Melody Cove Music School Terms and Conditions

Welcome to Melody Cove Music School! By booking an appointment, enrolling in a lesson or course, or using our services, you agree to abide by these Terms and Conditions. Please read carefully before proceeding.

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Key Points Summary

• Registration Fee: $40 one-time, non-refundable, may be waived during promotions.

• Payment: Fees must be paid in advance via Stripe or PayPal.

• Attendance: Regular attendance required; low attendance may lead to termination.

• Media Consent: Options for full, partial, internal, or no consent.

• Promotional Offer: 50% off first month's tuition for new students; Melody Cove reserves the right to modify or discontinue this offer at any time.

• Lesson Commencement: Lessons must commence within 3 months of purchase.

• Refund Policy: 90% refund available if lessons do not commence within validity period; 10% of tuition fees will be forfeited; refunds considered case-by-case, not guaranteed.

• Safety: Students participate at their own risk.

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1. Registration and Payment Terms

Registration Fee

• A one-time registration fee of $40 is required for all new students, payable prior to the first lesson after a trial.

• This fee is non-refundable but may be waived during promotional periods.

Lesson Fees

• Lesson fees must be paid in advance, either per lesson or via a payment plan.

• Payments are processed digitally through Stripe or PayPal. Manual payments via PayNow/PayLah will incur an admin fee of $10-$40 based on the frequency and complexity, as these require additional time and resources for manual processing.

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Promotional Offer Terms and Conditions

1.Promotional Offers

a.50% Off First Month Tuition

Enjoy a 50% discount on the tuition fees for your first month of lessons.

b. Waived Registration Fee

1. The standard one-time registration fee is completely waived for new students who enroll during the promotional period, allowing you to join at no extra cost.

Availability and Duration

• This special discount is exclusively available to new students enrolling in our lesson packages.

• Note: Melody Cove Music School reserves the right to modify or discontinue this promotional offer at any time without prior notice.

Validity Period

• The promotional offer is valid for lessons commenced within three (3) months from the date of package purchase.

• You must begin your lessons no later than [Specific Date] (which is three months from your purchase date).

• If lessons do not commence within this period, refund terms apply (see Refund Policy).

Scheduling Lessons

• Lesson times are subject to availability and should be scheduled in advance.

• We encourage you to book your lesson slots promptly to secure your preferred times.

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Course Payment

• Full payment is required in advance to secure your spot in any course.

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2. Scheduling and Cancellation Policy

2.1 Subscription Plans and Lesson Credits

• Subscription plans are billed monthly and include a fixed number of lessons per billing cycle. Students must use their lesson credits within the billing cycle; unused credits cannot be carried forward unless otherwise stated in specific subscription terms (e.g., video recaps or make-up credits for missed lessons).

• Subscription lessons are scheduled at regular intervals to maintain consistency and progress. Any changes to the schedule must adhere to the cancellation and rescheduling policy outlined below.

2.2. Participation in Group Activities (for Subscription Plans)

• Students on Basic, Premium, or Pro plans are entitled to participate in group activities during the 4th week of selected months. For one-on-one students, participation is optional and replaces one lesson credit for that month if they choose to join.

• Mini Plan subscribers are not eligible for group activities.

Booking Lessons

• Lessons must be booked in advance through our scheduling system or by contacting us directly. We recommend booking at least 48 hours in advance.

Cancellations and Rescheduling

• Cancellations or rescheduling must be made at least 24 hours prior to the scheduled lesson time.

• Short-notice cancellations (1-3 hours before the lesson) will incur a $20 transport fee if the instructor is already en route or at the studio. The fee is waived for the first instance.

No-Show Policy

• First no-show: A friendly warning will be issued.

• Second no-show: 50% of the lesson fee will be forfeited.

• Third and subsequent no-shows: 100% of the lesson fee will be forfeited. Melody Cove reserves the right to release the student from further lessons due to repeated truancy.

Short-Notice Cancellations

• If a cancellation is made 1-3 hours before the lesson for valid reasons and the instructor is already en route or at the studio, a $20 transport fee will be applied.

