Choir Terms and Conditions | Crib Notes Choir

Crib Notes Choir
Terms and Conditions

Crib Notes Choir ("we" or "us") is a choir operated by Eleanor Rastall and Louise Eekelaar. Our contact details are:

By signing below, you confirm that you have read and understood these terms and conditions and agree to be bound by them.

Definitions:

‘The Choir’ means Crib Notes Choir.

‘Member’ means you, the Crib Notes Choir member.

‘Facilitator’ means the Crib Notes Choir leader taking the rehearsal

‘Director’ means the Crib Notes Choir Directors

A ‘choir month’ runs from the 1st day of the month to the last day of that month

How membership works:

1 – Membership begins when the member has both signed this agreement and activated their direct debit via our secure online payment system. A confirmation email will be sent as soon as possible. Payment is taken in advance on the 1st day of each month. If it is not possible to pay by direct debit alternative options may be explored at the discretion of the Directors. Choir fees will generally increase once a year and in line with inflation.

2 – Choir membership entitles members access to all choir rehearsals, online and/or face to face, social activities and performances as decided by the Directors. Where there are extra costs, charges or expenses related to performances or social activities these are to be borne by the member. Additional workshops, courses and projects run by the Director and guest Facilitators which incur further costs are optional, and will be charged separately for those wishing to take part. The Director remains responsible for ensuring all activities comply with these terms, regardless of who delivers them.

3 - Choir members must join the WhatsApp Announcement group to receive important updates about rehearsals, performances, and choir information. This is the primary and most reliable method of communication for urgent updates and schedule changes. Members acknowledge that the WhatsApp Announcement group is a third-party platform, and that their phone number and WhatsApp activity will be visible to WhatsApp (Meta Platforms Ireland Limited). Please refer to our Privacy Notice for information about how we process your personal data when using third-party platforms.

If a member has an accessibility need that prevents them from using WhatsApp, they should notify the Director in writing (by email or letter) as soon as possible. The Director will work with the member to identify and implement a reasonable adjustment that enables them to receive essential choir information. This adjustment will be agreed in writing by both parties. If you are unable to provide written notice, contact the Director by phone or in person to discuss your needs.

If a member has privacy concerns about WhatsApp but can access it, we ask them to consider the practical necessity of timely communication for rehearsal schedules, performance updates, and choir safety. If they remain unwilling to use WhatsApp despite understanding how we use their data (as set out in our Privacy Notice), alternative communication methods may be considered at the Director's absolute discretion and are not guaranteed. The Director is under no obligation to replicate all WhatsApp communications through an alternative method and is not liable if a member misses updates communicated through WhatsApp.

Members using alternative arrangements accept responsibility for checking their agreed method of communication regularly and promptly, particularly during performance or event rehearsal schedules. The Director is not liable for members missing important updates if they have failed to check their alternative communication method within a reasonable timeframe.

Cancelling your membership:

4 – If the member wishes to cancel their membership they may do so by giving one full choir month’s notice. This can be given by email to cribnoteschoir@gmail.com or by letter to one of the Directors. For example if you give notice on 15th May then your final payment will be taken on 1st June and your notice period and membership will end on 30th June.

Notice takes effect from receipt.

5 – Crib Notes Choir may terminate membership on written notice (letter or email) for serious or persistent breach of these terms, non-payment after reminder, or behaviour falling within clause 18. We may also terminate your membership by giving one full choir month's written notice for any reason, which will end on the last day of the following month. For example, if notice of termination is given on 15th May then membership will end on 30th June.

If a direct debit payment fails, we will send a written reminder requesting payment within 7 days. If payment is not received within 14 days of the reminder, we reserve the right to terminate membership without further notice.

In addition to terminating membership, we reserve the right to suspend a member's access to choir activities for a defined period whilst we investigate or manage a safeguarding or conduct concern.

Crib Notes Choir responsibilities:

6 - All our facilitators are DBS checked and our Directors are First Aid trained. We hold copies of current DBS certificates and First Aid certifications which are available for inspection on request.

7 – We will ensure that each venue complies with basic health and safety standards. Members acknowledge that participation in choir activities carries inherent physical risks. Members remain responsible for their own safety and wellbeing at all times, as well as the supervision and safety of any children they bring to the choir rehearsals and events. We are not responsible for injury or illness arising from a member's own actions or choices, unless caused by our negligence or breach of health and safety law.

