Privacy Policy

1) What personal information we collect

We collect only what we need to provide lessons, scheduling, communication, and billing.

A. Booking and contact information

• Name
• Email address
• Phone number (if provided)
• Appointment details (date/time, lesson type, package selection)
• Time zone and scheduling preferences

B. Student/lesson information (optional)

• Student’s age, experience level, goals, and learning preferences
• Practice preferences and lesson notes
• Any details you choose to share to support instruction
  (Please avoid sharing sensitive information unless it’s truly necessary.)

C. Lesson recordings (audio) — optional

• With your permission, we may record audio during lessons for:
  1. sending audio clips to the student for practice support, and/or
  2. creating more tailored lesson plans and practice notes.
• Recordings may capture a student’s voice, instrument sound, and/or teacher instructions (which can be personal information).

D. Payments (processed by Stripe through Acuity)

If you pay online:

• Payments are processed by Stripe via Acuity Scheduling.
• Virtuo Violin does not receive or store your full card number.
• We may receive payment-related details such as payment status, amount, date/time, and transaction/receipt identifiers (and in some cases limited details like card brand and last 4 digits, depending on Stripe settings).

2) How we collect personal information

We collect information when you:

• Book lessons online through Acuity Scheduling
• Submit an inquiry or contact us by email
• Provide optional lesson/student information (e.g., goals, level, notes)
• Provide (optional) consent for audio recording during lessons
• Use our website, which may use cookies or similar technologies (see Section 9)

3) Why we collect and use personal information

We use personal information to:

• Provide and manage lessons (scheduling, reminders, lesson delivery)
• Communicate about lessons, changes, studio updates, and support
• Prepare lesson plans and track progress (if you choose to provide that information)
• (If you consent) record audio for practice support and tailored lesson planning
• Process payments and provide receipts (through Stripe via Acuity)
• Maintain records for legitimate business purposes (e.g., accounting)
• Improve our website and services
• Comply with legal obligations and respond to lawful requests

Under privacy law, we aim to limit collection to what’s reasonable and necessary for the purposes identified.

4) Consent (including recordings) and your choices

PIPA requires consent for collecting/using/disclosing personal information, and individuals can withdraw consent (with reasonable notice) subject to legal/contract limitations.

Audio recording consent

• Audio recording is optional. We will not record unless you (or a parent/guardian for minors) agree.
• If you do not consent, lessons still proceed normally—recording is not required to receive instruction.
• You can ask to stop recording at any time. If you withdraw consent, we will stop recording going forward.

Marketing use

We do not use lesson recordings for advertising, testimonials, or public posting unless we have your separate, express permission.

5) Scheduling and payments providers (Acuity + Stripe)

Scheduling: Online scheduling is provided through Acuity Scheduling (a Squarespace service).

Payments: Online payments are processed by Stripe through Acuity.

Squarespace’s privacy policy notes that customers (like Virtuo Violin) are responsible for how they collect and use customer-controlled information.

6) When we disclose personal information

We do not sell your personal information.

We may disclose personal information only as needed to:

• Provide services you request (e.g., scheduling through Acuity)
• Process payments you authorize (e.g., through Stripe)
• Deliver optional services you request (e.g., sending lesson audio to you)
• Work with service providers who help us operate our business
• Comply with legal requirements

7) Recording storage, sharing, and retention

How recordings are shared:

If you choose to receive lesson audio, we may send it via email attachment or a secure download link.

Where recordings are stored:

Recordings may be stored in secure accounts/devices controlled by Virtuo Violin and/or with reputable service providers.

How long recordings are kept:

We keep recordings only as long as needed to support learning and lesson planning. As a general practice, recordings are typically kept for up to 90 days, then deleted.

8) Children and students under the age of majority

Many students are minors. If you book lessons for a minor, you confirm you are the parent/guardian (or otherwise authorized) and consent to the collection and use of the minor’s personal information for lesson delivery and administration.

9) Cookies and similar technologies

Our website and embedded tools (including scheduling) may use cookies or similar technologies to function properly.

• You can control cookies through your browser settings.
• Blocking cookies may affect site features (including scheduling embeds).

10) Where information is stored/processed

Some service providers we use (including Acuity/Squarespace and Stripe) may store or process information outside Canada.

11) How we protect personal information

We use reasonable safeguards appropriate to the sensitivity of the information, which include access controls, strong account security, and using reputable service providers.

12) Accessing and correcting your information

You may request access to your personal information and ask for corrections. We may need to verify your identity before releasing or correcting information.

13) Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The “Last updated” date will reflect the latest revision.

14) Contact (Privacy Officer)

Privacy Officer: Anthony Sabberton
Email: info@virtuoviolin.com
Business location: Vancouver, British Columbia, Canada