Effective Date: September 18, 2026

The String Space (“The String Space,” “we,” “us,” or “our”) respects the privacy of our students, participants, parents, guardians, instructors, and families.

This Privacy Policy explains how The String Space collects, uses, stores, protects, and discloses personal information in connection with our music lessons, classes, ensembles, orchestras, workshops, camps, concerts, performances, events, and other educational or musical programs (collectively, the “Programs”).

We are committed to handling personal information responsibly and in accordance with applicable Canadian and Ontario privacy laws.

1. Personal Information We Collect

Depending on the Program and circumstances, The String Space may collect information including:

student or participant name;
age or date of birth;
parent or guardian name;
email address and telephone number;
mailing address, where reasonably required;
emergency contact information;
instrument(s) played;
musical level, including RCM, Suzuki, or equivalent level;
previous musical training or experience;
lesson, class, ensemble, and attendance information;
instructor notes reasonably related to musical instruction;
registration and payment information;
scheduling and availability information;
information voluntarily provided regarding accessibility or accommodation requirements;
communications with students, participants, parents, and guardians;
photographs, audio recordings, and video recordings where appropriate consent has been obtained; and
other information reasonably required to provide or administer our Programs.

The String Space will make reasonable efforts to collect only information that is necessary or appropriate for its Programs and operations.

2. How We Use Personal Information

The String Space may use personal information to:

register students and participants;
provide music lessons, classes, ensembles, and other Programs;
communicate with students, parents, and guardians;
schedule lessons, rehearsals, performances, and events;
communicate cancellations, schedule changes, and other Program information;
determine appropriate classes, repertoire, ensembles, sections, or instructional levels;
maintain attendance and Program records;
process fees and payments;
respond to questions and requests;
manage student safety and emergencies;
provide or consider reasonable accommodations;
organize concerts, recitals, examinations, festivals, competitions, workshops, and other events;
improve our Programs and services;
maintain administrative, financial, and legal records;
comply with applicable legal obligations; and
carry out other purposes reasonably connected with the operation of The String Space.

Where required by applicable law, additional consent will be obtained before personal information is used for a materially different purpose.

3. Children and Youth

Many students and participants at The String Space may be under 18 years of age.

We recognize that personal information concerning children and youth should be handled with particular care.

Where appropriate or required, The String Space will obtain consent from a parent or legal guardian before collecting, using, or disclosing personal information relating to a minor.

Depending on the participant’s age and maturity and the nature of the information involved, The String Space may also seek the participant’s agreement.

4. Photographs, Video, Audio, and Media

Lessons, rehearsals, concerts, recitals, workshops, classes, and other activities at The String Space may occasionally be photographed, video recorded, or audio recorded.

With appropriate consent, The String Space may use selected photographs, video recordings, audio recordings, or other media featuring students and participants for purposes including:

The String Space website;
official social media accounts operated by The String Space;
newsletters and email communications;
posters, brochures, and advertisements;
promotion of concerts, Programs, and events;
educational or informational materials;
displays at The String Space;
documentation of performances and activities; and
other reasonable promotional purposes relating to The String Space.

Promotional media consent is optional.

A student or participant will not be refused access to a Program, receive different instruction, or otherwise be disadvantaged solely because the student, participant, parent, or guardian declines promotional media consent.

5. Media Consent

The String Space will request media consent separately from general acceptance of this Privacy Policy.

Where a participant is a minor, appropriate consent should be provided by a parent or legal guardian.

The media consent form may provide substantially the following choices:

MEDIA CONSENT

Please select one:

☐ YES — I CONSENT

I authorize The String Space to photograph, video record, and/or audio record me or, where I am signing as a Parent/Guardian, the participant named below during lessons, rehearsals, classes, concerts, recitals, workshops, performances, and other activities organized or participated in by The String Space.

I authorize The String Space to select, reproduce, publish, and use such photographs and recordings for legitimate educational, informational, and promotional purposes, including on The String Space website, official social media accounts, newsletters, posters, brochures, advertisements, and materials promoting The String Space and its Programs.

