Privacy Policy – One2one Music School

Effective date: January 2026

At One2one Music School, protecting your privacy and the privacy of our students is extremely important. This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with UK data protection law (GDPR).

1. Data We Collect

We may collect the following personal data from students and parents/guardians:

  • Contact information: Name, email, phone number, address

  • Age and date of birth (for safeguarding and lesson planning)

  • Lesson records: Attendance, progress notes, and practice assignments

  • Payment information: Bank account or card details via GoCardless, Mettle, or other payment methods

  • Consent information, including photography or video recordings — we never take photos or record video without explicit, prior consent from the student or parent/guardian

2. How We Use Your Data

We use personal data to:

  • Schedule and deliver music lessons (in-person and online)

  • Communicate lesson updates, cancellations, or events

  • Process payments and refunds

  • Comply with safeguarding obligations and protect students

  • Maintain accurate records of lessons and progress

  • Send newsletters or updates if consent is given

3. Legal Basis for Processing

We process personal data only when we have a lawful reason under GDPR. These reasons include:

  • Consent – when you give explicit permission, for example:

    • Photography or video recordings of lessons

    • Receiving newsletters or promotional communications

    • We never record or photograph students without prior, explicit consent.

  • Contract – when it is necessary to provide the service you have signed up for, for example:

    • Collecting your contact details and payment information to schedule and deliver lessons

  • Legal obligation – when the law requires us to process or retain data, for example:

    • Safeguarding and child protection records

    • Health and safety information

    • Accounting and tax records

  • Legitimate interests – when it is necessary for running and improving the school, provided your rights are not overridden, for example:

    • Internal administration

    • Analysing lesson trends or service improvements4. Cookies & Tracking Technologies

Our website may use cookies or similar tracking technologies to improve your experience, analyse site usage, and provide essential functionality.

  • Necessary cookies: Required for site operation and lesson booking forms

  • Functional cookies: Remember your preferences, e.g., language or login details

  • You may disable cookies in your browser, but some features may not work if disabled

5. Usage Data

We may automatically collect certain information about your device or website use, including:

  • IP address, browser type and version

  • Pages visited, time spent on pages, and links clicked

  • Device type and operating system

This data is used for website analytics and service improvement.

6. Data Retention

  • Student records, lesson notes, and payment information are retained for at least 7 years for legal, tax, and safeguarding purposes

  • You may request deletion of personal data that is no longer required for lessons or legal obligations

7. Transfers Outside the UK

Some of your data may be processed or stored outside the UK when using online platforms such as Zoom, Google Meet, or FreeAgent. We ensure that any such transfers are conducted in compliance with GDPR safeguards.

8. Disclosure of Your Personal Data

We may share personal data in the following circumstances:

  • Safeguarding or legal obligations – with authorities as required

  • Service providers – to provide lessons or process payments (e.g., FreeAgent, Mettle, online teaching platforms)

  • Business transfers – if assets or services are sold, merged, or restructured

  • Third-party links – your data may be exposed if you visit linked external websites; we are not responsible for third-party practices

We do not sell your data for marketing purposes.

9. Security

We take reasonable steps to protect your data, including:

  • Secure online lesson platforms

  • Password-protected accounts for administrative systems

  • Restricted access to sensitive information

10. Online Lessons & Communications

  • Lessons may take place via Zoom, Google Meet, or other online platforms

  • We never record lessons or take photographs/videos without explicit prior consent

  • Parents are encouraged to be present for students under 18

11. Your Rights

Under GDPR, you have the right to:

  • Access the data we hold about you

  • Request corrections to inaccurate data

  • Request deletion of personal data, subject to legal obligations

  • Withdraw consent for marketing, photography, or recordings at any time

  • Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data is mishandled

12. Contact Information

If you have questions or concerns about your data, please contact:

Richard Harper
Email: trevelyanharper@one2onemusicschool.co.uk
Phone: 07795 963960
One2one Music School is registered with the Information Commissioner’s Office (ICO) for data protection compliance.

13. Changes to This Policy

We may update this policy from time to time. The latest version will always be published at:
https://one2onemusicschool.co.uk/privacy-policy