of your data where there is no compelling reason for its continued use. However, TVA has a legal duty to keep student and parents details for a reasonable time*. TVA retain any records relating to student's accident and injury records for 19 years (or until the child reaches 21 years), and 22 years (or until the child reaches 24 years) for Child Protection records. Self-employed teaching records will be erased when the member leaves their position. All hard copy information is destroyed via secure information shredding service.


* TVA holds personal data while the student is registered at the school. The school requires a written notice to leave the school to put into action the erasure of your data. If records of this is not found, the school will continue to use your data for school purposes only.


4) The right to restrict processing

Parents, visitors and staff can object to TVA processing their data. This means that records can be stored but must not be used in any way, for example school newsletters, general emails about school news and updates, email and text service. In this situation, the school has no obligation to refund any classes missed or cancelled due to 'lack of communication'. It will be the parents’ responsibility to ensure they are informed about the termly event's happening at the school.


5) The right to data portability

TVA requires data, for example registration forms, medical declarations, exam entry forms or photo/video consent forms to be transferred from student, to teacher, to school principal. The school is also required to provide data such as student full name, address, DOB, gender, ethnicity and exam pin number's to be able to enter students in relevant exams. In this case recipients use secure file transfer systems and have their own policies and procedures in place in relation to GDPR.


6) The right to object

Parents, visitors and staff can object to their data being used for certain activities like marketing or research.


7) The right not to be subject to automated decision-making including profiling.

Automated decisions and profiling are used for marketing based organisations. TVA does not use personal data for such purposes.


This Policy was issued by the Principal Alexandra Hans, owner of The Voice Academy in May 2018.


Policy review date: 25th May 2021

Covid-19 Policy and Procedures commencing 20/07/2020 in line with return to music lessons/work at The Voice Academy ROTHERHAM following the Government social distancing guidelines.



The Voice Academy takes seriously their responsibility to ensure the safety of their Students, Staff, Parents & Visitors.

  1. All private 1:2:1 students must use the back door only as an entrance to The CornerSpace. On both entering and leaving the premises all Students must sanitise their hands with the sanitiser provided in the entrance or in the waiting area. 

  2. NO PARENTS/GUARDIANS are allowed to enter the building with their child.
    Please drop off students outside the door no more than a couple of minutes before the allocated lesson time. Do not use the keypad to enter the building. Your coach will come down at the start of the lesson to let you in. The fewer the people in the building the better.

  3. All communal areas will be closed for the short term. Students will have access to the toilet facilities if needed, but where possible please use these at home. If using the toilets, washing of hands is paramount. 

  4. Students/Visitors should enter the building greeted by their Coach, attend the lesson only and then leave, with no socialising to take place.

  5. In case of a fire emergency, please have a clear understanding of procedures listed in
    the next section.

  6. We will undertake regular assessment of risks regarding the premises, and any concerns
    will be raised with Alexandra Hans.

  7. A fully equipped first aid box within The CornerSpace is available downstairs in the Kitchen Area. In case of an incident, one of the Coaches must be informed and an accident report must be completed.

  8. Coaches will supervise students during session time. Parents/guardians must ensure the safety of their children in the car park or street when dropping off or collecting. Please ensure you come to the door at the end of the lesson time to safely collect your child. We will not let students under 16 leave without an adult. Your promptness on collection is appreciated to minimise the disruption to the following lesson. We have allocated 5/10 minutes in between each student and staggered the start times for each coach to enable staff to sanitise areas and to reduce the cross over of students arriving and leaving the premises. 

  9. We accept no responsibility for children and young adults using the grounds around the building.

  10. All students and parents should inform us of any health considerations or existing injuries before entering the studio. It is vital we are informed if any visitor/student or their family, including themselves have experienced or are experiencing any symptoms of Covid-19 and we must ask that you DO NOT attend your lesson at The Voice Academy. 

  11. Lesson payments are to be made at the start of the month for the lessons via bank transfer upon receipt of your invoice. If there is issue with a bank transfer transaction, please notify Alexandra to arrange an alternative. All payment terms and conditions can be found on The Voice Academy website. 


Upon entry to 1:2:1 Music & Singing Lessons in The Voice Academy/The CornerSpace


  1. Hand sanitiser is provided on entry to the upstairs and downstairs studios and we kindly ask all students to sanitise their hands.