Our total liability for any claim arising from this membership, whether in contract, tort, or otherwise, shall be limited to the total fees paid by the member in the 12 months preceding the claim, except for liability for death or personal injury caused by our negligence, fraud, or breach of statutory duty which cannot be limited.

8 – Crib Notes Choir will not share any personal details with a third party without the member's express consent. See Crib Notes Choir Privacy Notice for full details.

Choir member responsibilities:

9 - Members acknowledge that their personal property, including but not limited to bags, clothing, instruments and accessories, is their responsibility whilst at all choir activities. This includes rehearsals, workshops, performances, events, socials and travel to and from these activities, whether at our usual venue or at external locations, indoors or outdoors. Crib Notes Choir is not responsible for any loss, damage, or theft to personal property. We are not liable for claims arising from loss or damage to personal property unless caused by our negligence. Nothing in this Agreement limits our liability for death or personal injury caused by our negligence or for fraud.

10 – Sheet music use:

Any music supplied to a member is only permitted to be used within Crib Notes Choir and while a member of Crib Notes Choir, unless with the express written permission of the Directors
Any arrangements supplied to the member which have been written by the Directors/Facilitators remain the property of the writer, and the copyright thereof, and may not be used outside of Crib Notes Choir at any time, except with the express written permission of the person who wrote the arrangement. Members acknowledge that all music performed by Crib Notes Choir has been appropriately licensed, and that the licensing sits with Crib Notes Choir, not with individual members.
Members agree that they will not record or transcribe any choir arrangements or performances for external use, unless with the express written permission of the Directors.

11 – If a member signs up to participate in a performance or event, they commit to attend. Should circumstances change, members must notify the Directors of any inability to attend as soon as possible. Prompt notification allows the Directors to arrange suitable alternatives where necessary.

12 – Members must notify the Director promptly of any changes to their contact details, including address, email address, or telephone number. Members should also notify the Directors of any changes to their medical information or accessibility needs that may affect their participation in Crib Notes Choir. We will consider reasonable adjustments to enable members with disabilities or accessibility needs to participate fully in choir activities. Members should discuss their needs with the Directors so that appropriate adjustments can be arranged.

13 - If you have any condition, allergy, or medical need that could affect your participation or safety in Crib Notes Choir, please disclose this to the Directors. This information will be stored securely and accessed only by the Directors and Facilitators for the purposes of your safe participation. We will retain this information for as long as you are a member and for up to three months after you leave.

14 Members must provide the name and phone number of an emergency contact. This information will only be used in the event of an accident or injury to contact the named person. Members acknowledge that by providing emergency contact details, they are providing personal data about another individual and confirm they have permission from that person to provide their information for this purpose. You should also provide the relationship of the emergency contact (for example, parent, spouse, sibling, close friend) to help us communicate appropriately in an emergency.

Unexpected circumstances:

15 – The Directors hold the right to change the rehearsal venue, times and days if necessary, but will not do so without good reason and will endeavour to give at least two weeks' written notice, except in emergencies where notice may be shorter.

16 - Should the Facilitator be indisposed for whatever reason, they have the right to

find a suitable deputy to cover their absence
reschedule the rehearsal or performance for an alternative date
run the rehearsal online
add or extend any rehearsal(s) at their discretion
cancel the rehearsal or performance.

Cancellation will only occur if no other viable option is available. If a rehearsal or performance is cancelled, we will make all reasonable efforts to reschedule it for an alternative date or, where feasible, provide an alternative online session. Members will be notified as soon as possible of any change to the scheduled rehearsal. Members will not be entitled to a refund due to cancellation.

17 - If circumstances outside our control prevent us from holding scheduled rehearsals or events (including, but not limited to, severe weather, natural disasters, government restrictions, illness of key personnel, venue cancellation or failure of essential venue services), we will not be liable for breach of contract. In such circumstances, we will, where feasible, offer one or more of the following: rescheduled rehearsals or events, online sessions in place of in-person rehearsals, or an extension of membership to compensate for cancelled sessions. Members will not be entitled to a refund due to force majeure events.

