Terms and Conditions
These terms apply to tuition, ensembles, Music Centre activity, instrument hire and related activities delivered by York Music Education CIC (YME), including at schools and the York Music Centre.
Enrolment, fees and withdrawal
An enrolment is accepted when YME confirms a place. Termly fees are normally collected in four monthly instalments by Direct Debit. Invoices are normally due within seven days. To withdraw, submit the YME withdrawal form or contact us in writing; we require one calendar month’s notice.
Lessons and rehearsals
We plan for up to 33 individual tuition lessons in an academic year and guarantee a minimum of 30. We plan 33 ensemble rehearsals; senior ensembles normally plan 28 sessions, with performances sometimes replacing a rehearsal. A replacement lesson or refund is not normally due for a participant absence. For school-based tuition, a lesson is normally treated as delivered where a tutor attends but the pupil is unavailable because of a school activity, trip, timetable change, assembly, examination or uncommunicated absence.
Our responsibilities
If YME cancels a session, we will aim to provide a replacement, reschedule it, offer an appropriate alternative or give a credit or refund where that is not reasonably possible. We may make reasonable changes to staffing, venues or timetables for educational, safeguarding or operational reasons.
Conduct, equipment and data
Everyone must behave respectfully and follow reasonable instructions. Unsafe, discriminatory or persistently disruptive behaviour may lead to conditions on attendance, suspension or withdrawal of a place. Instrument hire is subject to the agreement below. We use personal data as explained in our Privacy Notice. Nothing in these terms limits rights or liability that cannot legally be limited.
Privacy Notice
York Music Education CIC, company number 10416341, is the controller of the personal data described here. Contact us at support@yorkmusiced.org.uk or c/o Millthorpe School, Nunthorpe Avenue, York YO23 1WF.
We collect the information needed to enrol and support participants, including parent/carer contact details, school and activity information, attendance, emergency contacts, relevant medical, access and safeguarding information, payment and hire records, correspondence and website information.
We use it to deliver education safely, communicate with families and schools, administer payments and hire, meet legal duties and handle feedback or complaints. Our lawful bases include contract, legitimate interests, legal obligation, vital interests and consent where appropriate.
We share information only where necessary with tutors, staff, schools, venues, relevant Hub provision, advisers, regulators and service providers. These include SpeedAdmin, GoCardless, Xero, Stripe, Microsoft and Inkthreadable where they provide a service to YME. We keep information only as long as necessary and securely delete or anonymise it when no longer needed.
You may ask for access, correction, deletion, restriction, objection or portability where applicable. You can also complain to the Information Commissioner’s Office at ico.org.uk.
Safeguarding Statement
YME is committed to safeguarding and promoting the welfare of every child and young person taking part in our activities. Their welfare is our paramount concern.
We provide inclusive, respectful and safe music-making in schools, at York Music Centre, online and at events. We maintain appropriate recruitment, training, supervision, attendance, visitor, risk-management, safer-working and online-safety arrangements. We act promptly on concerns and share information where necessary to protect a child.
Dan Hield, Director, is the overall Designated Safeguarding Lead for York Music Education CIC. Jill Garside is the Designated Safeguarding Lead. At York Music Centre, Imogen Clarke is the Deputy Designated Safeguarding Lead.
Safeguarding concerns can be raised on 01904 293236 or at support@yorkmusiced.org.uk. If a child or young person is in immediate danger, call 999. Do not promise confidentiality: information may need to be shared to keep someone safe.
Complaints Procedure
We welcome feedback and take concerns seriously. Please first raise an issue with the tutor, activity lead or YME office where appropriate. If it is not resolved, email support@yorkmusiced.org.uk headed “Formal complaint”, with the participant’s name, what happened, dates, people involved and the outcome you seek.
We will acknowledge a formal complaint within three working days and aim to respond in writing within 15 working days. If it is complex or needs information from another party, we will explain the delay and expected response date.
You may ask for a review within 10 working days of our response. It will be considered impartially by a person who has not previously investigated the matter. Safeguarding concerns should be reported immediately, not delayed through this process.
Instrument Hire Agreement
YME hires instruments and accessories to YME students, subject to availability. Current monthly rates are £5.50, £6.50, £9 or £12 according to the instrument. Hire is free for low-income, Pupil Premium and local-authority-looked-after children, subject to eligibility. Direct Debit is preferred; payment may be monthly or termly and schools may pay by termly invoice.
Keep the instrument secure and in its case when not in use. Do not lend, sell, modify or arrange non-emergency repairs without YME’s agreement. Tell us promptly about loss, theft, damage or faults. Normal wear and tear from appropriate use is not charged to the hirer; YME arranges normal maintenance and repair of normal-use faults.
The adult hirer is responsible for reasonable repair or replacement costs where loss or damage results from neglect, misuse, unauthorised repair or failure to take reasonable care. Give at least half a term’s notice to end hire and arrange an appointment to return the instrument at Millthorpe School, with all supplied accessories.
Shop Terms, Delivery and Returns
These terms apply to purchases from shop.yorkmusiced.org.uk. The seller is York Music Education CIC, company number 10416341, c/o Millthorpe School, Nunthorpe Avenue, York YO23 1WF. Product prices, delivery charges and availability are shown at checkout. A contract is formed when we send an order-confirmation email.
All YME shop items are made to order by Inkthreadable. We therefore cannot accept cancellations, exchanges or returns for a change of mind once an order has entered production. Please check sizing, colour, design and personalisation carefully before ordering.
This does not affect legal rights. If an item arrives faulty, damaged, incorrectly printed or not as described, contact support@yorkmusiced.org.uk within 14 days of delivery with your order number and clear photographs. We will investigate with Inkthreadable and, where appropriate, arrange a replacement or refund. Please do not return an item unless we have given you return instructions.