I understand that information or media published publicly online may be viewed, copied, downloaded, shared, or redistributed by third parties outside the control of The String Space.

I understand that this consent is voluntary and may be withdrawn for future uses by providing written notice to The String Space.

☐ NO — I DO NOT CONSENT

I do not authorize The String Space to intentionally use identifiable photographs, video, or audio recordings of me or the participant for promotional purposes.

I understand that declining promotional media consent will not affect eligibility for or participation in Programs offered by The String Space.

Participant Name: ______________________________________

Parent/Guardian Name, if applicable:

Signature: _____________________________________________

Date: _________________________________________________

6. Withdrawing Media Consent

Media consent may be withdrawn for future uses by contacting The String Space in writing.

Withdrawal of consent will not affect a participant’s ability to continue participating in Programs.

The String Space will make reasonable efforts to stop future publication or promotional use after receiving a withdrawal.

Withdrawal generally cannot completely reverse publication or distribution that occurred before consent was withdrawn. For example, printed materials may already have been distributed, and material posted online may have been copied, shared, downloaded, or archived by third parties.

Where reasonably practicable, The String Space will consider requests to remove previously published content from websites or social media accounts that it directly controls.

7. Group Performances and Incidental Appearance

The String Space will make reasonable efforts to respect participants who have declined promotional media consent.

Concerts, recitals, competitions, festivals, and other events may involve groups of performers and may take place in public or semi-public venues.

Where The String Space controls photography or recording, we will make reasonable efforts not to intentionally feature an identifiable participant who has declined promotional media consent.

Depending on the circumstances, this may include reasonable measures such as camera positioning, avoiding individual close-ups, cropping, or selecting different photographs.

However, The String Space cannot guarantee that a participant will never appear incidentally in the background of a group or event photograph or recording.

The String Space also cannot necessarily control photographs or recordings independently made by parents, audience members, venues, event organizers, news organizations, or other third parties who are not acting on behalf of The String Space.

8. Participant Names

Consent to use a participant’s photograph or video does not automatically constitute consent to publicly disclose the participant’s full name.

The String Space will exercise particular care when publicly identifying minor students.

Unless appropriate permission has been obtained or disclosure is otherwise permitted by law, The String Space will generally avoid publicly pairing the full name of a minor participant with an identifiable promotional photograph or video.

The String Space may identify a class, orchestra, ensemble, studio, or group collectively without identifying every individual participant.

9. Social Media

Where appropriate media consent has been obtained, The String Space may publish photographs and recordings through its official social media accounts.

Participants and Parents/Guardians should understand that social media platforms are operated by independent third parties.

Information published publicly may be:

accessible worldwide;
copied or downloaded;
shared or reposted;
indexed by search engines;
stored outside Canada; or
retained by third parties even after the original content is removed.

The String Space cannot guarantee complete removal of information once it has been publicly distributed.

10. Information About Parents and Guardians

The String Space may collect Parent/Guardian information for purposes including registration, scheduling, communication, payment administration, emergencies, and the management of Programs involving minors.

Parent/Guardian contact information will not ordinarily be publicly disclosed or used in promotional materials without appropriate consent.

11. Payments

The String Space may collect information necessary to administer tuition, registration fees, deposits, refunds, and other payments.

Where payments are processed through a third-party payment provider, that provider may collect and process payment information in accordance with its own terms and privacy practices.

The String Space will make reasonable efforts to avoid retaining complete payment-card information where it is not necessary to do so.

12. Disclosure and Service Providers

The String Space does not sell student or participant personal information.

Personal information may be shared where reasonably necessary with:

instructors and authorized staff;
authorized administrators;
volunteers who reasonably require access to perform their responsibilities;
payment processors;
scheduling, registration, email, website, or technology providers;
concert venues or event organizers where reasonably necessary;
emergency services;
professional advisers where appropriate; or
government authorities or other persons where disclosure is required or permitted by law.

Where third-party service providers process personal information on our behalf, The String Space will take reasonable measures appropriate to the circumstances to protect the information.

