Privacy policy

Last updated: 23 August 2025

I respect your privacy and am committed to protecting your personal information.

This policy applies to my personal website and private music teaching work. It may include blog posts or case-studies that reference my teaching with other organisations (e.g. JJJA/HMDT Music, World Heart Beat Music Academy), but any data you submit via this site is handled by me. For programme enquiries, please contact those organisations via their official contact channels.

1. Who I am

I am Alex Thomas-French, data controller, trading as Alex Thomas-French Music, providing music lessons from my home and online.

You can contact me at: alexthomasfrench@gmail.com

I am registered with the Information Commissioner’s Office (ICO) under UK data protection law. ICO registration number: ZB961547.

2. The information I collect

When you enquire about or take lessons with me, I may collect:

• Name of student and/or parent/guardian

• Contact details (email, phone, home address)

• If you opt in to updates about future workshops/courses: your name and email (and phone if you provide it)

• Lesson records (dates, progress notes, practice suggestions)

• Payment information (invoices, payment history)

• A copy of your phone number stored in my mobile contacts

• Copies of messages sent between us (SMS, WhatsApp, email) relating to your lessons

• If entering you for a graded exam: date of birth, exam choice, exam entry details, exam results, and examiner comments

• If you request to join my waiting list: your name, email address, and contact number, so I can contact you when a place becomes available

3. How I use your information

I use your personal data to:

• Arrange and deliver lessons (in person and online via Zoom)

• Keep in touch about scheduling or changes

• Record lesson notes and progress

• Send invoices and process payments

• Enter you for graded exams (with your consent)

• Maintain a waiting list for future lesson vacancies

• Send occasional updates about future workshops/courses if you opted in (you can withdraw at any time)

• Respond to contact form messages. If your message is actually about a partner programme (e.g. JJJA or WHB big band applications), I’ll signpost you to the correct contact at that organisation rather than handle it on their behalf. I won’t forward your details unless you ask me to.

I will only share your information with third parties if you give your consent (for example, when entering you for an exam or other music-related opportunity), or where I am legally required to do so. I will never sell your data or share it for marketing purposes.

4. How I store your information

• Lesson and contact information is stored securely using My Music Staff, an online teaching platform. Data is stored on secure servers in Canada, which comply with UK GDPR safeguards.

• Website form submissions are processed by Squarespace and delivered to my Gmail inbox (Google).

• Your phone number will be saved in my mobile contacts for lesson communication.

• Message history (SMS, WhatsApp, email) is stored on my devices for as long as needed to manage lessons.

• Zoom lesson links and meeting IDs are stored securely and not shared with anyone other than the student or parent.

• Access is limited by me (Alex). I use strong passwords and two-factor authentication.

• Website analytics data: when you visit my site, basic technical information (e.g. pages viewed, device/browser type, rough location) may be collected by Squarespace’s built-in analytics cookies. I don’t see your identity from this data. I do not use Google Analytics or any advertising cookies.

5. Photographs

I only publish photographs on my website (including the blog) with explicit consent. I do not post these images to social media. When links to my site are shared on social media platforms, a small preview image may appear automatically. I set this to my own headshot or a neutral image (e.g. a piano) and will not use student photos for social previews unless I have separate, explicit consent. As standard, I do not publish names alongside images.

• Adults: with permission, I may include a full name and, if relevant, a professional role/affiliation. You can choose how you’re credited: full name / first name / initial / no name.

• Under 18s: I will obtain parent/guardian consent and do not publish full names with images.

Some images on this site relate to projects delivered with partner organisations; I use them here only with permission from the people pictured (or their parent/guardian).

You can withdraw consent at any time; I’ll remove the image as soon as reasonably possible, and stop future use. I keep a brief consent log (who consented, what for, and when consent was given). For evidence of consent I keep a screenshot or copy of your confirmation (by email or WhatsApp) – and where helpful the relevant message thread if you asked any questions or we clarified anything. Consent records (including screenshots) are stored on my password-protected devices/email, accessible only to me and protected with strong passwords and two-factor authentication. I keep these records while the image is on my website and for up to 2 years after removal (or sooner if you ask, where legally possible).

6. Testimonials

I only publish testimonials on my website (including the blog) with explicit consent. I do not post these testimonials to social media. By default I credit first name only (I can use initials or make it anonymous if you prefer).

• Adults: you can choose how you’re credited – full name and (if relevant) professional role/affiliation; first name; initials; or anonymous.

• Under 18s: I will ask a parent/guardian to approve the wording and the chosen name format.

I may lightly edit for length/clarity without changing the meaning. I’ll share the final wording with you (or your parent/guardian for under-18s) to confirm you’re happy before it goes live. You may withdraw a testimonial at any time; I’ll remove it as soon as is reasonably possible.

I keep a brief consent log (who consented, the approved wording, credit, and when consent was given). For evidence of consent I keep a screenshot or copy of your confirmation (by email or WhatsApp). Consent records (including screenshots) are stored on my password-protected devices/email, accessible only to me and protected with strong passwords and two-factor authentication. I keep consent records while the testimonial is on my website and for up to 2 years after removal (or sooner if you ask, where legally possible).

7. How long I keep your information

I keep records for as long as you are a student, and for up to 6 years afterwards for legal/tax reasons, unless you ask me to delete them sooner (where legally possible).

·      Enquiries (no booking): deleted within 6-12 months of our last contact.

·      Updates/mailing list: kept until you unsubscribe or ask me to delete your details.

·      Waiting list data will be deleted if you ask to be removed or if I have been unable to contact you after a reasonable period.

8. Your rights

Under UK GDPR, you can ask me to:

• See what data I hold about you

• Correct it if it’s wrong

• Delete it (where possible)

• Restrict or object to how it’s used

• Transfer it to another provider

To make a request, email me at alexthomasfrench@gmail.com

You can also change your cookie choices at any time via the “Cookie Preferences” link in the banner/footer.

9. Sharing your information

I only share your data with:

• Squarespace (website forms)

• Google/Gmail (email)

• My Music Staff (for scheduling, lesson notes, and billing)

• My bank (for processing payments via online banking)

• Exam boards or other relevant third parties only with your consent

• Legal authorities if required by law

10. Cookies & analytics

I use essential cookies to run this website and keep it secure. With your consent, I may also use Squarespace’s analytics cookies to understand which pages are visited so I can improve the site. You’ll see a cookie banner when you first visit; you can accept or decline non-essential cookies, or choose “Manage cookies”. You can change your choices at any time via the “Cookie Preferences” link in the banner/footer.

• Legal basis: essential cookies = legitimate interests (running the site); analytics cookies = consent.

• What I measure (if enabled): aggregated page views, traffic patterns, device types, and approximate region via Squarespace’s built-in tools. I do not use Google Analytics or advertising/personalisation cookies.

• Retention: analytics data is kept only as long as needed for reporting and site improvements within Squarespace.

11. Changes to this policy

I may update this privacy policy from time to time. The latest version will always be available on request or on my website.

12. If you have concerns / complaints

If you have a question about this policy or how your data is used, please contact me via the contact form on my website (or by email if you prefer). If you remain unhappy, you can complain to the Information Commissioner’s Office (ICO) in the UK.

Alex Thomas-French Music

Address available on request