Terms and Conditions for School based pupils
Term & Conditions for Soundbox Music Academy:
Pupils and Parents of pupils who learn in school.
1. Invoicing and payment of lesson fees
Soundbox teaching coincide with the local school terms. Lessons are to be paid in full prior to the start of each term.
Renewal letters will be sent to you via the email address given to us when you enrol. Please ensure this email address is kept up to date and inform us of any changes in contact details and email addresses.
You will receive your renewal letter no later than two weeks before the start of term, for that term.
The Soundbox Music Academy Schools Portal will show deadlines of payment and options of payment methods. Access to the portal will be provided to enrol and pay.
Renewal letters will continue to be sent to you unless you leave the school or notify us by email that you no longer want lessons. We do not charge for Half-term holidays or Bank Holidays, although supplementary lessons are sometimes available at our studios in Watford.
Payments must be made through the portal. Payments by cash or cheque are not accepted. We accept payments in £ GBP only.
For payment by bank transfer or other financed options, any transaction charges must be paid by you.
2. Non-payment of fees
All lessons given by Soundbox are chargeable.
All fees paid for lessons are non-refundable and non-transferable.
Soundbox reserves the right to not teach a pupil if payment has not been received two weeks after the start of term.
Soundbox will send reminder letters/ email/ texts/ calls if payment is not received, however this may incur an additional administration fee.
Soundbox reserves the right to use the services of a debt collection agency if necessary – this will incur additional administrative charges.
Lesson fees are reviewed annually. Where schools charge additional fees for hire of facilities, these will be added to the lesson fees.
3. Lesson Cancellations
We aim to ensure that lessons are as consistent as possible; however there will be times where cancellations are necessary:
- Soundbox Tutor absence: In the event of a tutor being absent, we will organise for an alternative tutor to cover. If this is not possible, the tutor will endeavour to make this lesson up before the end of term, subject to arrangement with the school.
- School events and trips: We constantly communicate with the school to identify when trips, events, productions, etc are planned and how that will affect lessons. We will endeavour to reschedule days in school or lessons to ensure all lessons are taught that term.
- School closure: If the school is closed due to weather, exams of other issues, we will notify you at the earliest opportunity and endeavour to make the lesson up as soon as possible.
If a pupil does not attend a lesson but is in school, or misses a lesson which is not as a consequence of a Soundbox, the lesson will be forfeited. Soundbox tutors will collect pupils from class in primary schools, but secondary school pupils are expected to attend through their own efforts as the pre-arranged time advised.
We will endeavour to notify you of a cancelled lesson as soon as possible, via phone or email, which will be sent to a designated parent/guardian with the contact details that have been given to us.
If you are aware that your child will miss certain dates during an upcoming term, we will not charge for these lessons provided you inform us of the dates in advance. We will endeavour to teach those lessons missed during the same term.
4. Terminating lessons and refunds
If you wish to withdraw from lessons, please remember that you can do so only at the end of a term, and that fees cannot be refunded once you have committed to a full term.
Notice must be made to our admin office via email at learn@soundboxma.org
If you wish to cancel lessons before the end of term, you can choose to attend lessons, or forfeit the remaining lessons. We treat all cancellations on their own merits and will discuss with you the circumstances of the cancellation. Refunds may be made in exceptional circumstances e.g. long-term illness or surgery, moving away.
5. Scheduling and Teaching of lessons
Timetables will be strictly adhered to at all times. If a pupil is late attending their class they may forfeit some of their allocated time. Where Soundbox tutors collect pupils from class (Primary Schools) the timetable will be flexible. Pupils will be scheduled to avoid lessons at the same time each week.
In Secondary Schools, the schedules will be set at the start of the term. These will not be changed unless new students are added. Students cannot pick a specific time or miss particular school classes. Our rota will ensure pupils rotate times ensuring fairness for all students.
6. Health and Safety of pupils and tutors
Soundbox tutors only accept responsibility for the safety of pupils once they are under the tutors' supervision within the learning area.
The parent/guardian will inform Soundbox at the time of enrolment of any life-threatening or serious medical conditions (for example, allergies) that the pupil may have. It is a requirement that any pupil with the potential for anaphylaxis have the required epi-pen or equivalent and a plan for administering treatment if the need arises. This will be coordinated through the school.
The parent/guardian will inform Soundbox at the time of enrolment of any additional support needs that the pupil may have, diagnosed or undiagnosed that may affect their ability to learn.
Soundbox tutors follow the health and safety policy of the school and fall under the school management and action plans in the case of emergencies or other incidents.