Photos, videos and media:

18 – We may capture photos and recordings at rehearsals and performances for promotional purposes. Images may be used in promotional materials, on our website, social media, and printed publications. Unless you notify us in writing that you wish to withdraw consent, we may continue to use images in which you appear for as long as we hold them. If you withdraw consent, we will stop using new images of you, but we are not obliged to remove images already published. To withdraw consent at any time, members may notify the Directors in writing (by letter or email to cribnoteschoir@gmail.com.)

Members may take photos for personal use during rehearsals and events. Any photos or recordings shared publicly by members must not include other members or their children without the prior written consent of those members and the children’s parents or guardians. All shared content must comply with our safeguarding requirements.

Photographs and Videos of Children

19 - We collect photographs and videos during choir rehearsals and events. Parents or guardians of children attending can consent to specific uses of these images by ticking the relevant boxes. These boxes are presented separately so you can choose which uses you're comfortable with.

I consent to all of the following uses of media containing my child's image:

Tick this box if you're happy for us to use images and videos of your child in all the ways described below. If you'd prefer to pick and choose, leave this box unticked and tick only the specific uses you're comfortable with.

I consent to photographs or videos of my child being used for rehearsal documentation only. Images are taken for record-keeping purposes and will not be shared publicly.

I consent to photographs or videos of my child being used for internal choir communications. Images may be used in newsletters, programmes, or notices shared with choir members only.

I consent to photographs or videos of my child being used for public promotional use. Images may appear on our website, social media accounts, posters, and other publicity materials.

I consent to photographs or videos of my child being used for promotional purposes on the choir's website, social media accounts, and printed materials such as posters or publicity leaflets, provided that my child's face is blurred, pixelated, or otherwise obscured to prevent identification.

Parents and guardians can withdraw consent for any or all of these uses at any time by contacting us. If consent is withdrawn, we will stop using new images of that child from the date of withdrawal. We are not obliged to remove images already published or to delete images from our archives, but we will not create new marketing materials using the child's likeness.

Conduct:

20 – Members are expected to treat other members, the Facilitators, the Directors, and any guests with respect at all times. Behaviour that is abusive, discriminatory, harassing, or threatening will not be tolerated. This includes behaviour in person and on any online platforms or social media used by Crib Notes Choir. Any member who breaches this standard may be asked to leave Crib Notes Choir.

Concerns and complaints:

21 - If you have a complaint or concern about Crib Notes Choir, please notify the Directors in writing. We will respond within 14 days and will seek to resolve the matter informally. If informal resolution is not possible, either party may refer the matter to mediation.

Cooling off period:

You have the right to cancel within 14 days of joining under the Consumer Contracts Regulations 2013. To cancel, email us at cribnoteschoir@gmail.com with a clear statement that you wish to cancel.

If you join after the 1st of the month, a pro-rata payment is taken within one week. Your next subscription is taken on the 1st of the following month. This date may fall within your 14-day cooling-off period. Due to how payment systems work, even if you cancel with us before the payment date, your bank may still process it. If that happens, we will refund it in full within 14 days of receiving your cancellation notice.

If you have attended any choir activity during the cooling off period, we will deduct £12 per session attended. These deductions will not exceed the amount of the refund owed. We cannot deduct for online access.

VARIATIONS CLAUSE

We may change these terms by giving at least one months' written notice to members. If a change is materially unfavourable to you, you may terminate your membership by giving us written notice (letter or email) stating that you wish to terminate before the new terms take effect. You may give this notice at any point before the new terms take effect and your membership will end on the last day of the month just prior to the new terms coming into effect.

Any monthly subscription fees will be charged only for the months in which you are an active member. If notice is given very close to when the new terms take effect, it may not be possible to cancel your subscription in time and the next month's fee may still be charged. Members may request a refund in writing, provided they have not attended any choir rehearsals or events after the new terms have come into effect. If you do not terminate, we will treat your continued membership as acceptance of the new terms.

Legal basis:

This agreement, together with any privacy notice and other documents referred to herein, constitutes the entire agreement between us and supersedes all prior negotiations, representations, or agreements relating to choir membership.

This agreement shall be governed by and construed in accordance with the laws of England and Wales, and any disputes shall be subject to the exclusive jurisdiction of the English courts.

Membership from May 2026:

Membership fee - £25.85

Monthly subscription - £33.09/month, payable on the 1st of each month

Any changes to this Agreement, including membership fees, will be notified at least one month in advance.