13. Safeguarding Personal Information

The String Space will take reasonable administrative, physical, and technical measures appropriate to the sensitivity of the information to protect personal information against unauthorized access, use, disclosure, alteration, loss, or theft.

Measures may include:

restricting access to student records;
password-protected accounts;
appropriate electronic access controls;
secure storage;
limiting access to individuals who reasonably require the information;
maintaining appropriate confidentiality practices; and
securely deleting or destroying information when it is no longer reasonably required.

No electronic system can be guaranteed to be completely secure.

14. Retention of Information

Personal information will be retained only for as long as reasonably necessary to fulfill the purposes for which it was collected and to meet applicable legal, accounting, insurance, tax, administrative, and operational requirements.

When personal information is no longer reasonably required, The String Space will take appropriate steps to securely delete, destroy, or anonymize it.

Materials lawfully published with appropriate media consent may remain in historical, archival, or previously published materials, subject to applicable law and reasonable removal requests.

15. Access and Correction

Students, participants, Parents/Guardians, or other individuals may contact The String Space to request access to or correction of personal information held about them, subject to applicable legal restrictions.

Individuals are encouraged to inform The String Space when important registration or contact information changes.

16. Communications

The String Space may use contact information supplied during registration or enrollment to communicate information reasonably connected with a student’s or participant’s Programs.

This may include:

lesson and class reminders;
rehearsal information;
schedule changes;
cancellations;
concert or recital information;
registration information;
payment reminders;
information necessary for participation; and
other administrative communications.

Promotional or marketing electronic communications will be handled in accordance with applicable Canadian law, including applicable consent and unsubscribe requirements.

17. Photography by Other Participants and Families

The String Space asks students, parents, guardians, and guests to respect the privacy of other participants when photographing or recording lessons, concerts, recitals, rehearsals, and events.

Additional photography or recording restrictions may apply to particular Programs, performances, venues, or events.

Where appropriate, The String Space may prohibit or restrict audience photography or recording to protect participants, comply with venue requirements, or respect copyright and privacy considerations.

18. Privacy Incidents

If The String Space becomes aware of unauthorized access to, loss of, or disclosure of personal information, we will take reasonable steps appropriate to the circumstances to contain and investigate the incident and reduce the risk of further unauthorized access or disclosure.

Where notification or reporting is required by applicable law, The String Space will make the required notifications or reports.

19. Third-Party Websites and Services

The String Space may use or link to third-party websites, registration systems, payment services, social media platforms, video-conferencing platforms, or other technology services.

Third parties that independently collect personal information may have their own privacy policies and terms.

The String Space is not responsible for the independent privacy practices of third parties that are not acting as service providers on behalf of The String Space.

20. Changes to This Privacy Policy

The String Space may update this Privacy Policy from time to time to reflect changes in our Programs, business practices, technology, or legal requirements.

Where a change materially affects how personal information is collected, used, or disclosed, The String Space will provide notice or obtain additional consent where required by applicable law.

21. Privacy Questions and Requests

Questions about this Privacy Policy or requests concerning personal information may be directed to:

The String Space
Privacy Contact: [Name/Title]
Email: [Email Address]
Telephone: [Telephone Number]
Mailing Address: [Address]

Requests to withdraw promotional media consent should also be directed to this contact.

22. Acknowledgement

By registering for or participating in a Program offered by The String Space, the participant and, where applicable, Parent/Guardian acknowledges having received or been provided access to this Privacy Policy.

Acknowledgement of this Privacy Policy does not constitute consent to promotional photography, video recording, audio recording, website publication, or social media publication.

Where The String Space wishes to use identifiable participant media for promotional purposes, the participant or Parent/Guardian will be provided with an appropriate opportunity to provide or decline media consent.

PRIVACY ACKNOWLEDGEMENT

I acknowledge that I have received or been provided access to The String Space Privacy Policy.

Participant/Student Name:

Parent/Guardian Name (if applicable):

Signature:

Date:

TSS Privacy Policy