Privacy Policy

2. Who We Are

Limitless Music Academy is a UK-based music education business offering online one-to-one piano, guitar, singing and drum lessons for children and adults throughout the United Kingdom. We also provide in-person Rock Squad music programmes in Surbiton and surrounding areas of South West London.

Limitless Music Academy is operated by Tim Graham as a sole trader, who is the data controller responsible for the personal information described in this policy.

Privacy enquiries: hello@limitlessmusicacademy.com

3. Information We Collect

The personal information we collect depends on your relationship with us and the services you use.

Enquiries and trial bookings

We may collect your name, email address, telephone number, the name and age of a prospective student, the instrument or programme you're interested in, preferred lesson times and any additional information you choose to provide.

Student enrolment and tuition

We may collect student and parent or guardian contact details, postal addresses, emergency contacts, lesson schedules, tutor assignments, enrolment details, musical experience, learning goals, practice information and relevant progress records.

Learning needs and student welfare

Where necessary, we may record information that parents, guardians or students provide about additional learning needs, disabilities, health conditions or other circumstances relevant to supporting a student's learning or welfare. We aim to collect only information reasonably necessary for these purposes.

Payments and accounts

We may process billing information, payment status, transaction histories, refunds and other relevant financial records.

Photographs, recordings and testimonials

Where appropriate, we may collect photographs, audio or video recordings, student performances, teaching demonstrations, testimonials and records of permission relating to their use.

Website and technical information

When you use our websites, certain technical information may be processed by us or our service providers, including IP addresses, device information, security verification data and information associated with cookies or similar technologies. The specific technologies in use may vary between our websites and landing pages.

4. How We Use Your Information

We use personal information to:

• Respond to enquiries and arrange discovery calls or trial lessons.
• Enrol students and administer music tuition.
• Schedule lessons and allocate appropriate tutors.
• Provide online and in-person music education.
• Share learning materials and support student progress.
• Communicate with students, parents and guardians.
• Process payments and maintain financial records.
• Respond to questions, requests and complaints.
• Support students with individual learning requirements.
• Maintain appropriate safeguarding arrangements.
• Conduct teaching observations and quality assurance.
• Protect our websites and services against misuse.
• Meet applicable legal and regulatory obligations.
• Send relevant marketing communications where permitted by law.
• Understand website and advertising performance where lawful and appropriately configured.

We do not use personal information for unrelated purposes without an appropriate legal basis.

5. Our Legal Bases for Processing

We rely on different lawful bases depending on why information is processed:

6. Children's Privacy

We provide music education to children and young people and take particular care when handling their personal information. Where lessons are arranged for a child, we generally communicate with their parent or guardian.

We collect information relevant to providing tuition, supporting the student's learning and protecting their welfare. Where appropriate, we involve parents or guardians in decisions about how information is used and take account of the child's age, understanding and wishes.

We do not treat enrolment in music lessons as automatic permission to use a child's identifiable image or recordings for promotional purposes.

7. Lessons, Scheduling and Educational Platforms

We use third-party video conferencing, scheduling and educational services to deliver lessons and support students between sessions. Students or parents may receive calendar invitations containing lesson dates, meeting links and their assigned tutor's contact information.

Educational platforms may allow students and parents to access personalised practice materials, lesson summaries, short teaching videos, sheet music, backing tracks and relevant educational resources. Where an external learning platform requires registration, students or parents may need to create an account directly with that provider.

We make available the information necessary to connect students with their assigned tutors and provide appropriate educational resources. Third-party providers may also have their own privacy arrangements governing aspects of their services.

8. Lesson Recordings and Teaching Observations

Tutors may occasionally create short recordings or teaching demonstrations to support students' practice. Where possible, these recordings focus on the tutor rather than the student. However, recordings may still contain identifiable information, including voices.

Full lessons are not routinely recorded. Where a lesson is recorded for observation, quality assurance or professional development, we generally inform the parent, guardian or adult student beforehand and seek appropriate permission.

Access to recordings is limited according to their intended educational or operational purpose, and recordings are retained for an appropriate period according to their purpose and any relevant legal or safeguarding requirements.

9. Photographs, Videos and Testimonials

From time to time, we may invite students to participate in photographs, performances, videos or testimonials for use in our promotional materials. These may appear on our websites, social media channels or other relevant advertising and promotional platforms.

We only use identifiable student material for these purposes where appropriate permission has been obtained. Permission may be given separately in writing, including by email, or through an optional consent section within a relevant enrolment or participation form. For children, we seek appropriate permission from a parent or guardian.

Promotional participation is voluntary and does not affect eligibility for lessons. Where our use is based on consent, permission can be withdrawn at any time by contacting hello@limitlessmusicacademy.com.

10. Additional Learning Needs and Safeguarding

Parents, guardians and adult students may provide information about additional learning needs, disabilities, health conditions or other relevant circumstances so that lessons can be appropriately adapted. Where necessary and lawful, we make relevant information available to the student's assigned tutor.

Our tutors receive information relating to the students they teach and do not have unrestricted access to our wider student database.

