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Music Tree Core Agreement

This document sets out the general terms that apply to bookings, enrolments, and services provided by Music Tree, a partnership trading as Music Tree.

Depending on the type of booking, additional terms may also apply, including terms specific to a particular location, service, or teaching format. Music Tree will only ask you to accept documents that are relevant to the enrolments on your account and that you have not already accepted.

By creating an account or completing an enrolment, you confirm that you are the parent, guardian, adult learner, or other person with authority to enrol the student or students linked to your family account, and that you accept the applicable Terms and Conditions for each student you enrol through that account.

Where a relevant module contains more specific terms for a particular service, venue, or type of enrolment, those more specific terms will take precedence over this Core Agreement to the extent of any inconsistency.

1. Booking and place allocation

A place is not secured until Music Tree has accepted the booking and the relevant payment or payment arrangement has been completed.

Places are always subject to availability.

Bookings may be one-off, fixed-length, term-based, annual, trial-based, or auto-renewing, depending on the service. The booking basis and any commitment period will be set out in the relevant module or booking flow.

Music Tree reserves the right to refuse, pause, or cancel an enrolment where this is reasonably necessary for operational, safeguarding, suitability, or non-payment reasons.

2. Fees and payment

Fees for Music Tree services are communicated at the point of booking, enrolment, renewal, or invoicing.

Depending on the product or service, payment may be collected in full at the time of booking, by automatic payment using a saved payment method, by invoice, or by instalment where specifically agreed by Music Tree.

Any instalments, discounts, credits, scholarships, special arrangements, or other variations apply only where confirmed by Music Tree.

The amount payable is the amount shown at checkout, in the enrolment confirmation, in the invoice, or in any agreed payment plan.

3. Auto-renewal and saved payment methods

Some Music Tree bookings operate on an auto-renewal or auto-enrolment basis. Where this applies, the relevant booking may continue into the next term, cycle, or billing period unless notice is given by the applicable deadline.

Where automatic payment is enabled, you authorise Music Tree to collect payment using the saved payment method for sums properly due under the booking, including recurring fees, agreed instalments, and overdue balances where applicable.

Families and adult participants are responsible for keeping payment details current and valid.

Detailed rules on renewal deadlines, notice deadlines, and payment timing will be set out in the relevant module.

4. Invoices and overdue balances

Where a booking is invoiced manually, payment must be made by the due date shown on the invoice or booking confirmation.

Failure to receive, open, or read an invoice does not remove the obligation to pay where the booking has been confirmed.

If payment is overdue, Music Tree may take reasonable administrative or operational steps to recover sums properly due, including sending reminders, retrying payment where authorised, pausing attendance or future bookings, refusing renewal, releasing the place to another family, or offsetting credits against sums owed.

Any overdue balance remains payable even if attendance is paused or the place is later lost.

5. Notice, cancellation, and withdrawal

Any notice to cancel, withdraw, or amend a booking must be given in writing to Music Tree's email address or through the Music Tree app or portal, unless Music Tree expressly accepts another written method.

Specific notice periods and withdrawal rules vary depending on the service booked and are set out in the relevant module.

Where notice is required, charges may still apply during the notice period. Failure to attend does not by itself amount to cancellation.

6. Missed sessions, credits, and refunds

As a general rule, missed sessions by the student or family are non-refundable unless the relevant module expressly provides otherwise.

Any right to a make-up session, transfer, credit, or refund depends on the rules of the relevant booking type.

Refunds are only available where required by law or where Music Tree expressly agrees to them. Where appropriate, Music Tree may offer a credit note or alternative arrangement instead.

7. Changes made by Music Tree

Music Tree reserves the right, where reasonably necessary, to change teachers, provide a substitute teacher, change rooms or venues, adjust timetables, reorganise groups, change the delivery format, or reschedule or cancel sessions.

Where reasonably possible, Music Tree will communicate changes in advance and offer an appropriate alternative in line with the relevant module.

8. Health, wellbeing, and important information

Families and adult participants must inform Music Tree of any information that may affect the safe or appropriate delivery of teaching or care, including, where relevant, medical conditions, allergies, additional needs, emergency contact details, collection arrangements, or any other information that Music Tree reasonably needs in order to support the student safely.

This information must be kept accurate and up to date.

Music Tree aims to provide an inclusive and supportive environment, but appropriate participation and support depend in part on accurate and timely information being shared.

