PRIVACY POLICY  

 

 

Last updated: 31 August 2026

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THE MUSIC ROOM COVENTRY respects your privacy and is committed to protecting the personal information you provide to us.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, enquire about our services, book lessons, become a student, or otherwise communicate with us.

This policy applies to students, parents/guardians, prospective students and other individuals who provide personal information to us.

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1. WHO WE ARE

THE MUSIC ROOM COVENTRY is responsible for deciding how and why your personal information is used.

If you have any questions about this Privacy Policy or how we handle your information, please contact us:

Email: themusicroomcoventry@gmail.com

Address:
7 Frankpledge Road
Coventry
CV3 5GT

We are not currently required to appoint a Data Protection Officer. If this changes, this Privacy Policy will be updated accordingly.

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2. INFORMATION WE COLLECT

Depending on your relationship with us, we may collect some or all of the following information:

• Your name and, where applicable, the student's name.

• Parent or guardian name and contact details.

• Email address.

• Telephone or mobile number.

• Home or billing address.

• Lesson and timetable information.

• Information about the instrument or subject being studied.

• Booking, cancellation and attendance information.

• Payment and invoice information.

• Communications between you and THE MUSIC ROOM COVENTRY.

• Information provided when you make an enquiry or complete a registration form.

• Information necessary for safeguarding or the safe provision of lessons.

• Information you voluntarily provide to us about your musical interests or experience.

• Photographs, videos, testimonials or other content where you have separately agreed that we may use them.

• Information relating to your use of our website, including information collected through cookies or similar technologies.

We aim to collect only information that is reasonably necessary for the purposes described in this Privacy Policy.

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3. STUDENTS UNDER 18

Because THE MUSIC ROOM COVENTRY provides lessons to children and young people, we may collect personal information about students under the age of 18.

Where appropriate, we will communicate with a parent or legal guardian regarding bookings, payments, lesson arrangements and other administrative matters.

We take safeguarding seriously. Students under the age of 18 should not exchange personal contact details with teachers or contact teachers directly outside the communication channels provided by THE MUSIC ROOM COVENTRY.

Teachers should not be used as a route for making bookings, cancelling lessons, changing timetables or discussing account and payment matters. These should be handled through our Booking Team.

Where we process information relating to safeguarding, we may use or share that information where necessary to protect a student or another individual, or where we are legally required or permitted to do so.

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4. HOW WE COLLECT YOUR INFORMATION

We may collect personal information when you:

• Complete a registration or booking form.

• Book a trial lesson or regular lesson.

• Create or use a student account.

• Contact us by email or telephone.

• Make a payment or receive an invoice from us.

• Cancel or rearrange a lesson.

• Communicate with our Booking Team or teachers through approved school channels.

• Contact or interact with us through our website or social media.

• Provide information about another person, such as a parent or guardian providing information about a student.

We may also receive information from a parent or guardian, where a student is under 18, or from services that we use to manage our business.

 

5. WHY WE USE YOUR INFORMATION

We use personal information for the following purposes:

Providing and managing lessons

We use your information to:

• Arrange and manage lessons.

• Maintain rolling lesson time slots.

• Process bookings, cancellations and timetable changes.

• Communicate lesson information to students and parents/guardians.

• Maintain attendance and lesson records.

• Provide customer support.

• Manage student accounts

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The lawful basis for this processing is generally performance of a contract, as the information is necessary for us to provide the lessons and services you have requested.

Payments, invoices and accounts

We use your information to:

• Create and issue invoices.

• Record payments and outstanding balances.

• Manage account credits and refunds.

• Communicate with you about payments.

• Maintain appropriate financial and accounting records

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The lawful basis for this processing may include performance of a contract and compliance with our legal obligations.

Communication

We may use your contact details to:

• Respond to enquiries.

• Confirm bookings.

• Communicate timetable changes.

• Notify you about cancellations or changes to lessons.

• Contact you regarding payments or outstanding invoices.

• Resolve complaints or disputes.

• Communicate important information relating to our services.

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The lawful basis will generally be performance of a contract, legitimate interests, or legal obligation, depending on the circumstances.

Marketing

We may use your email address to send you information about THE MUSIC ROOM COVENTRY, including news, updates, events, offers or other relevant information.

By filling out our online booking form, you consent to us contacting you about bookings, updates, news, and offers.

Where consent is required, we will ask for your consent separately. You can withdraw your consent or unsubscribe from marketing communications at any time.

Withdrawing consent for marketing will not affect the provision of your lessons or other services.

Safeguarding and legal requirements

We may use and, where appropriate, share personal information where necessary to:

• Protect the safety and wellbeing of students, teachers or other individuals.

• Comply with safeguarding responsibilities.

• Comply with legal or regulatory obligations.

• Respond to lawful requests from authorities.

• Establish, exercise or defend legal claims.

• Prevent or investigate suspected unlawful activity

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The lawful basis will depend on the circumstances and may include legal obligation, legitimate interests, or vital interests.

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6. PHOTOGRAPHS, VIDEOS AND TESTIMONIALS

We may wish to use photographs, videos, testimonials or other content featuring students for promotional purposes, such as on our website, social media or other marketing materials.

We will not use identifiable images or testimonials of students for promotional purposes without obtaining appropriate permission.

For students under 18, we will seek permission from a parent or legal guardian where appropriate.

Permission for promotional photography, video or testimonials is separate from your agreement to receive lessons and is not a condition of booking lessons.

Where consent is used as the lawful basis, you can withdraw that consent at any time by contacting us.

Consent will be asked of parents/guardian in the run-up to any shows, concerts, or events that students are participating in where promotional video and photos are taken. If a parent/guardian doesn’t consent to media being captured of their child, the school will take measures to prevent this from happening.

