The small print

FAQ, terms & privacy

Your guide to choir membership, the members web app and how we look after your information.

Open the members app  ·  Membership questions  ·  Terms & conditions  ·  Privacy notice

Questions? Contact Abi using the contact form below.

FAQ

Good questions

What is the members web app for?

The Totally Vocally members app brings your choir calendar, event details, attendance responses, song folders, learning tracks and choir information together in one place. Use it to check dates, practise between rehearsals and keep up with announcements. You can also subscribe to your choir calendar.

How do I get access?

Use the members app to sign in or request an account. You will need to verify your email address and have your access approved before you can open member content. Creating an app account does not start a paid choir membership or replace your standing order.

How do I say whether I can attend an event?

Open the event in the app and update your attendance response. Keep your response up to date if your plans change. An attendance response is for planning; it does not cancel your membership or change your monthly payment.

Where do I find learning tracks and lyrics?

Open Files in the members app and choose the relevant song folder. You can also open allocated song folders from an event. Learning materials are for your own use as a Totally Vocally member and must not be shared outside the choir.

Do I have to perform or sing a solo?

No. Concerts and solos are optional. You are welcome to take part when you feel comfortable and have learned the material to performance standard. We want you to enjoy singing with us.

Can I pay only for the weeks I attend?

No. Membership is a monthly subscription, rather than pay as you go. Your payment remains due if you miss a rehearsal. Your membership includes learning materials to help you catch up, as well as:

• our musical arrangements and learning resources;
• rehearsal and concert planning, arranging, recording, editing, administration and music copyright licences;
• venue hire, public liability insurance and the tools used to produce and share our resources.

What if I take a break?

If you keep paying your membership, we can hold your place and you can continue using the learning materials and updates. If you cancel your membership, your place may be offered to someone on the waiting list.

How do I cancel?

Give 30 days’ notice in writing by email to Abi. Use the contact details above and keep a copy of your email. Signing out of the app, removing it from your device or marking an event as “can’t attend” does not cancel your subscription.

What if I need help with the app?

Contact Abi if you cannot sign in, need help finding something or need a correction to your member details. You can update your emergency contact in the app’s account menu. Please tell your emergency contact that you have provided their details to the choir.

Membership

Terms & conditions

1. Health declaration

Members are assumed to be medically fit to undertake the activities of the choir. Anything a Member is unsure of should be discussed with the Musical Director before seeking membership.

2. Sessions and membership

2.1 Totally Vocally operates 38 weeks per year, plus one 6-hour workshop day every August. Your member welcome email and the members app provide rehearsal dates, times and locations. Check the app for event details and updates.

2.2 Totally Vocally operates a subscription payment system, paid monthly via standing order. Fees are reviewed annually.

2.3 If a scheduled session has to be cancelled due to bad weather or Musical Director illness, you will be able to attend another session on another night at any point during the term to make up for the missing session.

2.4 The Member is entitled to attend all scheduled sessions paid for.

2.5 You have the right to cancel your membership at any time, but you must give 30 days’ notice and notify Abi in writing by email using the contact details above. Your membership begins when your first full month’s payment has been received.

2.6 In case of dispute, you must show that you cancelled your membership in accordance with the cancellation terms above.

2.7 Lyrics, learning tracks and other learning materials are provided through the members web app after your first full month’s payment. Access to member content requires a verified email address and an approved account.

2.8 On becoming a Member of Totally Vocally, you will be eligible to join the members’ WhatsApp group and will be added to the email mailing list to receive information about choir activities and plans.

2.9 On joining Totally Vocally, you will be eligible to take part in performances if you have learned the material to performance standard. You do not have to take part in performances, and are encouraged to do so only when ready.

2.10 If the choir is rehearsing for a performance, Members should aim to attend all sessions leading up to the event in order to be performance-ready, as well as practising between sessions using the learning materials provided. If a member does not complete at least 3 rehearsals in the 5 week block before a performance, they may lose their place in that performance.

