TERMS AND CONDITIONS

Midlands Voice Academy (MVA) Ltd

- Terms and Conditions

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By agreeing to the following Terms and Conditions, the completed New Student Enrolment Form shall serve as a legally binding contract between Midlands Voice Academy Theatre Arts Ltd (hereinafter referred to as “the Provider”) and the student, or the parent/guardian if the student is under 18 years of age (hereinafter referred to as “the Client”), as named on the Enrolment Form. This agreement takes effect from the date of submission of the New Student Enrolment Form.

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Services Provided

The Client engages the Provider to deliver tuition in Singing, Music, Acting and/or Performing Arts. The Provider agrees to deliver these services in accordance with the terms set out in this agreement.

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Fees and Payment Terms

• Lesson fees must be paid by the 1st of each month, covering tuition for the upcoming calendar month. Invoices are issued 7 days prior to the due date.

• All payments must be made via bank transfer or My Music Staff invoice link (note: Stripe/PayPal convenience fees are applied by the vendor). Bank details are included on each invoice. Direct bank transfers incur no additional charges. Please reference the student’s full name when making payments.

• Late payments will incur a £5 administration fee.

• Tuition fees cover scheduled lessons on a weekly or fortnightly basis, as agreed upon enrolment. 

• Private coaching, rehearsals, show participation fees, mock exams/exams, costumes, and other additional services will incur separate charges, which must be paid promptly upon invoice.

• ​Unused permitted 'without charge absences will not be carried forward to future academic years for use.

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Absence & Cancellation Policy (1:1 Lessons)

• Each student is permitted two non-chargeable absences per academic year (1st September - 31st August), whether attending weekly or fortnightly lessons. These MUST be notified with a minimum of 24 hours' notice, and may include absences for reasons due to illness, school trips, family holidays, or performance commitments. We operate for 50 weeks of the year with a two week Christmas break. We are open as usual on bank holidays, with the exception of Drama Club.

• All absences beyond the two permitted absences will be charged in full, regardless of reason, in order to retain the student’s regular time slot and continued enrolment. This is to ensure the viability of the business - cover staff costs and contracted hours, studio rent and business overheads.

• Cancellations made with less than 24 hours’ notice will be charged in full and are not eligible as one of the two permitted absences.

• If the Provider cancels a lesson due to illness, professional commitments, or holiday, at least 24 hours’ notice will be given where possible. A replacement session will be offered or an academy-approved cover teacher will be provided.

• When notified of absences in advance, the Provider will always endeavour to offer rescheduling options, subject to studio availability. However, this is not guaranteed, and sessions may still be chargeable if studio or teacher slots aren't available within two weeks either side of the original lesson. The rescheduling of lessons must happen at the time of absence notification, and lessons will not be 'banked' for future use.

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Termination of Lessons

One month’s written notice via email is required to terminate 1:1 lessons. Failure to provide notice will result in one final month’s fees being charged.

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Drama Club Memberships

• Drama Club memberships are billed monthly in 12 equal instalments of £36.75, based on 42 sessions per academic year.

• Fees are due by the 1st of each month.

• Missed Drama Club sessions are non-refundable and non-transferable. No make-up sessions will be offered.

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Attendance & Punctuality

• Clients must provide at least 24 hours’ notice of cancellation by email to hello@midlandsvoiceacademy.com.

• Students arriving more than 10 minutes late may forfeit their session at the Provider’s discretion, with no refund.

• Lessons will not be extended to make up for lost time due to lateness.

• Full fees apply regardless of late arrival.

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Health, Safety & Safeguarding

• All MVA teachers are fully DBS checked and operate in line with the Provider’s Safeguarding, Health & Safety, and Risk Assessment policies.

• The Provider holds comprehensive insurance, and a qualified first aider is always on site.

• Students must behave in a safe, respectful, and responsible manner during all sessions. The Provider reserves the right to suspend or terminate lessons without refund in cases of persistent disruptive behaviour, lack of respect, or failure to follow instructions, in order to maintain a safe and positive learning environment for all.

• The Provider is not liable for loss or damage to any personal belongings.

• Parents must inform the teacher at the start of the lesson if their child is being collected by someone other than the usual parent or guardian. For safeguarding reasons, all students under the age of 16 must be collected by a parent or authorised adult, unless prior permission has been given for an older child to leave unaccompanied.

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Students Aged 16 and Under

• Parents/guardians must supply all required information for performance licensing, where applicable.

• Accurate and up-to-date emergency contact information must be provided at all times.

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Photography and Videography

• Photos and video footage taken during lessons, rehearsals, or events may be used by the Provider for marketing and promotional purposes across print and digital platforms.

• Written consent will be obtained from parents/guardians of students under 16 for each performance event.

• Consent for media usage is granted via the New Student Enrolment Form.

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Data Protection and Privacy

• The Provider processes personal data in accordance with the GDPR and the MVA Privacy Policy, available here.

• Clients should review this policy to understand how their data is collected, stored, and used.

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Contact

For any questions, concerns, or communication regarding scheduling, payment, or policies, please contact the academy admin team at:
📧 hello@midlandsvoiceacademy.com