Music Tree as a training centre

Music Tree is also a teacher training centre. For this reason, other teachers or trainees may from time to time attend classes as observers, assistants, or supporting practitioners as part of their professional development or training. Where this happens, Music Tree will aim to ensure that their presence supports the quality, safety, and smooth running of the class.

From time to time, classes may also be recorded for teacher training, supervision, or internal educational purposes. Any such recording will only take place with prior permission from the relevant families. Participation in recorded training material is entirely optional, and families may decline without affecting their child's place in the class.

9. Behaviour, participation, and suitability

Music Tree reserves the right to assess whether a particular class, teacher, format, instrument, or setting is suitable for a student.

Where Music Tree reasonably believes that a different arrangement would better support the student, the group, or the safe and sustainable running of the provision, Music Tree may recommend a different arrangement, require a settling or transition process, pause attendance, or end the enrolment in that particular format.

Where this happens, Music Tree will aim to communicate clearly and propose an appropriate next step where possible.

10. Safeguarding and collection

Families must follow all safeguarding, arrival, handover, and collection procedures that apply to the relevant class, venue, or service.

Music Tree is responsible for children only during the period of the booked session and only in accordance with the relevant handover, arrival, or collection arrangements that apply to that setting.

Any specific requirements about parent presence, waiting arrangements, independent arrival or leaving, or venue procedures will be set out in the relevant module and, where applicable, in Music Tree's safeguarding documents.

11. Communication channels

Administrative communication should be directed to Music Tree using the official contact details or systems provided for bookings and enrolments.

Music Tree may use email, its booking platform, account notifications, text message, telephone, or other reasonable communication channels in connection with bookings, payments, timetable changes, safeguarding, and service administration.

Families and adult participants are responsible for ensuring that contact details remain correct and that Music Tree messages can be received.

12. Privacy and data

Music Tree uses personal information for purposes connected with bookings, enrolments, attendance, payments, communication, and the safe running of its services.

Further details about how personal information is collected, used, stored, and shared are set out in Music Tree's Privacy Policy.

13. Photos, recordings, and media

Any use of images, recordings, or other media involving students or participants will be governed by Music Tree's Privacy Policy, any separate permissions requested by Music Tree, and any relevant safeguarding procedures.

A refusal to permit promotional use of images does not affect the student's place, although operational or security-related recording at certain venues may still apply where lawfully required or reasonably necessary.

14. Suspension or termination by Music Tree

Music Tree may suspend or terminate a booking or enrolment, with immediate effect if reasonably necessary, where there is serious non-payment, repeated non-compliance with applicable terms, serious disruption, safeguarding concerns, abusive behaviour, or any other matter that materially affects safety, welfare, or the workable running of the service.

Where appropriate, Music Tree may instead offer a managed transition, an alternative arrangement, or a reasonable opportunity to remedy the issue.

15. Changes to these terms

Music Tree may update this Core Agreement from time to time where reasonably necessary to reflect changes in law, safeguarding practice, systems, operational structure, or service design.

Location Module — Music Tree

This module applies to teaching and activity taking place at Music Tree's own premises. It should be read together with the Music Tree Core Agreement and any relevant service module.

Where a relevant service module contains more specific rules about attendance, parent presence, supervision, or participation, those more specific terms also apply.

1. Scope of this module

This module applies to services, classes, lessons, rehearsals, recitals, events, and other Music Tree activity taking place at Music Tree's own premises.

It should be read together with the Music Tree Core Agreement and any relevant service module.

Where a service module contains more specific rules about attendance, parent presence, supervision, waiting arrangements, or participation, those more specific terms also apply.

2. Arrival, handover, and collection

Families and adult participants are expected to arrive in good time for the start of the session, but not excessively early.

At busy changeover times, families are expected to help keep arrival and departure flowing smoothly so that students can enter and leave safely and can collect coats, shoes, instruments, and other belongings without congestion.

Children must be collected promptly at the end of the session unless Music Tree has expressly agreed another arrangement in writing.

Music Tree is responsible for children only during the booked session itself and only in accordance with the relevant handover and collection arrangements.

3. Waiting area and supervision boundary

Music Tree's reception and waiting areas are shared access spaces, not supervised teaching spaces.

Unless a child is in a supervised session or another supervised Music Tree activity, responsibility for that child remains with the parent or guardian.

Children who are not in class must not be left unsupervised in the reception or waiting areas.

Where a relevant service module requires a parent or guardian to remain nearby or on site during the session, that requirement must be followed.

4. Independent arrival and leaving the premises

This site has its own rule about independent leaving. It is not a blanket Music Tree rule for all settings.