2.11 Every new member is eligible for one free 1:1 vocal session with Abi. If they then decide to join the choir, all further sessions and any support 1:1s are to be paid for.

2.12 Members may not bring their children to choir sessions under any circumstances. All members are aged 16 or over.

3. Code of conduct

3.1 Totally Vocally aims to be a positive and safe environment for all its Members. To do this, we must ensure acceptable standards of behaviour from all Members.

3.2 Members are asked, where possible, to be punctual. This allows them to take part in the vocal warm-up, which is essential for good vocal health before singing.

3.3 All Members should be co-operative and respectful towards each other and the Musical Director. Any form of negative behaviour, whether written or verbal, towards others, including Totally Vocally Members and staff, rehearsal or performance venue staff, or audiences, will lead to cancellation of membership without refund.

3.4 We uphold an equal opportunities environment.

3.5 Members understand that Totally Vocally cannot be held financially responsible for damage caused by misconduct.

4. Health and safety

4.1 Totally Vocally is not responsible for damage to persons or personal belongings whilst attending sessions and performances, or before and after sessions and performances.

4.2 Totally Vocally Members are responsible for their own property and wellbeing whilst attending all sessions and performances.

4.3 Totally Vocally Members are responsible for following the health and safety policies and procedures of each venue.

5. Our rights

5.1 We may terminate your membership with immediate effect, by written notice, if you do not pay applicable fees when they are due.

5.2 We may terminate your membership with immediate effect, by written notice, if you breach the Code of Conduct in this Agreement. In this event you will no longer be able to access your learning materials and you will not receive a refund.

5.3 With your consent, we may send you Totally Vocally information by email or WhatsApp.

5.4 Totally Vocally and the Musical Director are not liable for any loss, damage or theft of property you bring into any of our rehearsal or performance venues.

5.5 We will notify you of any changes to these terms and conditions.

6. Your obligations

6.1 You agree to pay your monthly membership fee on the 5th of each month. You join after completing your taster session and 1:1. If you join partway through a month, you will only be charged for the weeks remaining in that month, then in full every month after.

6.2 You confirm that you are at least 16 years old.

6.3 You must use Totally Vocally learning materials in the proper manner and consult the Musical Director if you are unsure.

6.4 Materials available to Members of Totally Vocally are for use in this choir only and must not be shared with any third parties.

6.5 You consent to incidental inclusion in marketing photographs that we may take from time to time.

6.6 Keep your member details accurate. You can update your emergency contact through the app’s account menu. Tell Abi promptly about changes to your name, email address or other membership details using the contact details above.

7. Photos, recordings and communications

7.1 By joining, you agree that photographs, video and sound recordings may be taken of Members and used for choir advertising and marketing. You will always be told in advance and may opt out by contacting Abi using the contact details above. Members wishing to record the choir in rehearsals must get permission from all members and the Musical Director first, and recordings may only be used for private learning.

7.2 You may opt out of choir emails and WhatsApp communications, but if you do, we cannot be held responsible for any loss caused by not receiving Totally Vocally communications and learning materials.

8. Data protection

Personal information held by Totally Vocally for communication, such as email addresses and telephone numbers, will not be passed to any external bodies, organisations, third parties or other Members, except as set out in our privacy policy below.

9. Payment methods

9.1 All payments are made by monthly subscription through standing order, before the first session you attend as a new member.

9.2 We accept all major cards and wallets, for example Visa, Mastercard and Apple Pay. Cheques and cash are not accepted.

10. Using the members app

10.1 The members app brings together choir dates, event information, attendance responses, learning materials and announcements. Please check it regularly, keep your event responses up to date and contact Abi if you need help accessing information.

10.2 Keep your sign-in details private. Learning materials and access to the app are for approved members. The restrictions on sharing learning materials in section 6.4 also apply to files opened or downloaded through the app.