Please note that withdrawing consent will not necessarily allow us to remove material that has already been printed or distributed, but we will stop using the material for future promotional purposes where reasonably practicable.

This policy also applies to past students and staff of the school.

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7. WHO WE SHARE YOUR INFORMATION WITH

We do not sell your personal information.

We may share personal information with trusted service providers where this is necessary for us to operate THE MUSIC ROOM COVENTRY and provide our services.

These may include:

My Music Staff

We use My Music Staff to manage student information, bookings, lesson schedules, attendance, invoices and other administrative information relating to our students.

My Music Staff states that its service is designed to comply with GDPR requirements and provides information about its privacy practices and data processing arrangements.

Google / Gmail

We use Gmail/Google Workspace for business email and communication.

Personal information may therefore be contained within emails and attachments that we send or receive.

Google provides data protection terms for Google Workspace customers, including provisions relating to processing personal data on behalf of customers.

Wix

Our website is hosted and operated using Wix.

Wix may process information relating to visitors to our website, including information submitted through website forms and technical information associated with website use. Wix provides privacy and data-protection tools for website owners and publishes its own privacy policy.

We may also use other service providers from time to time. Where a third party processes personal information on our behalf, we will take reasonable steps to ensure that appropriate data protection arrangements are in place.

We may also disclose personal information where required or permitted by law, including to legal, regulatory, safeguarding or law-enforcement authorities where appropriate.

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8. INTERNATIONAL DATA TRANSFERS

Some of the service providers we use may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer is carried out in accordance with applicable UK data protection law and that appropriate safeguards are in place.

For example, Google Workspace's terms provide for processing and storage arrangements that can involve locations outside the UK, subject to its applicable data protection terms and safeguards.

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9. HOW WE PROTECT YOUR INFORMATION

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

We limit access to personal information to people who need it for legitimate business, teaching, administrative or safeguarding purposes.

However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.

If we become aware of a personal data breach, we will assess the breach and take appropriate action in accordance with applicable data protection law.

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10. HOW LONG WE KEEP YOUR INFORMATION

We do not keep personal information indefinitely.

We retain information for as long as reasonably necessary for the purpose for which it was collected, including providing lessons, managing accounts, dealing with payments, meeting legal and accounting obligations, resolving disputes and protecting our legitimate interests.

Different types of information may therefore be retained for different periods.

For example:

• Student and booking information will generally be retained while you are an active student and for a reasonable period afterwards.

• Financial and accounting records will be retained for as long as required by applicable tax and accounting requirements.

• Marketing information will be retained until you unsubscribe or we no longer have a legitimate reason to retain it.

• Information relating to safeguarding or legal matters may be retained for longer where necessary and appropriate

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We regularly review the information we hold and will securely delete or anonymise personal information when it is no longer required.

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11. YOUR DATA PROTECTION RIGHTS

Depending on the circumstances and the lawful basis for processing, you may have the right to:

• Ask us for a copy of the personal information we hold about you.

• Ask us to correct inaccurate or incomplete information.

• Ask us to delete your personal information.

• Ask us to restrict how we use your personal information.

• Object to certain types of processing.

• Ask for your personal information to be transferred to you or another organisation in certain circumstances.

• Withdraw consent where we rely on consent as our lawful basis.

• Object to direct marketing at any time

These rights are not absolute and may be subject to legal exceptions or limitations.

For example, we may need to retain certain information to comply with legal or accounting obligations even if you ask us to delete it.

The ICO confirms that the specific rights available depend on the lawful basis and circumstances of the processing.

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12. HOW TO MAKE A DATA REQUEST

If you would like to exercise any of your data protection rights, please contact us:

Email: themusicroomcoventry@gmail.com

Please provide enough information for us to identify you and understand your request.

We will normally respond to a valid request within the applicable legal timeframe.

 

13. CHILDREN'S DATA

We recognise that children require additional protection when their personal information is collected and used.

Where appropriate, we will communicate with parents or guardians when dealing with bookings, payments and administrative matters relating to students under 18.

We will take particular care when using photographs, videos, testimonials or other information that could identify a child and will seek appropriate permission before using such material for promotional purposes.

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14. OUR WEBSITE AND COOKIES

Our website is hosted by Wix.

Our website may use cookies and similar technologies that are necessary for the operation, security and functionality of the website.

Wix may also use cookies or collect technical information about website visitors in accordance with its own privacy and cookie policies.

If we introduce analytics, advertising or other non-essential tracking technologies, we will update our cookie/privacy information and obtain any consent required by law.

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15. LINKS TO OTHER WEBSITES

Our website may contain links to third-party websites, including social media platforms and other services.

Once you leave our website, we are not responsible for the privacy practices or content of those third-party websites.

We recommend reviewing the privacy policies of any third-party website you visit.

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16. AUTOMATED DECISION-MAKING

We do not currently make decisions about students or customers based solely on automated processing that have legal or similarly significant effects on individuals.

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17. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes to our business, the services we use, or applicable data protection requirements.

The latest version will always be published on our website.

Where a change materially affects how we use personal information, we will take appropriate steps to bring the change to your attention.

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18. MAKING A COMPLAINT

If you have concerns about how we have handled your personal information, please contact us first so that we have an opportunity to investigate and resolve your concern.

You also have the right to complain to the Information Commissioner's Office (ICO), which is the UK's independent supervisory authority for data protection.

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Information Commissioner's Office
Website: https://ico.org.uk/
Telephone: 0303 123 1113

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The ICO provides further information about your data protection rights and how to make a complaint.

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19. CONTACT US

If you have any questions about this Privacy Policy, how we use your information, or your data protection rights, please contact:

THE MUSIC ROOM COVENTRY

Email: themusicroomcoventry@gmail.com

Address:
7 Frankpledge Road
Coventry
CV3 5GT