Theatr Clwyd Music Service

Terms & Conditions
Definition:

For the purpose of this agreement “Term” refers to one of the following periods: Autumn (September to December), Spring (January to March), Summer (April to July)

By ticking the box on our online application form, you agree to our Tuition Terms and Conditions below, unless you notify us within 7 working days of receiving your offer confirmation.

Theatr Clwyd Music aims to deliver 33 lessons per academic year. School terms vary in length thus affecting the number of lessons delivered in any one term. Our guarantee is that Theatr Clwyd Music associates will offer no fewer than 33 lessons during a full academic year. Should we fall short of this guaranteed minimum through tutor absence, we will make a pro-rata refund or credit in respect of the shortfall on our guarantee, normally at the end of the academic year.

We are unable to offer refunds or credits for lessons missed by the student, the only exception being an absence of 5 consecutive weeks due to illness when the fee for 5 lessons will normally be refunded on production of a doctor’s certificate.

A student can withdraw from lessons only at the end of a term; however half a term’s notice is required. Notice must be sent in writing by email to musicservice@theatrclwyd.com Notice given verbally will not be registered as notice.

When we have arranged a teacher, we will contact you to request payment. We may offer you the chance to pay by instalments in which case, the Agreement will be bound by the terms of the Consumer Credit Act 1974.

You are entering into an ongoing Agreement for tuition with Theatr Clwyd Music. Details of payment arrangements will be included with your invoice. We can accept payment online, by credit card and by direct debit from your bank account. If you do not make a payment by the date shown on your invoice, we will send you a reminder.

Theatr Clwyd Music reserves the right to review these terms from time to time, normally at the end of an academic year. You will have the option to accept the revised terms or withdraw from lessons if we change our terms. If we advise you of any material change to these terms to your detriment without giving sufficient notice to enable you to withdraw from the Agreement by the specified date, you will not be required to pay a fee in lieu of notice in respect of the following term.


Data Protection

Theatr Clwyd Music is committed to safeguarding your personal information. Whenever you provide such information, Theatr Clwyd is legally obliged to use your information in line with all laws concerning the protection of personal information, including the Data Protection Act 1998. For more details, please see our Privacy Policy.


Third Party Data Usage

Theatr Clwyd Music never passes on personal details of students, staff or contractors without their express permission. For more details, please see our Privacy Policy.


Your agreement

By entering your details in the fields within the website you are agreeing to Theatr Clwyd Music providing you with the information and services you have requested.

For more details, please see our Privacy Policy.

Online Lessons – Policy and guidelines

Individual Zoom Lessons

Safeguarding children and young people

‘Safeguarding is the action we take to promote the welfare of children and protect them from harm - it is everybody’s responsibility.’

Associates should ensure that safeguarding carries the same importance during an online lesson as face to face, and all aspects of our safeguarding and child protection policies apply within these lessons. In all our work the welfare of the child/young person is paramount. All children, regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity, have the right to equal protection from all types of harm or abuse.

This means that in relation to online music lessonsyou should:

a) Take all suspicions and/or allegations of abuse or risk to children seriously, respond swiftly and appropriately using the child protection procedures as set out in Theatr Clwyd Music Service’s Safeguarding policy.

b) Support the timely sharing of information, with relevant authorities, when there are concerns about a child's welfare.

c) Positively invite the music teacher/head teacher/school secretary/parent/carer/project manager to visit a lesson at any-time.

d) Record all real – time lessons on zoom. Parents will have signed an agreement to this end, but each lesson should start by stating this lesson is being recorded.


Policy and guidelines
  • Music Service Associates should protect themselves from accidental inappropriate contact with students by restricting their social media profiles and by using only the Theatr Clwyd Music Service Zoom account for these lessons with the meeting code and password provided. Associates must use these Zoom details solely for Theatr Clwyd Music Service lessons, and not for any other social or business interactions.
  • Parents/Carers will be sent the invitation by the relevant Music Service Associate to join the lesson and must confirm that they are present in the room and are happy for the lesson to proceed. Ideally the parent should stay in the room, or close by and be on hand to be called back to speak to the teacher at any time.
  • At the start of each session introduce yourself using your name and Theatr Clwyd Music Service and state that the lesson is being recorded for the welfare of staff and participants. At the end of the session the parent must sign off and confirm the lesson is ending and the teacher will close the session.
  • The lesson must only be recorded by ‘Zoom record’ feature and will be saved securely on Theatr Clwyd servers and not on your personal device.
  • Music Service Associates should establish a serious and professional manner when teaching online. Emphasise to students and their parents that the video conference platform is to be used only for lessons and only at the specified time.
  • All communication should be made to the parent email, with links sent to the approved platforms to download and view resources.
  • When teaching online Music Service Associates should dress smartly and use an appropriate virtual background. There should be no inappropriate activity going in in the same room, e.g. family present or TV or other device audible.
  • Parents/Carers will be advised that students should wear appropriate attire, and the lesson must be conducted in an appropriate space e.g. living or dining room. There should be no other activities going on for example other siblings playing, TV or other devices audible. In this instance the parent will be called to the screen, the lesson will be terminated until the situation is addressed. The same applies if a student behaves inappropriately.
  • Theatr Clwyd Music Service Associates will report any suspected misuse or problem to the Director of Music and record online safety incidents in the same way as any safeguarding incident and report in accordance with safeguarding procedures.
  • Music Service Associates will not engage in online discussion on personal matters or attribute personal opinions to Theatr Clwyd Music Service.
Teaching online – Guidance for parents
  • Parents/Carers must read this policy and agree to the terms and conditions outlined in it, prior to Zoom lessons commencing.
  • Parents/Carers are assured that all online lessons carry the same safeguards for our Associates as face to face, and all aspects of our safeguarding and child protection policies apply within these lessons.
  • Music Service Associates are advised to protect themselves from accidental inappropriate contact with students by restricting their social media profiles and keeping online sessions to the agreed time. Parents should ensure that this is clearly understood by the musician.
  • Parents/carers will be sent the invitation to join the lesson and must confirm that they are present in the room and are happy for the lesson to proceed. Ideally the parent should stay in the room, or close by and be on hand to be called back to speak to the Music Service Associate at any time.
  • At the end of the lesson the parent must sign off and confirm the lesson is ending and the Music Service Associate will close the session.
  • Music Service Associates will emphasise to musicians and their parents/carers that the online platform is to be used for lessons only and not for any other contact, e.g. sharing photos or general messaging. All communication will be made via the approved email, with links to the approved videoconference platforms and to download and view resources.
  • Musicians should wear suitable attire, and the lesson must be conducted in an appropriate space. There should be no other activities going on for example other siblings playing, TV or other devices audible. In this instance the parent/carer will be called to the screen, the lesson will be terminated until the situation is addressed. The same applies if a musician behaves inappropriately.
  • Parents must report any issues to Theatr Clwyd Music Services without delay; musicservice@theatrclwyd.com or 07768738485