• The transport fee covers the instructor's travel costs and time when cancellations are made last minute, ensuring fairness for all parties involved.

• Melody Cove will absorb the transport fee for the first instance of short-notice cancellation as a courtesy. Future cancellations will incur the transport fee, even if the reason is valid.

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3. Digital Scheduling and Payment Policy

Melody Cove Music School operates with a digital scheduling system (currently Acuity, but subject to change in the future). All students are required to use this system for scheduling lessons and making payments to ensure efficiency and smooth operations.

4.1 Automatic Billing

• All subscription plans will be billed automatically via our scheduling platform on the 21st of each month. Payments will be processed securely through debit/credit cards or PayPal.

4.2 Adjustments for Subscription Plans

• If a student wishes to upgrade, downgrade, or cancel their subscription plan, changes must be communicated at least two weeks before the next billing cycle. Plan changes will take effect in the subsequent billing cycle.

4.3 Make-Up and On-Demand Lessons

• For missed lessons, subscription plans (Basic, Premium, and Pro) include personalized video recaps as part of the make-up process. Mini Plan subscribers may not access this feature unless otherwise stated.

Payment Methods

• Lesson fees must be paid in advance, either on a per-lesson basis or as per the agreed-upon payment plan.

• All payments are to be made digitally via Stripe or PayPal through the scheduling system.

• If students are unable to use these methods and require manual payments through PayNow or PayLah, there will be an admin fee of $10-$40 depending on the complexity and frequency of the manual payment. This fee is necessary due to the additional time and resources required for manual processing.

Scheduling and Rescheduling

• Student-Initiated Changes: All cancellations and rescheduling must be done directly by the student through the digital system.

  • If students need assistance from us to process these changes (e.g., due to personal reasons or needing help with the system), an admin fee of $5-$10 will apply per change, depending on the complexity and urgency of the request.

• Instructor-Initiated Changes: If the instructor needs to cancel or reschedule a lesson, our team will handle all necessary adjustments at no cost to the student. The student will be notified in advance, and there will be no admin fees for these changes.

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4.Lesson Package and Expiry Policy

1.Lesson Credits for Subscription Plans

• Lesson credits for subscription plans are valid only within the billing cycle. Students are encouraged to adhere to their scheduled lessons to avoid losing unused credits.

• Credits for lessons missed due to valid emergencies (e.g., illness, instructor unavailability) will be eligible for make-up options or extensions at the discretion of Melody Cove.

2.Expiry Policy for Legacy Packages

• As subscription plans become the default model, legacy lesson packages will continue until March 1st, 2025. After this date, legacy package rates may be adjusted or phased out entirely. Students with remaining credits in legacy packages must use them within their validity period.

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3.Lesson Commencement and Validity

• Applicability:

• The following terms apply to all lesson packages, including promotional and regular packages.

• Lesson Commencement:

• All lessons must commence within three (3) months from the date of package purchase.

• If lessons have not commenced within this validity period, the refund terms outlined in Section 9: Refund Policy will apply.

 

4.Booking and Lesson Package Expiry:

• After purchasing a lesson package, you will have 3 days to book all your recurring lessons. If not booked within this time, Melody Cove will automatically schedule the agreed-upon recurring slots to ensure your credits are used.

• Lesson credits will expire according to the following timeframes (from the date of purchase):

  • 4-lesson packages: 70 days

  • 8-lesson packages: 130 days

  • 12-lesson packages: 190 days

• For students on biweekly, monthly, or ad-hoc learning schedules, expiry dates will be adjusted proportionally to ensure sufficient time for lesson completion. Melody Cove will notify these students of their specific expiry date.

 

5.Pausing Lessons & Additional Time for Scheduling

• If you need to pause lessons due to vacations, health issues, or personal reasons, please reach out, and we will arrange an appropriate break. We’ll also extend your lesson package expiry accordingly.