7. Conduct
Soundbox tutors reserve the right to refuse teaching disruptive pupils and will inform parents and the school of any difficulties immediately. The school’s code of conduct / behaviour should be observed during lessons. Where a lesson is not taught due to disruptive behaviour, no refund will be made.
Pupils causing any wilful damage to Soundbox or School property beyond normal wear and tear will be responsible for the cost of repair or replacement of the damaged item(s), and will be reported to the school.
No food and drink will be allowed in lessons
The use of mobile phones or other devices is not allowed in lessons unless initiated by the tutor for use within the lesson.
Tutors may use mobile phones or other devices to record notes about the lesson and to access the pupil profile on our management system.
8. Photographs, video, and audio recordings
Soundbox will only take photographs and make audio and video recordings where we have consent from parents, it is necessary for course work, or where agreed by the school. In all instances we will manage the recordings and images in line with our Data Policy.
Where we have agreement, we will use recordings and images appropriately in Soundbox promotional materials, including social sharing and advertising. The images, video or audio may be altered in any manner, and used without further approval from the subject(s).
Those appearing in photographs or video or audio recordings will not be named, except where appropriate by first name only. Where appropriate we will obscure faces or other distinguishable features.
9. Health and hygiene
Should the pupil be ill and contagious, but still attending school, they should not attend their music lesson! We encourage pupils to wash hands before and after using a shared instrument, such as piano, guitar or drums.
10. Personal Data
Soundbox will use the Customer’s name(s), address, telephone number, email address and payment details (your Personal Data) to process your booking. We will only use your Personal Data in accordance with our privacy notice, found under "Policies" on our website.
Our privacy notice also contains details of your right to withdraw your consent, to update your preferences, to request further information, and to make a complaint.
11. Safeguarding
All lessons are conducted by qualified tutors in their field of expertise. All staff have a valid Enhanced DBS check from the Disclosure and Barring Service.
Soundbox is committed to the highest standards in promoting the welfare of children and protecting them from harm at all times.
Soundbox is committed to:
- Protecting children and adults who receive our services;
- Ensuring that all members of staff are properly trained and supported in safeguarding;
- Ensuring that all Tutors and staff have enhanced DBS clearance checks.
All staff have a responsibility to provide a safe environment in which individuals can learn. We recognise that some children and young people may become the victims of neglect, physical, sexual or emotional abuse and that Soundbox staff, by virtue of their knowledge and contact with these individuals, are well placed to identify and report such abuse so individuals may be effectively supported as appropriate.
All staff are required to follow the Soundbox safeguarding policy which is line with Hertfordshire Safeguarding Children Partnership Safeguarding Procedures. In addition, all Soundbox staff have access to appropriate training and briefings on a regular basis. To follow correct procedures is a statutory requirement, and failure to do so will be treated as gross misconduct.
Soundbox has a number of trained Designated Safeguarding Leads (DSLs) to whom confidential enquiries relating to safeguarding may be made.
Soundbox tutors will defer to the School’s DSL and will report any concerns immediately in a discreet manner.
12. Resources
Pupils may be required to purchase music books/scores and any relevant accessories as required to support their learning. As individual learning requirements are different, the Tutor will identify any additional support materials that are required.
13. Examinations
Soundbox runs an annual programme of external examinations with ABRSM, Trinity, LCM and Rockschool.
The Tutor will advise on the appropriate time and level of examination for each pupil and will advise the parent accordingly.
Parents / carers are expected to pay any examination fees and to make arrangements for accompanists, as appropriate.
14. Concerts and performances
From time to time, the School and/or Soundbox will organise informal concerts / assemblies or other events to celebrate success and progress as well as facilitating the opportunity to gain essential performance experience. Taking part in a concert of this kind with the tutor’s support would be part of the overall lesson plan for the term.
15. Complaints
If you are dissatisfied with any aspect of the Lessons, level of customer service or our performance of this agreement, complaints can be made in accordance with our Complaints Policy available under "Policies" on our website. Any determination made by Soundbox shall be final.
If your complaint is not resolved by us, or if you remain dissatisfied, you have the right to pursue alternative dispute resolution.
16. Variation to the Terms and Conditions
These terms and conditions may be updated on occasion. You will be notified of any changes in advance via email. If you do not agree with changes to these terms and conditions, you are entitled to terminate the lessons by providing us with notice in writing.
Terms and Conditions are published on our website.
These terms and conditions are governed by and construed in accordance with the laws of England and Wales, and you irrevocably submit to the exclusive jurisdiction of the courts in England and Wales.
Revised 1 September 2023