Fraser McAdam Vocal Coach — Privacy Notice

Last updated: 28 September 2026

I am Fraser McAdam, trading as Fraser McAdam Vocal Coach. I am responsible for the personal information I use to answer enquiries, arrange and deliver one-to-one vocal coaching, take payment, and run this website. This notice is for adult pupils, adults with parental responsibility who arrange a young pupil’s lessons, and young pupils. You can ask me about this notice or your information at frasermcadam@hotmail.com.

For young pupils

If you have a singing lesson with me, I use your name and what you and the adult who books for you tell me about your singing, goals and anything you need help with. I may write brief notes about what we worked on so I can plan lessons that suit you. You can tell me if something is wrong in my notes.

An adult with parental responsibility arranges the booking and completes your intake form. I normally contact that adult about lessons. I keep your lesson information private and use the services named below to arrange lessons and store my notes. I may share relevant information with that adult when appropriate. If I become worried that you or another child may be unsafe, I may need to tell someone who can help.

You do not have to give me a testimonial. If you choose to write one, I will ask for separate permission before putting it on social media. I do not normally record lessons. You can ask me what information I hold about you or ask me to correct something by emailing frasermcadam@hotmail.com; you can ask a trusted adult to help. Your information rights belong to you, even if an adult booked the lesson.

The rest of this notice gives more detail. If any part is unclear, please ask me to explain it.

Information I use

I may use:

  • names and contact details of adult pupils and adults with parental responsibility who book for a young pupil; the young pupil’s name and, where appropriate, age;

  • enquiry messages, booking details, session length, dates, attendance, payment status, transaction references and relevant correspondence;

  • brief booking answers and, after booking, intake answers about singing experience, goals, upcoming auditions, access needs and what the pupil would like to work on;

  • lesson notes, feedback and progress records needed to tailor subsequent lessons;

  • information voluntarily supplied about vocal injury or health where relevant to adapting a lesson; and

  • written testimonials, a broad description such as “drama school student”, and the record of permission to publish them, if a pupil chooses to provide one.

I do not need full payment-card details: Stripe processes card payments. Online lessons involve live audio and video through Zoom. I do not routinely record them or enable automated transcripts or summaries. If I ever propose to record a lesson, I will explain the purpose and ask for separate permission first. Squarespace processes website-use information, including IP address and cookies, to operate the site and provide analytics. I use Squarespace Analytics to understand visits and improve the website. Necessary site functions rely on my legitimate interests in operating it; where optional analytics cookies are used, I ask for cookie consent and provide a choice before they are placed. See the site’s cookie controls for details.

Why I use it and my lawful bases

Answer an enquiry and discuss a possible lesson
Contact details and the enquiry. My legitimate interests in responding to a request, and steps requested before entering a contract where applicable.

Arrange, deliver and follow up an adult’s lesson
Contact, booking, intake and relevant lesson details. Contract with the adult pupil.

Arrange a young pupil’s lesson with an adult with parental responsibility
That adult’s contact, booking and payment details under my contract with them. The young pupil’s name, goals and relevant lesson notes under my legitimate interests in providing the arranged lesson and supporting the pupil’s progress. I minimise the information and normally communicate through the booking adult.

Process payment, refunds and routine booking communications
Booking and transaction information under the contract with the paying customer.

Run and improve the website
Technical and usage information under my legitimate interests in operating and understanding the site. I use consent for optional analytics cookies where required; visitors can change their cookie choice.

Keep records needed for tax and accounting
Invoices and transaction information under a legal obligation.

Resolve complaints and protect legal rights
Relevant correspondence and records under my legitimate interests in resolving a matter fairly and, where applicable, establishing, exercising or defending a legal claim.

Publish a written pupil testimonial on social media
The chosen words and a broad descriptor, such as “drama school student”, under separate, optional consent. I will not use the pupil’s name or photo as part of this arrangement. I will seek appropriate permission from the young pupil and an adult with parental responsibility before using a young pupil’s testimonial. No lesson depends on granting this permission. Even a quote without a name may be identifiable from its context.

Health information. Information about a vocal injury, health matter or access need that reveals health information is sensitive personal information. I ask for only what is relevant to adapting teaching, and rely on explicit consent as the additional condition for using voluntarily supplied health information (UK GDPR Article 9(2)(a)). The ordinary lawful basis for the related lesson information is contract for an adult pupil or legitimate interests for a young pupil. After booking, the Jotform intake asks for this information separately and provides an unticked, explicit-consent statement before the optional health questions. An adult with parental responsibility completes the under-18 intake; I will take account of the young pupil’s understanding and wishes. A person can decline to provide health information and can withdraw consent by emailing me. I may then be unable to make an adjustment that depends on the information. I teach singing; I do not diagnose or treat medical conditions.