10.3 App registration, attendance responses, signing out and removing the app from your device do not start, change or cancel a standing order. The payment and cancellation terms above still apply.

10.4 The app can store information and learning files on your device to make repeat visits quicker. Saved data may remain after signing out. Use a device you trust. Device settings can turn off and clear saved portal data; your browser’s site-data controls can clear other locally stored files.

General

If any of the terms of this Agreement are invalid, unenforceable or illegal, the remaining terms can still be enforced. This Agreement is governed by the law of England and Wales. You may wish to print a copy for future reference.

Totally Vocally reserves the right to amend these terms and conditions at any time.

Contact: Show Abi’s email and phone.

Your data

Privacy notice

This notice explains how Totally Vocally uses personal information when you enquire, join the choir, use our website or sign in to the members web app.

Who looks after your information?

Abigail Moore of Totally Vocally is the data controller. For a privacy question, a correction or a request about your data, contact Abi using the email or phone details above. You can also write to Dockside Mews, Nottingham, NG2 4RJ.

What information do we use, and why?

• Enquiries and correspondence: your name, contact details and messages. We use these to answer questions, arrange membership and keep relevant records. Our lawful basis is our legitimate interest in running the choir and responding to you, or taking steps at your request before a membership contract.
• Membership and app accounts: your name, email address, voice part, rehearsal group, membership status, account approval and access level. We use these to administer membership, give you appropriate access and provide relevant choir information. Our lawful basis is performing our membership contract and our legitimate interest in administering and securing the service.
• Events and attendance: your attendance responses, the dates and events they relate to, and any attendance recorded by authorised staff where a register is used. We use these to plan rehearsals and performances and manage attendance. Our lawful basis is performing our membership contract and our legitimate interest in organising choir activities.
• Emergency contacts: the name and phone numbers you provide for someone we can contact if needed. We use these for our legitimate interest in looking after members’ safety; in an emergency, protecting someone’s vital interests may also apply. Please tell your contact that you have given us their details and direct them to this notice. Keep their details up to date in the app.
• Optional profile information: any additional member fields you provide, such as a relative height for choir layouts if that feature is used. We use these for the stated choir purpose, on the basis of our legitimate interest in organising the choir. The emergency-contact form is for contact names and numbers, rather than medical information.
• Sign-in and app activity: account and verification records, login counts and last-login times, dates recording when you last opened Events or Files, and records of announcements you have dismissed, and your app preferences. If you choose to register a passkey, the app stores its public credential information and registration/use dates. We use this information to provide account access, show updates, help with support and protect the service. Our lawful basis is our legitimate interest in operating a reliable, secure members app.
• Technical information: service providers may process IP addresses, browser/device information, security checks and service logs when you visit or use the app. We use these to deliver and protect the service and investigate faults, on the basis of our legitimate interest in running it securely. The app also records total previews, plays and downloads for each learning file; these file totals are not stored as a named member listening history.
• Payments: membership payment and transaction records used to administer subscriptions, perform our membership contract and meet accounting obligations. Payments are handled through standing order. The members app does not ask you to enter full card details.
• Communications and publicity choices: your preferences about marketing, photographs and recordings. See the choices below and section 7 of the membership terms.

We obtain information from you when you enquire, register, send a message, provide profile details or respond to an event. Choir administrators add membership information and may record attendance. Sign-in providers, payment providers and the app supply relevant account, transaction and service records.

Your name, email address and account verification are needed for app access. Without the information needed to administer membership, we may be unable to provide the relevant service. Optional profile fields are identified in the app.

Who can see member information?

Member content requires an authenticated, approved account. Ordinary members can access their own profile and responses; the app does not provide them with a directory of other members’ contact details. Authorised choir staff and membership administrators can access member information and named attendance for choir administration. Access depends on their role. Members may see attendance totals without individual names.

If a choir layout containing member display names is shared within an event, those names may be visible to members who can view that event. Please contact Abi about any concern over how your name appears.

