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Privacy Policy

Last updated: [09/12/2025]

At Horizon Music Services, we are committed to protecting your privacy and handling all personal information with care and transparency. This policy explains what data we collect, why we collect it, how it is used, and the rights you have over your information.

We follow UK GDPR and the Data Protection Act 2018.

1. Who We Are

Horizon Music Services
Independent guitar tuition service providing lessons in schools, private settings, and online.

Contact Email: info@horizonmusicservices.com

We act as the Data Controller for personal information collected through our website, email, school referrals, and lesson records.

2. What Information We Collect

We collect different types of information depending on how you use our services:

A. Website visitors

  • Name (if submitted via a form)

  • Email address

  • Phone number

  • Message or enquiry details

  • Cookies and basic usage data (through Wix or your website platform)

B. Students / Parents

  • Student name

  • Parent/guardian name

  • School attended (if applicable)

  • Contact details (email, phone)

  • Lesson schedule and progress notes

  • Payment records (through QuickBooks)

  • Attendance information

  • SEN or learning needs (only if shared voluntarily for lesson support)

C. School Staff

  • Names and school contact information for coordination

We do not collect unnecessary data and only record what is required to deliver lessons safely and efficiently.

3. How We Use Personal Data

We use data for:

Teaching & Administration

  • Scheduling lessons

  • Tracking progress and attendance

  • Creating reports for parents and schools

  • Contacting parents about updates or cancellations

Communication

  • Responding to inquiries

  • Sending booking confirmations

  • Safeguarding and pastoral contact (when required)

Payments & Accounting

  • Managing invoices and payments through QuickBooks

  • Maintaining financial records as required by law

Safety & Safeguarding

  • Reporting concerns directly to the school’s Designated Safeguarding Lead

  • Recording relevant safeguarding notes where appropriate
    (We follow the school’s own safeguarding procedures.)

Website Functioning

  • Ensuring forms work correctly

  • Improving user experience

  • Basic analytics (non-identifiable)

We never sell or share your data with other companies.

4. Legal Basis for Processing

We process your data under the following lawful bases:

  • Contract – to deliver lessons you have booked

  • Legitimate interest – managing schedules, communication, and lesson delivery

  • Legal obligation – safeguarding, accounting, and tax responsibilities

  • Consent – for optional things like newsletters (if used)

5. How Long We Keep Information

We only keep information for as long as necessary:

  • Lesson records: up to 2 years after lessons end

  • Financial records: 6 years (legal requirement)

  • Safeguarding notes: kept according to school safeguarding policies

  • Website form submissions: up to 12 months or until resolved

You can request deletion of non-essential data at any time.

6. Sharing Your Information

We only share information when necessary:

We may share data with:

  • The student’s school (for lesson organisation or safeguarding)

  • QuickBooks (payment processing – they do not see lesson records)

  • Safeguarding authorities, if required by law

We do not share your information with marketing companies or third parties for advertising.

7. Children’s Data

We work regularly with children in schools.
We take children’s data protection extremely seriously.

  • Only essential lesson information is recorded

  • Data is shared with schools only as required

  • No child’s data is used for marketing

  • All safeguarding concerns go directly through the school’s Designated Safeguarding Lead

8. How We Protect Your Data

We keep your information secure through:

  • Password-protected systems

  • QuickBooks’ encrypted payment platform

  • Restricted access to lesson records

  • Secure devices

  • No unnecessary paper storage

Only authorized personnel (John Guest or hired tutors, under agreement) can access lesson information.

9. Your Rights

You have the right to:

  • Access your personal data

  • Correct inaccurate information

  • Request deletion (where legally allowed)

  • Restrict processing

  • Object to processing

  • Request a copy of your data

To exercise any of these rights, just contact us via email.

10. Cookies

Our website may use basic cookies for:

  • Functionality

  • Form performance

  • Anonymous analytics

You can disable cookies in your browser at any time.

11. Changes to This Policy

We may update this Privacy Policy occasionally.
The latest version will always be available on our website.

12. Contact Us

If you have any questions about our privacy policy or how your data is handled, please contact:

 Email: info@horizonmusicservices.com
Horizon Music Services

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