Children aged 10 and over may leave the premises independently only where prior written permission has been given to Music Tree by a parent or guardian.

Without that prior written permission, children will not be permitted to leave the premises alone.

Adult learners are responsible for their own arrival and departure arrangements.

5. Use of the premises and belongings

Families, students, and visitors are expected to use the premises respectfully and to keep entrances, corridors, stairs, and walkways clear at all times.

Coats, bags, instruments, scooters, bikes, buggies, and other belongings must not be left in places that obstruct movement or create a safety risk.

Music Tree may provide an area for belongings where practical, but all items are brought to the premises at the owner's risk.

Buggies, scooters, and bikes must be left outside the premises. Music Tree may provide locks for this purpose, but families should bring their own weather protection where needed. Items left outside remain at the owner's risk.

Food and drink are permitted only in a tidy and respectful way. Water may be brought to class where appropriate. Families and students are expected to clean up after themselves and help keep the premises usable for others.

Music Tree may keep lost property for a limited period. If items are not collected within a reasonable time, Music Tree may dispose of them.

6. Access and entry

Music Tree's reception area is not continuously staffed.

At certain times, particularly during teaching and class changeovers, access to the building may rely on the entry system and the practical cooperation of families arriving and leaving.

Families and visitors are expected to enter and leave courteously and sensibly and to help maintain a safe and orderly flow of people at busy times.

7. Toilets and facilities

Music Tree has toilet facilities on site for students and visitors.

Use of these facilities does not alter the supervision arrangements set out in this module, in any relevant service module, or in Music Tree's safeguarding documents.

8. Events, rehearsals, recitals, and special activities at Music Tree

Some activities at Music Tree, including rehearsals, recitals, showcases, concerts, and similar events, may operate differently from the usual weekly class format.

The arrival, supervision, collection, and parent-attendance arrangements for those activities may therefore differ from the normal arrangements for weekly classes or lessons.

Music Tree will communicate the relevant arrangements in advance where this applies.

Where children attend a Music Tree event, rehearsal, or similar activity without a parent remaining present, Music Tree will provide appropriate staff supervision for that event format.

9. Safeguarding and practical responsibility at the premises

Families and adult participants must follow any practical instructions given by Music Tree in relation to safe access, waiting arrangements, collection, or use of the premises.

Music Tree aims to provide a safe, welcoming, and workable environment, but the premises include shared spaces that are not continuously supervised.

Parents and guardians remain responsible for children outside the supervised class or activity period.

Service Module — Individual Classes (Children)

1. Scope of lessons

This module applies to individual lessons for children delivered at Music Tree, home tuitions and external venues such as schools or different venues.

Lessons are typically delivered on a weekly basis during term time, unless otherwise agreed.

Lessons do not take place during:

• school holidays; or
• public holidays

unless explicitly arranged as additional lessons.

Additional lessons may be scheduled:

• to make up for missed sessions; or
• for exam preparation or additional support

and are chargeable.

2. Enrolment basis

Individual lessons for children are booked by term only, in accordance with the enrolment arrangements agreed between you and Music Tree.

Instalments are available only where specifically agreed by Music Tree. Where payment by instalments has been agreed, instalments will be collected through Music Tree's booking system by automatic payment using the selected payment method. Where the booking is also set up on an auto-enrolment basis, the relevant renewal terms will apply in accordance with the Music Tree Core Agreement and the applicable module.

Where a student joins after the start of term, Music Tree may offer a pro-rata fee for the remaining lessons in that term.

For children starting individual lessons, the introductory enrolment period will vary depending on the location in which the lessons take place.

2.1 Lessons at Music Tree and Home Tuition

For lessons taking place at Music Tree or through Home Tuition, children must complete a Welcome Period of 4 lessons, consisting of:

• 2 lessons with parent support or involvement; followed by
• 2 lessons without the parent in the room, where appropriate.

The purpose of the Welcome Period is to assess whether:

• the lesson format is suitable for the child;
• the child is ready for the level of independence, attention, and practice required; and
• the teaching relationship and learning environment can function positively and safely.

2.2 Lessons at other venues or schools

For lessons taking place at other venues or schools, including partner schools, children must complete a Trial Period of 2 lessons with the teacher and without parents present.

2.3 Outcome of the Welcome Period or Trial Period

The Welcome Period or Trial Period does not guarantee an ongoing lesson slot.

If Music Tree or the teacher considers that the lesson format is not currently the right match, Music Tree may offer an alternative solution, such as:

• a different teacher;
• a different instrument;
• a different class format; or
• a recommendation to wait before continuing.

