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 before the lesson commences. According to the 24 hour cancellation policy in place, any absence from lessons without notice will be charged IN FULL.
As from September 2018 a new payment scheme will be implemented, where lesson fees will be invoiced, to be paid by the first of every month for the coming month’s lessons. An invoice will be issued to you a minimum of 7 days prior to this deadline. Bank details will be issued to you on each invoice, please ensure to provide the students name as a reference.
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 email@example.com 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 as much notice as possible. Lessons will be re-scheduled to another suitable time/day, or a different TVA coach will be cover the lesson.
Due to the nature of lesson scheduling, your session cannot be extended to compensate for lateness. Please arrive 2-3 minutes early (no earlier). Full lesson costs are still applicable if the student is late.
All teachers have Enhanced DBS checks and Chaperone Licenses. They all have training in Safe Guarding Children. TVA has policies in place to ensure the safety of all staff and students. All documents are available in the waiting areas in both studios.
Personal items are the sole responsibility of the Student. The Student 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.
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 using the 'New Student Enrolment' form sent to you for enrolment.
The Students and Legal Guardian will be added to a private Facebook group. It is the their 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. Emails will also be sent out with regular up dates either from Alexandra Hans or Lexi Pilgrim. These may come through the My Music Staff Platform used to manage the scheduling and admin for TVA.
For any queries, please contact firstname.lastname@example.org
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.
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.
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: May 2022