Safeguarding records are maintained separately from routine teaching and administrative records, with access restricted to individuals with legitimate safeguarding responsibilities. Where necessary and lawful, information may be shared with our Designated Safeguarding Lead (DSL), specialist safeguarding organisations, relevant professional advisers or statutory authorities.

We apply additional care to sensitive information and avoid sharing it more widely than necessary.

11. Payments and Financial Administration

We use third-party payment processing services to collect tuition fees, administer recurring Direct Debit payments, process one-off payments and manage purchases connected with our programmes. Relevant payment providers process billing information, payment details, transaction records and other information necessary to complete payments, prevent fraud and comply with applicable legal requirements.

We also maintain appropriate financial records for accounting, customer administration and legal compliance. Payment providers may operate as independent data controllers for some activities and provide their own privacy information.

12. Customer Communications

We communicate with parents, guardians, students and prospective customers by email, SMS and other appropriate methods. These communications may include:

• Responses to lesson enquiries and free trial requests.
• Trial confirmations and lesson arrangements.
• Lesson scheduling and tutor information.
• Enrolment instructions and billing notifications.
• Learning resources and relevant updates.
• Important administrative information.

Some communications are delivered automatically through customer management and communication services. We use appropriate service providers to assist with these activities.

13. Marketing Communications

We may occasionally contact customers or prospective customers about relevant lessons, programmes, events, workshops, special offers or other Limitless Music Academy services. We send electronic marketing communications only where permitted under applicable data protection and electronic marketing rules.

This may be where you have given valid consent or where the legal conditions for an applicable existing-customer soft opt-in have been satisfied. Where required, we provide an opportunity to opt out when collecting contact information and in subsequent marketing communications.

You may object to direct marketing or ask to be removed at any time by emailing hello@limitlessmusicacademy.com. Opting out of marketing does not prevent necessary communications relating to lessons, bookings, payments or existing services.

14. Sharing Personal Information

We do not sell personal information. Where necessary for legitimate business and educational purposes, information may be made available to:

• Authorised LMA administrative personnel.
• Tutors assigned to relevant students.
• Customer, enquiry and student administration providers.
• Scheduling and video conferencing services.
• Educational and practice platforms.
• Payment and financial services.
• Email and SMS communication providers.
• Website hosting, security and technical service providers.
• Analytics and advertising service providers, where applicable and lawful.
• Professional advisers, safeguarding specialists or appropriate authorities.

We aim to limit the information shared to what is reasonably necessary. Where providers act on our behalf as data processors, we seek appropriate data protection arrangements.

15. International Data Transfers

Some of the technology and service providers we use may process or access personal information outside the United Kingdom. Where this involves a transfer subject to UK data protection rules, we assess the applicable requirements and use a recognised transfer mechanism where necessary.

Depending on the destination and provider, this may involve UK adequacy regulations, applicable arrangements under the UK Extension to the EU-US Data Privacy Framework, or appropriate contractual safeguards. You may contact us using the privacy email address to request information about applicable international transfer arrangements.

16. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected. Our retention framework includes:

Where information is no longer required, we take appropriate steps to delete or anonymise it securely.

17. How We Protect Personal Information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, loss or misuse. These include appropriate account and device security, limiting access to authorised individuals and restricting the information available to tutors and service providers.

Sensitive information, including safeguarding records, is handled with additional care. While no system can be guaranteed completely secure, we seek to maintain appropriate safeguards for the information entrusted to us.

18. Cookies and Similar Technologies

Our websites and landing pages may use cookies, embedded services and similar technologies. These may support:

• Essential website functionality and security.
• Form protection against spam or automated misuse (such as Cloudflare Turnstile).
• Embedded video and educational demonstrations (such as Vimeo).
• Website performance and usage measurement.
• Advertising effectiveness and conversion measurement, where implemented.

The technologies in use may differ between our main website and individual landing pages.

Where a technology requires consent under applicable law, we will provide appropriate information and controls before activating it. Where an exemption applies, we follow its relevant conditions.

19. Your Data Protection Rights

Subject to applicable legal requirements and exceptions, you may have the right to:

• Request access to personal information held about you.
• Ask for inaccurate information to be corrected.
• Request deletion of information where applicable.
• Request restrictions on certain processing.
• Object to processing based on legitimate interests.
• Object to direct marketing (at any time).
• Request portability of certain information.
• Withdraw consent where processing relies upon it.
• Raise concerns about how your information is handled.

To exercise your rights, please contact hello@limitlessmusicacademy.com. We may request information necessary to verify your identity before responding.

You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk. We would appreciate the opportunity to address your concerns directly in the first instance.

20. External Websites and Services

Our websites, emails and learning resources may contain links to third-party websites, video platforms and other external services. These organisations have their own privacy policies and terms governing how they handle information. We encourage you to review the relevant policies when using external services.

21. Updates to This Policy

We may update this Privacy Policy to reflect changes in our services, technology, legal obligations or information-handling practices. The most recent version will be available through our websites, together with its last updated date. Where necessary, we will provide additional information about significant changes or new uses of personal information.

22. Contact Us

For questions about this Privacy Policy or how we handle personal information, please contact: