Privacy Notice

1. Who we are

Amelia McCloskey trading as AM Vocal Studio is the controller responsible for deciding how and why the personal information described in this notice is used. References to “AM Vocal Studio”, “we”, “us” and “our” mean this business.

For questions, requests or complaints about personal information, contact info@amvocalstudio.com . AM Vocal Studio has not appointed a data protection officer; privacy enquiries are handled directly by the data controller.

2. Services and people covered

This notice applies to personal information relating to:

• website visitors and people making enquiries;
• Vocal Strategy Session clients and Structured Vocal Development clients;
• people booking or attending an Artist Development consultation;
• parents, guardians and responsible adults involved with clients under 18;
• managers, labels, artist teams and other professional representatives; and
• people who choose to receive marketing or give separate permission for media, testimonials or case studies.

3. Personal information we collect

Depending on how you interact with AM Vocal Studio, we may collect:

• identity and contact information, such as name, age or date of birth where relevant, email address, telephone number, location and preferred contact method;
• booking information, including service selected, appointment dates, attendance, rescheduling history, location preference and online-session details;
• payment and transaction information, including amounts, dates, invoices, payment status and limited payment references. Complete payment-card details are handled by the payment provider and are not stored by AM Vocal Studio;
• Vocal Coaching information, such as vocal goals, experience, repertoire, technical observations, development plans, session notes, progress and relevant recordings supplied for coaching;
• Artist Development consultation information, including the submitted application, links to two tracks and one live-performance video, career stage, goals, professional team, proposed start date and available investment range;
• communications, including emails, messages, enquiry forms, complaints, feedback and records of service-related telephone, email or SMS contact;
• parent, guardian or responsible-adult information where the client is under 18, including contact details and relevant booking, consent, emergency and safeguarding information;
• relevant vocal-health or other health information that you choose to provide and that is reasonably necessary to deliver the service safely;
• technical and usage information, such as IP address, browser, device, website activity and cookie choices; and
• marketing and media information, such as subscription preferences and any photograph, audio, video, testimonial or case-study material covered by separate permission.

Please do not provide medical records or other sensitive information that is not relevant to the service. AM Vocal Studio will seek to collect only what is reasonably necessary.

4. How we collect personal information

We may collect personal information:

• directly from you through the website, booking and payment process, consultation or coaching sessions, forms, email, telephone, SMS or video call;
• from a parent, guardian, manager, label or other representative who is authorised to act for you;
• from booking, payment and communications providers when they confirm a transaction, appointment or message; and
• from artist links, websites or public professional profiles that you or your authorised representative asks us to review.

If another person gives us information about you, they must have authority to do so and should make this notice available to you. If you give us information about another person, such as a parent, manager or emergency contact, you must tell them that you have done so.

5. How and why we use personal information

UK data protection law requires a lawful basis for each use of personal information. More than one basis may apply, depending on the circumstances.

6. Vocal health and other sensitive information

Information about physical or mental health is special-category personal data and receives additional legal protection. Vocal-health information may include a relevant condition, symptoms, medication effect, injury, recent procedure or professional recommendation that may affect whether or how coaching should take place.

Where AM Vocal Studio asks to record health information, we will normally request explicit consent through a separate statement. This consent is separate from accepting booking terms or acknowledging this notice. You may withdraw it at any time by contacting us, although withdrawal does not affect processing that was lawful before withdrawal. If essential information cannot be processed, we may be unable to provide or safely continue a service.

Vocal Coaching is educational and developmental. AM Vocal Studio does not diagnose or treat medical conditions. Where appropriate, you may be advised to consult a GP, ENT specialist, speech and language therapist or another suitably qualified healthcare professional.

7. Clients under 18

A client under 18 must be accompanied by a parent, legal guardian or another responsible adult approved by the parent or guardian. The parent or guardian must complete or approve the booking, provide their contact details and ensure that information supplied about the young person is accurate.

We may use the young person’s and adult’s information to manage bookings, deliver the service, communicate about progress and safety, and meet safeguarding responsibilities. Privacy information will be explained in clear, age-appropriate language where necessary. We will not use a young person’s image, recording, testimonial or case study for publicity without separate permission from the parent or guardian and, where appropriate, the young person’s agreement.

If we reasonably believe that a child or another person is at risk of serious harm, we may record and share relevant information with safeguarding professionals, emergency services or other authorities when lawful and necessary. Confidentiality cannot be promised in circumstances involving a serious safeguarding risk.

8. Artist Development consultations

The Artist Development consultation is used to review the submitted application, two tracks, one live-performance video, the artist’s current position, goals and requirements, and to discuss strategy and whether further work is appropriate for both parties. The decision is made through professional judgement and discussion; AM Vocal Studio does not use solely automated decision-making that produces legal or similarly significant effects.