Safeguarding. If I receive information indicating a risk to a child, I may record and share only what is necessary and proportionate with an appropriate safeguarding or statutory body. My lawful basis for ordinary personal information is my legitimate interests in protecting the child’s welfare (UK GDPR Article 6(1)(f)); a specific legal obligation may apply in some circumstances. If necessary safeguarding involves health or other special-category information and the person cannot consent, cannot reasonably be asked to consent, or seeking consent would increase the risk, I rely on substantial public interest (Article 9(2)(g)) and the safeguarding condition in paragraph 18 of Schedule 1 to the Data Protection Act 2018. I keep an appropriate policy document for this processing. I restrict access to concern records and review how long they must be kept. I do not rely on a pupil’s optional teaching-health consent for a necessary safeguarding disclosure.

I do not use personal information to make solely automated decisions with legal or similarly significant effects. I do not run a mailing list.

Where the information comes from

I receive information directly from adult pupils and enquirers, from an adult with parental responsibility arranging a young pupil’s lesson, and sometimes from the young pupil during a lesson. Booking and payment services provide me with booking and transaction status. I do not seek detailed medical records from third parties.

What is required

I need enough contact and booking information to arrange a lesson, and payment information to process a paid booking. If those details are not provided, I cannot confirm the booking. The short booking questions are in Calendly; the separate Jotform intake is sent after payment and requested before the first lesson. The general intake helps me plan and deliver the session. Health questions and permission to use health information are optional; the pupil or booking adult may contact me to discuss an alternative way to explain an adjustment. Testimonial permission is entirely optional.

Who receives information

I use the following services as part of the lesson journey. Each receives only the information needed for its function:

Squarespace
Hosts the website and related technical services. Enquiries on this site are made by email link, not a Squarespace enquiry form.

Calendly
Offers appointment times, collects brief booking answers, handles the payment step through Stripe, and sends booking and follow-up communications, including a link to the Jotform intake.

Stripe
Processes booking payments and refunds; it handles payment-card details.

Microsoft Outlook/Hotmail
Receives and sends enquiries, communications with the booking adult and other business email.

Zoom
Provides the online lesson and associated meeting details, including live audio and video. Lessons are not recorded by default.

Jotform
Hosts the separate post-booking intake form and stores its answers, including any health information given with explicit consent. The form is encrypted and hosted in Jotform’s EU data centre. Health answers are not included in notification emails; I sign in to view them.

Dropbox
Stores restricted-access client records, intake information and lesson notes.

I may share relevant information with an adult with parental responsibility involved in the young pupil’s lessons, and with an appropriate safeguarding authority, professional adviser or public authority where necessary and lawful. I do not publish pupil details by default. A written testimonial is shared publicly only with separate permission. These service providers may also handle some information under their own privacy terms, particularly payment and website-use information.

Transfers outside the UK

Jotform form responses are stored in its EU data centre. Transfers from the UK to the EU are covered by the UK’s adequacy regulations. Jotform and the other services named above may also involve access or processing in other countries, including the United States. For a restricted transfer outside a country covered by UK adequacy regulations, I use an appropriate safeguard in the relevant provider agreement, such as the UK International Data Transfer Agreement or the UK Addendum to standard contractual clauses. You can email me for details of the safeguard used for a particular service and how to obtain a copy.

How long I keep information

An enquiry that does not lead to a booking
Six months after last contact.

Contact details, booking history, Jotform intake, goals, lesson notes and feedback
While lessons continue and normally six months after the last lesson, including a one-off lesson.

Voluntarily provided health or vocal-injury details
Only while relevant, and no later than six months after the last lesson; unnecessary details may be removed sooner.

Invoices, receipts and records needed for self-employment tax
At least five years after the 31 January tax-return deadline for the relevant tax year, or longer if an HMRC enquiry remains open.

Complaint, refund or dispute records
Until the matter is resolved, then up to three years after closure, unless a claim or investigation requires longer.

Safeguarding concern records
A case-specific period needed for safeguarding, referral or legal reasons, reviewed at least annually. The ordinary six-month lesson-note period does not automatically apply.

Written testimonials and permission records
While the testimonial is used; reviewed annually and removed from my channels when permission is withdrawn. Minimal evidence of the permission may be retained where necessary.

I delete or anonymise my own records when the relevant period ends, including copies in Jotform, email and Dropbox where practical. I may retain information longer for an ongoing complaint, safeguarding concern, legal claim or tax enquiry, and review that need. Suppliers may retain some information under their own terms and legal obligations.

Your rights

Depending on the information and lawful basis, you may ask to access, correct or complete, erase, restrict or receive a portable copy of your information. Where I rely on consent, you may withdraw it at any time; withdrawal does not undo earlier lawful use. These rights have legal conditions and exceptions. Children have their own rights over their information; a request from a parent is considered in light of the young person’s circumstances and wishes.

Your right to object

You may object to my use of your information based on legitimate interests, including the use of a young pupil’s ordinary lesson information and information used for website operation. I will consider the request and stop that use unless I can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or need the information to establish, exercise or defend a legal claim.

Email frasermcadam@hotmail.com to make a request. I will respond without undue delay and normally within one month, subject to any applicable extension or exemption.

Complaints

Please email frasermcadam@hotmail.com if you have a concern about how I use your information. You can also complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113, or write to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

I may update this notice if my services or the tools I use change. The date at the top will show when it was last updated.