• If you need additional time beyond the 3-day booking window to schedule your lessons due to unforeseen circumstances, please notify Melody Cove as soon as possible, and we can discuss an extension.

 

 

5.Lesson Levels and Pricing Structure

·Lesson Levels and Pricing:

• Beginner Lessons:

Focused on learning songs and developing basic playing skills. Beginner lessons do not involve in-depth theory, technique, or song analysis. This rate applies to students primarily learning songs in a structured but casual way.

 

• Intermediate Lessons:

Includes deeper exploration of music theory, technique, and song analysis. Intermediate lessons require additional preparation and lesson planning from the instructor. Rates for intermediate lessons are slightly higher due to the increased complexity and depth of learning involved.

 

• Transition Between Tiers:

The decision to move from Beginner to Intermediate lessons is based on the instructor’s assessment of the student’s progress and needs. Students will be informed in advance if they need to transition to the Intermediate tier.

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6. Attendance Policy

• Melody Cove reserves the right to review student attendance regularly. If attendance consistency falls below 50%, regardless of the reason, Melody Cove may consider terminating the lessons. Students will be notified in writing before any action is taken regarding lesson termination, providing an opportunity to discuss the situation.

Attendance Records

• Attendance for lessons and group activities must be recorded through the attendance submission form provided during each session. Failure to submit attendance does not invalidate the lesson credit usage.

• For subscription students participating in 4th-week group activities, attendance will also be recorded to ensure lesson credit adjustments are applied correctly.

• During Class Time: Please scan the QR code and submit the attendance form promptly upon arrival.

• Late or Early Submissions: If you are unable to submit the form during class due to technical difficulties or late arrival, please fill in the "Date of Class" field.

• Submission Deadline: Late submissions are accepted up to 24 hours after the class ends. Submissions beyond this period may not be counted unless prior arrangements have been made.

• Data Privacy: Your information will be used solely for attendance purposes and stored securely.

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7. Policy for Requests Outside of Lesson Hours

Melody Cove Music School understands that students may need additional assistance or materials outside of scheduled lesson times. To ensure fair use of time and resources, the following policy applies to all requests made outside of regular lesson hours:

1. Free Monthly Request
Students are entitled to one free small request per month outside of scheduled lesson times. This may include:

• Sending recordings.

• Making minor adjustments to lesson notes or materials.

2. Additional Requests
Any additional requests beyond the free monthly allowance will incur a fee, starting at $15 per request, depending on the workload and complexity of the request. This applies to:

• Editing materials.

• Providing additional resources.

• Any work that requires significant time or preparation outside of lesson hours.

3. Post-Lesson Notes and Resources
Requests for materials directly related to your lesson (e.g., recordings or notes needed for practice) will be included as part of the post-lesson notes resource, provided at no additional cost as part of your lesson fee. If you prefer a request to be fulfilled as part of the post-lesson notes resource, please indicate this when making the request.

​Subscription students may request materials or clarifications related to their plan at no additional cost within the scope of their subscription benefits. Requests exceeding these limits may incur additional charges, as outlined in the general request policy.

4. Add-On Services
Tracking or performance videos (e.g., playthroughs) are typically not provided outside of lesson time unless there is an existing recording. If you are interested in exploring such add-on services, we can discuss additional fees and options to accommodate these requests.

5. Simple Textual Guidance
For simple clarifications (e.g., brief textual guidance), our instructors are happy to provide assistance outside of lesson hours without charge. More in-depth questions or requests requiring significant explanation should be brought up during lesson time for thorough review.

6. Acknowledgment of Time and Effort
Requests outside of lesson hours involve additional time and effort. While our instructors strive to support your learning, please be mindful that certain tasks may require extra resources, and the above charges ensure that all students are treated fairly.

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8. Course Adjustments and Group Lessons

Group Courses

• If a group course participant count reduces to one, the session duration will be adjusted to 30-45 minutes depending on the content and the student's progress. The instructor will determine the appropriate duration based on how quickly the material can be effectively covered.