Material supplied for a consultation will not automatically be pitched, submitted, distributed or disclosed to music-industry decision-makers, Ultimate Sync Access or other third parties. Any later development, pitching, release, production or third-party service requires a separate written agreement or clear instruction and an appropriate lawful basis.

9. When we share personal information

We may share limited personal information with:

• website hosting, form, booking, customer-management and payment providers;
• email, telephone, SMS and video-conferencing providers used to deliver confirmations, reminders or online sessions;
• secure cloud-storage, document and technology-support providers;
• accountants, insurers, solicitors and other professional advisers;
• carefully selected contractors who need the information to provide an authorised service and who are subject to confidentiality and data-protection requirements;
• a parent, guardian or authorised professional representative where appropriate;
• banks, payment services, courts, regulators, law-enforcement bodies, safeguarding professionals or public authorities where disclosure is lawful and necessary; and
• a potential purchaser or successor if the business is sold, transferred or reorganised, subject to appropriate confidentiality safeguards.

We do not sell personal information and do not give it to third parties for their independent marketing. Service providers may process information only for authorised purposes and under appropriate contractual safeguards.

10. International data transfers

Some technology or communications providers may process personal information outside the United Kingdom. Where UK data protection law requires safeguards, we will use a lawful transfer mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses, together with additional safeguards where appropriate.

You may contact us for further information about the safeguards relevant to your personal information. Commercial details or security-sensitive information may be redacted where lawful.

11. How long we keep personal information

We keep information only for as long as reasonably necessary for the purpose collected, including to provide the service, meet legal obligations, resolve disputes and establish or defend claims. The usual periods are below, but a shorter or longer period may apply where law, safeguarding, insurance, a complaint or litigation requires it.

When a retention period ends, information is securely deleted, destroyed or anonymised. Residual copies may remain in protected backups until they are overwritten through the normal backup cycle.

12. How we protect personal information

AM Vocal Studio uses proportionate organisational and technical measures designed to protect personal information from loss, misuse, unauthorised access, alteration or disclosure. These measures may include access controls, strong authentication, device and account security, restricted sharing, secure payment providers, confidentiality requirements and appropriate disposal practices.

No internet or storage system can be guaranteed completely secure. If a personal-data breach creates a risk to individuals, we will assess it promptly and notify the Information Commissioner’s Office and affected people where the law requires.

13. Your data protection rights

Depending on the circumstances, you may have the right to:

• ask for confirmation that we process your personal information and receive a copy;
• ask us to correct inaccurate or incomplete information;
• ask us to delete information where there is no continuing lawful reason to keep it;
• ask us to restrict how information is used in certain circumstances;
• object to processing based on legitimate interests or to direct marketing;
• receive certain information in a structured, commonly used and machine-readable format and ask for it to be transferred where technically feasible;
• withdraw consent at any time where processing relies on consent; and
• not be subject to a decision based solely on automated processing that has legal or similarly significant effects, subject to legal exceptions.

These rights are not absolute and may depend on the lawful basis and circumstances. To exercise a right, email info@amvocalstudio.com . We may request information necessary to verify identity and authority. We will normally respond within one month, although the law permits an extension for a complex request or multiple requests. There is usually no fee, but a reasonable fee may be charged or a request refused where the law allows because it is manifestly unfounded or excessive.

14. Marketing communications

Marketing is optional. Where consent is required, the marketing choice will be presented separately and will not be a condition of receiving Vocal Coaching or an Artist Development consultation. You may unsubscribe through the message or contact us at any time. Opting out of marketing does not prevent essential booking, payment, safeguarding or service communications.

15. Photographs, recordings, testimonials and case studies

AM Vocal Studio will not use a client’s photograph, audio, video, testimonial or identifiable case-study material for public marketing merely because the client has booked a service or accepted this Privacy Notice. Public use requires separate, specific permission explaining the material, purpose, channels and any agreed duration. Refusal does not affect access to the core service.

Permission may be withdrawn for future use by contacting us, subject to any lawful use already made and any separate contractual rights. We will take reasonable steps to remove material from channels we control, but cannot guarantee deletion of copies already lawfully published, downloaded or shared by others.

16. Cookies and similar technologies

The website may use strictly necessary cookies or similar technologies for security, navigation, booking and payment functions. These do not normally require consent where they are essential to provide a service requested by the visitor. Non-essential analytics, advertising or similar technologies must not be activated until the visitor has made an informed choice where consent is required.

The website’s Cookie Notice and consent settings should identify the technologies actually in use, their providers, purposes and duration, and allow visitors to accept, reject or change optional choices. Browser controls may also be used, although disabling essential technologies may affect website functions.

17. Complaints

Please contact info@amvocalstudio.com first so that AM Vocal Studio has an opportunity to address the concern. You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority.

18. Changes to this notice

We will review this Privacy Notice and update it when services, suppliers, legal requirements or processing activities change. The latest version will be published on the website with its effective date. If a change would materially affect how existing client information is used, we will provide additional notice before the new use begins where required.

19. Contact