  2. Students are to enter through the back door and exit through the same route.

  3. Students are to stand on the marked spot on the floor in the studios

  4. All students and staff to observe the 2m social distancing at all times

  5. Coaches will be wearing face masks, disposable masks will be available for students who require them

  6. Students are to face a certain direction when singing, this will be specified by your coach

  7. Windows and doors will remain open to encourage ventilation and air flow

  8. Students will be escorted out of the building via the back entrance at the end of the lesson

  9. Screens, iPad, music stand and any contaminated surfaces will be antibac cleaned after each student.

In case of enforced lockdown or isolation
1. Where students or staff are put into enforced lockdown or isolation, and are still well within 

themselves, lessons will continue via Zoom.

2. All other cancellation policies stand.

Upon entry to Group Lessons in The Voice Academy/The CornerSpace


  1. Hand sanitiser is provided on entry to the upstairs and downstairs studios and we kindly ask all students to sanitise their hands.

  2. Students are to enter through the BACK door and exit through the FRONT door. We are implementing a one way system. DO NOT enter the building until either Alex or Victoria open the BACK door. When waiting for your lesson in the courtyard, please adhere to the social distancing rules 


  1. A contactless temperature check will be carried out upon entry to the studio. 


  1. Parents collecting students must wait at the FRONT door.

  2. Students are to stand on the marked spots on the floor in the studios.

  3. All students and staff to observe social distancing at all times

  4. Coaches will be wearing face masks, disposable masks will be available for students who require them

  5. Students are to face a certain direction when singing, this will be specified by your coach

  6. Windows and doors will remain open to encourage ventilation and air flow

  7. Students must adhere to the social distancing rules and no socialising to take place


  1. Toilet facilities are available, but we ask where possible to use your own facilities before coming to the session.


  1. All contaminated surfaces will be antibac cleaned between sessions

Fire Safety Policy


General Statement
1.We take our fire and safety duties seriously and have formulated this Policy to help us comply with our legal obligations to staff, students and visitors under the Fire Safety Order (2005). These include the provision of safe premises to conduct our business where fire safety risks are minimised. Due to its importance, this Fire Safety Policy forms part of our overall Health and Safety Policy. Our priority, at all times, is the safety of individuals.
2. Staff/Tenants Duties
All staff have a duty to take reasonable steps to ensure that they do not place themselves or others at risk or harm. All staff are expected to co-operate fully with any procedures that may be introduced as a measure to protect the safety and well being of staff, students and visitors.
3. Communication
All staff will be kept informed of any relevant changes to fire safety procedures or fire risk assessments.
4. Procedures
The following procedures are in place by The CornerSpace to ensure high standards of fire safety.
• Fire risk assessments have been undertaken, and will be reviewed regularly by the owner of the premises where we carry out our business.
• The fire evacuation procedure will be practised as recommended
• All escape routes shall be clearly signed and kept free from obstruction at all

5. Emergency Evacuation Plan

If you discover a fire:
• Evacuate immediately using the nearest available fire exit. (Upstairs studios - Back Door. Downstairs studio - Front Door). Do not stop to pick up any personal possessions. Do not stop to shut windows, but the last one out of a room should ensure that the door is firmly closed.
• If a teacher is with their students, then they should take the sign-in/register with them (My MusicStaff). The onus is on staff to ensure that under 18s, in particular, get out of the building safely.
• Report to the fire assembly point for roll call – The Staniforths Car Park or if necessary the Car Park on Greasbrough Road by The Music Factory.
If you hear the fire alarm:
• Leave the building immediately using the nearest available fire exit.
• Staff need to ensure that any students under 18 in their presence get out of the building safely. If you know that an under 18 is in the toilet or another part of the building away from the class, inform the fire marshal immediately.
• Report to the fire assembly point for roll call
In the event that the fire alarm is for a genuine fire we will call the fire brigade as soon as possible. However, in the event that the fire alarm is a false alarm, we will establish the cause before letting anyone re-enter the building.


Version number 1
Date June 2020
Adopted on 20/7/2020
By (full name) Alexandra Hans
By (signature) A.Hans
Next review date September 2020 

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