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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 — Group Classes (Children)

This module applies to children booked into Music Tree group classes. It should be read together with the Music Tree Core Agreement and any relevant location module.

1. Scope of this module

This module applies to children booked into Music Tree group classes.

It sets out the terms that apply specifically to this type of service, including enrolment, attendance, missed sessions, and practical arrangements for group teaching.

2. Nature of group classes

Group classes are shared learning sessions delivered to more than one child at a time.

Because group teaching depends on timetables, minimum and maximum numbers, rooming, staffing, and the suitability of the group as a whole, Music Tree may need to organise classes in a way that supports both the individual child and the wider group.

3. Enrolment and continuation

A place in a group class is secured only once Music Tree has accepted the enrolment and the relevant payment or payment arrangement has been completed.

Where a class runs on a term, recurring, or continuing basis, the place may continue only in accordance with the applicable notice, renewal, and payment rules.

4. Class changes and suitability

Music Tree may make reasonable changes to the composition, level, teacher, room, timing, or structure of a group class where this is needed for educational, operational, behavioural, safeguarding, or staffing reasons.

Where Music Tree believes that a different class or format would better support the child or the group, it may recommend or require a change to a more suitable arrangement.

5. Attendance and punctuality

Children should attend regularly and arrive on time so that the class can begin and run smoothly.

Repeated lateness, unexplained absence, or ongoing disruption may affect the child's continuing place in the class if Music Tree considers that the arrangement is no longer working well for the child, the teacher, or the group.

6. Missed sessions and rescheduled classes

Because group classes depend on a shared timetable, fixed staffing, and limited capacity, missed sessions are normally non-refundable.

Missed sessions may be rescheduled by attending another equivalent class within the same age group and level, on a different day of the week from the child's usual class.

For example, if a child normally attends on a Monday, the make-up class must be booked on another day of the week, not on another Monday.

For Instrumental group classes (same instrument), a missed session may be made up by attending another group of the same instrument within the same term or a Sing and Play class, where Music Tree considers this appropriate.

Families may make up as many missed classes as they have missed, provided that:

• the make-up is arranged within the permitted timeframe;
• there is suitable space in the make-up class; and
• the make-up class is consistent with the child's age, level, and course type.

Advance notice of absence is advisable but not required in order to preserve make-up eligibility, except for drop-in bookings. For drop-ins, no make-up session will be offered unless Music Tree is notified before the class.

Music Tree will accept absence notice in writing, including by email, WhatsApp or another written communication method accepted by Music Tree.

Make-up classes must be used within the same term for term bookings. If the absence takes place during the last two weeks of term, the make-up may be arranged in the following term, even if the child is not re-enrolling. If the child will continue into the next term, make-ups will still be booked on a different day of the week from the original class.

If a family does not arrange the make-up within the permitted period (the term), the make-up is lost.

School holidays, family holidays, minor illness, and other personal absences are all treated in the same way unless Music Tree agrees otherwise.

7. Parent presence and attendance expectations

7.1 Children aged 0–3

Children aged 0–3 are expected to attend with one parent or caregiver, unless Music Tree states otherwise for a specific session or course format.

Only one parent or carer per child is permitted in the class, unless otherwise agreed with the Music Tree office in writing by email.

To help create a focused and connected environment, phones and food are not permitted in the room during 0–3 classes. Milk for the child is permitted where needed.

7.2 Children aged 3–6 attending without parents in the room

For children aged 3–6 attending classes without a parent in the room, at least one parent or guardian must remain in the waiting area throughout the session. This is to ensure that the teacher can be supported if needed, including where a child needs help with:

• going to the toilet;
• getting water; or
• any other immediate practical need during the session.

7.3 Buggies

Buggies must be left outside the premises, including in wet weather. Music Tree provides locks for this purpose, but families should bring their own rain cover where needed.

Families are expected to support the settling-in process, follow teacher guidance, and respect the class structure.

8. Independent leaving for older children

Children aged 10 and over may leave the premises independently only where prior written permission has been given by email to Music Tree. Without this prior written permission, children will not be permitted to leave the premises alone.

9. Behaviour and participation

Children are expected to take part in a way that is safe and respectful to others.

Where Music Tree reasonably considers that a child's behaviour, distress, support needs, or participation pattern means that the current group arrangement is no longer appropriate, Music Tree may discuss adjustments, recommend another format, pause attendance, or end the child's place in that class.

10. Cancellation by Music Tree

Music Tree may cancel, merge, move, or discontinue a group class where reasonably necessary, including for staffing, timetable, venue, numbers, safeguarding, or operational reasons.

Where reasonably possible, Music Tree will communicate any material change and offer an appropriate next step in line with the Core Agreement.