3. Payment and booking

Fees for children's individual lessons must be paid in full in advance.

Payment must be made:

• before the start of the term; and
• no later than the first scheduled lesson.

If payment is not received on time, Music Tree reserves the right to:

• treat the agreement as not confirmed; and/or
• release the lesson slot to another student.

Payment must be made directly to Music Tree, using the methods specified at the time of booking.

4. Missed lessons and rescheduling

As a general rule, missed lessons are non-refundable, in line with the Music Tree Core Agreement.

The number of permitted make-up lessons depends on the location in which the lessons take place.

Make-up lessons are normally arranged at the end of the term, during the empty week reserved for make-up lessons.

Make-up lessons cannot be moved to another term because of holidays or family unavailability. If a make-up lesson is missed, it will not be rescheduled again.

Any missed lessons beyond the number of permitted make-up lessons for that location:

• are not refundable; and
• will be charged in full.

A teacher may choose to offer additional make-up lessons, but this is not guaranteed, not mandatory, and always subject to availability.

If the last lesson of the term is missed by the student, that lesson will normally be treated as a credit towards the following term, provided the student is re-enrolling. If the student is not continuing, a refund will be issued.

Make-up lessons may be arranged directly with the teacher where appropriate.

4.1 Lessons at Music Tree and Home Tuition

Children are entitled to one make-up lesson per term.

4.2 Lessons in partner schools during the school day

Children attending lessons in partner schools during the school day are normally entitled to:

• one rescheduled lesson per term for a standard student absence; and
• one additional rescheduled lesson per term where a lesson is missed due to a school trip.

This means that a maximum of two rescheduled lessons per term may be available, and only where one of those missed lessons relates to a school trip.

To allow flexibility for school-trip disruption, families are charged each term for one fewer lesson than students attending individual lessons at Music Tree or through Home Tuition.

This adjustment is a standard part of the term pricing for this type of provision and is intended to support school-trip-related disruption. It does not create an entitlement to additional make-up lessons beyond the limits set out above.

Where families are able to inform Music Tree in advance of multiple known school trips during a term, Music Tree may, at its discretion, make a further adjustment to the number of lessons charged for that term.

If more than one school-trip absence takes place without prior notice to Music Tree, any additional missed lesson will be treated as a standard missed class and will not be rescheduled.

5. Teacher absence

If a teacher is unable to deliver a lesson, Music Tree will first seek to arrange a suitable substitute teacher. Where this is not possible, Music Tree will normally reschedule the lesson during the empty week at the end of term, provided that week has not already been allocated to a make-up lesson resulting from a student absence.

If the end-of-term make-up week is not available, the missed lesson will normally be treated as a credit towards the following term.

If the student will not be continuing into the following term, that missed lesson will be refunded.

Where appropriate, make-up lessons for teacher absence may also be arranged directly with the teacher.

6. Notice, cancellation, and termination

If a family wishes to stop individual lessons, notice must be given in writing to Music Tree.

The required notice period is one half-term in advance.

If less notice is given, Music Tree reserves the right to charge the equivalent of two weeks of lessons, unless:

• the withdrawal is due to a serious illness; or
• the lesson space is filled immediately from the waiting list after notice of termination is given.

Failure to attend lessons does not in itself constitute notice of termination.

7. Attendance, arrival, and supervision

Students under the age of 10 attending lessons at Music Tree premises must normally be:

• accompanied by an adult when arriving at the premises; and
• collected by an adult at the end of the lesson,

unless a different arrangement has been communicated in advance by the family and agreed by Music Tree in writing.

Music Tree is responsible for the student only during the scheduled lesson time, in line with the Music Tree Core Agreement.

8. Health and important information

Families must inform Music Tree of any information that may affect the safe or appropriate delivery of the lesson, including:

• medical conditions;
• additional needs;
• sensory or behavioural needs; or
• any other relevant information.

This information must be kept accurate and up to date.

9. Communication

All administrative communication must be directed to Music Tree via:

• email (info@musictreeuk.com); or
• other official Music Tree communication channels.

Communication sent only to the teacher is not considered formal notice for:

• cancellations;
• rescheduling; or
• termination.

10. Online delivery and exceptional circumstances

In the event of circumstances beyond Music Tree's control (including government restrictions or school closure), lessons may be:

• delivered online; and
• charged as normal.

No refunds will be provided where lessons continue to be delivered in an alternative format.