Group Lesson Duration Adjustments

• If the number of participants drops below 2, the lesson duration will be adjusted accordingly:

  • A 1-hour group lesson will convert into a 30-minute 1-on-1 session.

  • A 1.5-hour group lesson will convert into a 45-minute 1-on-1 session.

• If there are 2 participants:

  • A 1-hour group lesson will convert into a 45-minute session.

  • A 1.5-hour group lesson will convert into a 1-hour 15-minute session.

• If group participation drops below the required number, the student will be notified in advance, and the lesson format and duration will be adjusted accordingly.

Open-Style Group Lessons

• New trial students may join at any time. Students will be informed in advance of any changes in group size.

Group Lesson Structure

• Group lessons are designed to be less intensive than 1-on-1 sessions, and the guidance provided will not be as personalized.

• Recap videos for group lessons are not guaranteed and may be provided on a voluntary basis depending on the instructor’s discretion.

• If group lessons no longer meet your expectations, we can discuss converting remaining group lessons to 1-on-1 lessons on a proportional credit basis.

• If the student prefers to receive a longer 1-on-1 session (e.g., 60 minutes instead of 30 minutes), they can purchase 1-on-1 lesson credits to extend the session length. In this case, their group lesson credits will not be used, and the expiry date will be extended appropriately to account for the lesson type swap.

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9. Refund Policy​​

A.General Refund Requests

• Applicability:

  • This refund policy applies to all lesson packages, including both promotional and regular packages.

• Submission of Requests:

  • Refund requests must be submitted in writing via email to info@melodycove.com or via WhatsApp Messaging to +65 9664 2087.

  • All requests will be processed and reviewed within 14 business days, and refunds, if applicable, will be issued within 30 days after approval.

• Discretionary Approval:

  • Refunds are considered on a case-by-case basis and are subject to approval by Melody Cove Music School.

  • Refunds are not guaranteed and are at the discretion of Melody Cove Music School.

 

 

B.Non-Commencement of Lessons

• Validity Period:

  • All lessons must commence within three (3) months from the date of package purchase.

• Refund Terms for Non-Commencement:

  • If lessons have not commenced within the three-month validity period:

  • You are eligible for a refund of 90% of the tuition fees paid.

  • 10% of the tuition fees will be forfeited to cover administrative and reservation costs.

• Withdrawal Before Lessons Start:

  • Should you choose to withdraw before starting any lessons within the validity period, the same refund policy applies as stated above.

 

C.Exceptional Circumstances

• Extension or Full Refund:

  • In the event of valid emergency circumstances (e.g., medical emergencies, family crises), you may request an extension of the validity period or a full refund.

• Documentation Required:

  • Such requests must be supported by appropriate documentation (e.g., medical certificates).

• Management Discretion:

  • Extensions or full refunds in these cases are granted at the discretion of the management.

 

D.Pro-Rated Refunds for Ongoing Lessons

• Eligibility for Pro-Rated Refunds:

  • Students may request a pro-rated refund for unused lessons if withdrawal is communicated at least two (2) weeks in advance of their next lesson block.

  • Lessons that fall within the two-week notice period will not be refunded.

• Administrative Fee Deduction:

  • A 10% administrative fee will be deducted from the refundable amount to cover operational costs.

• Subscription Plans:

  • For subscription-based plans, refunds will only apply to full months not yet started. Partial months will not be refunded.

E.Non-Refundable Fees and Group Activities

• Non-Refundable Fees:

  • Any registration or administrative fees are non-refundable.

• Group Activities or Events:

  • Group activities included in subscription plans (Basic, Premium, and Pro) are considered part of the lesson credit usage for that billing cycle.

  • Fees for additional group activities outside the subscription plan are non-refundable.

 

F.Refund Process

• Processing Time:

  • Refunds will be processed within 14 business days of approval.

• Method of Refund:

  • Refunds will be issued via the original method of payment unless otherwise agreed upon.

