YORK MUSIC EDUCATION CIC
Terms and Conditions
Updated March 2026
York Music Education CIC reserves the right to review and update these Terms and Conditions at any time.
These Terms and Conditions apply to all tuition, ensembles, instrument hire, and activities delivered by York Music Education, whether at York Music Centre or in schools.
1. Fees and Payments
Fees are charged per term and collected via monthly Direct Debit (GoCardless).
Four monthly payments make up the full term’s fees. Alternatively, fees may be paid in a single instalment for the full term if requested by the fee payer.
Full payment must be received within 7 days of the invoice date.
Students starting mid month or mid term will be charged pro rata.
Students must be formally enrolled before taking part in any York Music Education activity.
2. Notice Period
A minimum of one calendar month’s notice must be given to terminate tuition or ensemble membership.
Notice must be submitted using the online withdrawal form.
If less than one month’s notice is provided (for example if notice is given to leave within the same calendar month), an additional full month’s fee will be charged.
3. Attendance and Commitment
Students are expected to attend all scheduled lessons, rehearsals and concerts and to practise regularly as advised by their tutor.
Parents and carers are expected to:
• encourage regular practice
• support attendance at lessons and rehearsals
• inform York Music Education or the tutor of any planned absences
For ensemble members, attendance at performances is considered an important part of the musical experience.
4. Lesson and Rehearsal Schedule
York Music Education aims to deliver the following each academic year:
• 33 individual tuition lessons in schools. While we aim to deliver 33 lessons, we guarantee a minimum of 30 lessons per academic year.
• 33 ensemble rehearsals
• 28 sessions for senior ensembles, where performances replace some rehearsals
If York Music Education cancels a session, we will normally offer:
• a replacement lesson
• a rearranged session
• or an appropriate credit or adjustment
5. Student Absence
If a student is unable to attend a scheduled lesson, rehearsal or ensemble session, no refund or replacement lesson is normally provided.
Where reasonable notice is given, York Music Education will try to arrange an alternative lesson where possible, although this cannot be guaranteed.
6. School Based Tuition
For lessons delivered in schools, York Music Education tutors attend at the scheduled time agreed with the school.
If a tutor attends the school and the student is unavailable to attend the lesson due to:
• school trips
• school events
• timetable changes
• examinations
• illness or absence
• or the school not informing the tutor in advance
the lesson will normally be considered delivered, and fees will still apply.
Where advance notice is provided by the school or parent, York Music Education will attempt to rearrange the lesson where possible, although this cannot be guaranteed.
7. Tutor Absence
If a tutor is unable to attend due to illness or other unavoidable circumstances, York Music Education will aim to provide:
• a replacement tutor
• a rescheduled lesson
• or a credit
York Music Education will always aim to ensure that the minimum number of annual lessons is delivered wherever possible.
8. Music Centre Closure
If York Music Centre is required to close for an extended period (for example due to public health guidance or other exceptional circumstances):
• instrumental and vocal tuition may be delivered online
• ensembles may be offered online projects or alternative activities
For students continuing with online tuition, invoices will continue as normal.
For ensemble only students, parents may be invited to make a voluntary monthly contribution.
If activities cannot be delivered in any form, invoices will normally be suspended from the first full calendar month following closure.
9. Behaviour and Safeguarding
York Music Education is committed to providing high quality arts experiences for young people in a safe, supportive and responsible environment.
Students are expected to behave respectfully towards:
• tutors
• other students
• school staff
• facilities and equipment
At York Music Centre, students must not wander around the school buildings or surrounding areas during breaks between sessions.
Parents must inform York Music Education of any safeguarding or welfare circumstances that may affect a student’s participation.
10. Communication and Information
Parents and carers are responsible for keeping York Music Education informed of any changes to:
• contact details
• medical information
• emergency contacts
• photography permissions
Updates should be sent to:
This email address is being protected from spambots. You need JavaScript enabled to view it.
York Music Education aims to maintain clear communication with parents, schools and students and welcomes feedback.
11. Instrument Care and Hire
Where instruments are hired from York Music Education, parents and students are responsible for ensuring that instruments are handled carefully and returned in good condition, subject to normal wear and tear.
Further details are provided in the York Music Education Instrument Hire Agreement.
12. Weather, Travel Disruption and Unforeseen Circumstances
York Music Education will always make every reasonable effort to deliver scheduled lessons, rehearsals and activities.
However, sessions may occasionally need to be cancelled due to circumstances beyond our control, including but not limited to:
• severe weather
• travel disruption
• school closure
• building access restrictions
• public health guidance
• or other unforeseen circumstances
Where possible, York Music Education will attempt to provide:
• an alternative lesson
• a rescheduled session
• or an appropriate adjustment
However, this may not always be possible.
Where cancellations occur due to circumstances beyond the control of York Music Education, sessions may not always be replaceable.
13. Direct Debit and Late Payments
York Music Education uses Direct Debit (GoCardless) to manage fee payments.
Parents and carers are responsible for ensuring that sufficient funds are available on the collection date.
If a Direct Debit payment fails:
• York Music Education will attempt to collect the payment again
• an alternative payment method may be requested
Persistent missed payments may result in:
• suspension of lessons or ensemble participation
• withdrawal of the student’s place
York Music Education will always attempt to contact parents to resolve payment issues before taking further action.
14. Data Protection
York Music Education processes personal data in accordance with UK data protection legislation.
Personal information is used only for the administration of lessons, ensembles, safeguarding responsibilities and communication with parents and schools.
Full details are available in the York Music Education Privacy Policy.