Services we use

We use service providers to operate the choir website and members app. These include Freeola for the public website, Vercel for hosting the app, Google/Firebase for authentication, the app database, protected file storage and supporting services, and standing order for subscription payments. Account emails are delivered through our authentication or email delivery providers.

Email and messaging providers also process information when those channels are used. If you choose to join a WhatsApp group, other participants may be able to see your number and profile information, subject to WhatsApp’s settings. Subscribing to the choir calendar sends calendar information to the calendar service you choose; keep your subscription link private.

We may also disclose relevant information to professional advisers or public authorities where needed for legal, accounting or regulatory purposes. Service providers process data for the services they supply, subject to their applicable terms and data protection obligations.

Processing outside the UK

Some providers operate internationally and may process information outside the UK. Such processing is subject to UK data protection requirements for international transfers. Contact Abi for information about the providers, processing locations and safeguards relevant to your data.

Saved data on your device

The app uses browser storage for sign-in, preferences and saved portal information. It may also cache learning files to make repeat access quicker. Saved information can remain on your device after you sign out. Use a device you trust. Device settings in the app let you turn off and clear saved portal data; your browser’s site-data controls can clear other stored files. A file you download to your device remains there until you delete it.

Any optional analytics or marketing technologies need to be explained separately and, where required, enabled only after the relevant consent. This notice does not give consent to optional tracking.

Choir updates, marketing and recordings

Membership administration, account-security messages and practical choir updates help us provide the service. These are separate from promotional marketing. You can choose not to join WhatsApp and can opt out of marketing messages at any time. Please continue checking the members app for choir information and contact Abi if you need help accessing it.

For electronic marketing, we rely on your consent or an applicable exception under the Privacy and Electronic Communications Regulations, only where its conditions are met. You can withdraw consent or object to direct marketing at any time, using the unsubscribe option or by contacting Abi.

Our membership terms explain photographs and recordings, including how to tell Abi that you do not wish to be included. Please raise your preference before filming or photography where possible. Members must obtain the necessary permission before making their own recordings.

How long do we keep information?

We keep information only for as long as it is needed for the purpose described here. Member profiles, attendance records and calendar-subscription records are needed while membership is active. After membership ends, retention depends on whether information is still needed for account recovery, outstanding membership queries or another legal or operational purpose. When information is no longer needed, it should be deleted or anonymised. Contact Abi to ask about the retention period applying to your records.

Payment and accounting records are kept separately for the periods required by applicable tax and accounting rules. Relevant records may need to be retained longer for a legal obligation, safeguarding matter or legal claim. Other correspondence and security records are retained according to their purpose and continuing need. Removing app access does not by itself erase records we still need to retain.

Keeping information secure and accurate

The app uses sign-in, email verification, approval and access controls to restrict member content. Please keep your account details private, protect your device and tell Abi if you suspect unauthorised access. We handle suspected personal-data breaches and notify affected people and the regulator where legally required.

You can update your emergency contact through the app’s account menu. Contact Abi to correct other member details or if you need help exercising a data right.

Your rights and choices

Depending on the circumstances, you can request access to your personal information, correction, erasure, restriction or portability, and object to processing based on legitimate interests. Where we rely on consent, you can withdraw it without affecting earlier lawful processing. These rights are not absolute; for example, we may need to retain records required by law.

You can object to direct marketing at any time. Contact Abi using the details above or use the unsubscribe option in a marketing email.

We do not make decisions producing legal or similarly significant effects about you solely by automated processing. Account approval and membership decisions are made by the choir’s authorised administrators.

You can read more about your rights or complain to the Information Commissioner’s Office (ICO). You do not have to contact us first, but Abi can help investigate and resolve a concern.

Other websites and changes to this notice

External websites, ticket services, sign-in providers and calendar services have their own privacy information. Read it when you use those services. We will update this notice when our services or data practices change and bring material changes to members’ attention.