 

G.Communication of Changes

• Written Communication:

  • Any requests for cancellations, refunds, or extensions must be communicated in writing via email to info@melodycove.com or via WhatsApp Messaging to +65 9664 2087.

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10. Media Consent

Students may opt-in to various levels of media consent: full consent, partial consent, internal use only, or no consent. Consent options must be specified in writing.

Consent Options

• Full Consent: Grant permission to use images, videos, and testimonials for promotional and marketing purposes, including name use.

• Partial Consent (Public): Grant permission to use images and videos for promotional and marketing purposes without including the name.

• Internal Use Only: Grant permission to use images, videos, and testimonials for internal purposes only.

• No Public Sharing: No permission for public or internal use.

• Revocation: Consent is generally irrevocable but may be requested for revocation under exceptional circumstances by providing written notice. Requests will be considered on a case-by-case basis.

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11. Lesson Conduct

• Students must arrive punctually for scheduled lessons and bring necessary materials, including their own guitars.

• Respectful conduct towards instructors and fellow students is expected at all times.

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12. Lesson Package and Expiry Policy

Booking and Lesson Package Expiry

• After purchasing a lesson package, you will have 3 days to book all your recurring lessons. If not booked within this time, Melody Cove will automatically schedule the agreed-upon recurring slots to ensure your credits are used properly.

Lesson Commencement and Validity

• All lessons must commence within three (3) months from the date of package purchase.

• If lessons have not commenced within this validity period, the refund terms outlined in the Refund Policy will apply.

Lesson Credits Expiry

• 4-lesson packages: Expire in 2 months.

• 8-lesson packages: Expire in 4 months.

• 12-lesson packages: Expire in 6 months.

Proportional Expiry for Biweekly/Monthly Lessons

• For students who choose biweekly or other extended lesson intervals (e.g., monthly), expiry dates will be adjusted proportionally.

• Biweekly 4-lesson packages: Expire in 4 months.

• Monthly 4-lesson packages: May expire in 6 months, depending on the interval length, to ensure continuity in learning.

For monthly lessons or other longer intervals, the expiry date will be discussed and agreed upon by Melody Cove based on the lesson interval. For example, a monthly 4-lesson package may expire sooner than 8 months and may instead have a 6-month expiry period.

• If you need to pause lessons due to vacations, health issues, or personal reasons, please reach out, and we will arrange an appropriate break. We’ll also extend your lesson package expiry accordingly.

• If you need additional time beyond the 3-day booking window to schedule your lessons due to unforeseen circumstances, please notify Melody Cove as soon as possible, and we can discuss an extension.

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13. Appropriate Physical Contact

• Instructors may make appropriate physical contact (e.g., on fingers or arms) if deemed helpful for instructional purposes. Consent for physical contact must be provided upon registration.

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14. Safety and Liability

• Melody Cove is committed to a safe learning environment, but students participate at their own risk. Melody Cove is not liable for injuries or damages incurred during lessons.

• Students are responsible for any equipment they bring to lessons. Melody Cove Music School shall not be held liable for any damages, losses, or accidents involving personal instruments or gear during lessons.

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15. Intellectual Property and Confidentiality

Intellectual Property

• All course materials, including songs and techniques, are the intellectual property of Melody Cove and may not be reproduced or shared without permission.

Confidentiality

• Melody Cove will maintain the confidentiality of all student information provided. This information will not be publicized or shared without the explicit consent of the student, unless otherwise agreed upon.

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16. Modifications to Terms

• Melody Cove reserves the right to update these Terms and Conditions at any time. Students will be notified of updates via email, WhatsApp, or other appropriate communication channels. Continued participation in lessons constitutes acceptance of any changes.

• On 31st January each year, students will need to re-sign and acknowledge a digital form of our updated Terms & Conditions if there are significant changes to the policies. This ensures that students are always aware of and agree to the latest policies.

• Students will be notified of any significant changes to the Terms & Conditions via email/WhatsApp or any other appropriate communication channels, and will be required to re-sign by 31st January each year.

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For questions or concerns, please contact us at info@melodycove.com​​

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