1. What we record

Katie Suzuki Music Ltd records online Suzuki music lessons.

A recording may include:

• video of the student;
• audio of the student playing, speaking, or participating in the lesson;
• video and audio of the teacher;
• video and audio of any parent or caregiver present during the lesson;
• any lesson-related discussion, instruction, demonstration, or feedback given during the lesson;
• other things going on or visible in the background.

Recordings are made only for the purposes set out in this document.

2. Why lessons are recorded

Lesson recordings are made for legitimate teaching, safeguarding, and continuity purposes.

The recordings may be used for the following reasons:

2.1 Safeguarding and child protection

Recordings provide an objective record of what occurred during a lesson. This helps protect students, parents, teachers, and Katie Suzuki Music Ltd if any concern, complaint, misunderstanding, or safeguarding issue arises.

2.2 Quality assurance, continuity of teaching, and teacher reflection

Recordings support a student’s musical development, assist with teacher reflection, and help improve the quality and consistency of teaching.

Recordings help maintain continuity of teaching if a student moves between teachers.

Recordings are not made for entertainment, public sharing, advertising, or social media use.

3. Reviewing and accessing recordings

Katie Suzuki Music Ltd does not routinely watch or listen to every lesson recording. The Studio may review excerpts of recordings from time to time for quality assurance purposes.

Beyond that, a recording will usually only be accessed where there is a clear reason to do so, such as:

• a safeguarding concern;
• a parent complaint or question;
• a teacher request connected to the student’s learning or the teacher’s professional development;
• a need to support teaching continuity;
• a legal obligation;
• another legitimate reason connected to the safe and effective delivery of music lessons.

4. How recordings are stored

Recordings are stored securely in a Google shared drive owned by Katie Suzuki Music Ltd.

Katie Suzuki Music Ltd will take reasonable steps to ensure that lesson recordings are protected against unauthorised access, loss, misuse, disclosure, alteration, or accidental deletion.

Security measures may include:

• password-protected access;
• restricted user permissions;
• access only for authorised Studio personnel and their Suzuki teacher trainers;
• secure cloud storage;
• reasonable monitoring of access rights;
• deletion of recordings when they are no longer required.

Teachers must not download, copy, store, or keep lesson recordings on their personal devices unless Katie Suzuki Music Ltd has expressly authorised this in writing for a proper teaching, safeguarding, or legal purpose.

5. Who may access the recordings

Access to lesson recordings is restricted.

The following people may access a recording where there is a legitimate reason to do so:

• the Studio Director, Katie;
• the teacher who delivered the lesson;
• a registered Suzuki teacher trainer who is mentoring that teacher;
• another authorised teacher or Studio representative where access is needed for teaching continuity, safeguarding, or student progress;
• a parent or caregiver who has legal authority to act for the student, subject to appropriate privacy safeguards;
• any person or authority where disclosure is required or permitted by law.

Recordings will not be shared more widely than necessary.

6. Overseas teachers, students, and privacy protection

Katie Suzuki Music Ltd is based in New Zealand and is expected to comply with the Privacy Act 2020.

Because teachers, students, and families may live in different countries, there may be circumstances where personal information, including lesson recordings, is accessed from outside New Zealand.

Where this occurs, Katie Suzuki Music Ltd will take reasonable steps to ensure that personal information is handled carefully and in a way that is consistent with New Zealand privacy obligations.

This includes limiting access to authorised people only and requiring teachers and Studio personnel to use recordings only for the purposes described in this consent form.

7. No social media or promotional use without separate consent

Lesson recordings will not be posted online, used in advertising, shared on social media, used for marketing, or shown publicly unless Katie Suzuki Music Ltd has first obtained separate written consent from the parent or caregiver.

Signing this form does not give consent for promotional, advertising, social media, or public use of a child’s image, voice, name, or performance.

8. How long recordings are kept

Lesson recordings are kept on a rolling basis for 90 days from the date of the lesson, whether or not the student is still enrolled.

After that period, recordings will be deleted unless Katie Suzuki Music Ltd has a legitimate reason to keep a particular recording for longer, such as:

• an unresolved complaint;
• a safeguarding concern;
• a legal requirement;
• an insurance, regulatory, or dispute-related reason;
• another proper reason connected to the protection of the student, family, teacher, or Studio.

Occasionally the Studio may ask permission to use a lesson recording as demonstration material for prospective students and families. This will only happen with the written consent of both the teacher and the student’s parent or caregiver. A recording used in this way is copied and kept separately from the ordinary lesson recordings, for as long as that consent remains in force. Either the teacher or the parent or caregiver may withdraw consent at any time, after which the Studio will stop using the recording.

9. Parents’ and students’ privacy rights

Under the Privacy Act 2020, parents and students may have rights to access and request correction of personal information held by Katie Suzuki Music Ltd.

A parent or caregiver may ask Katie Suzuki Music Ltd to:

• confirm whether a recording of their child is held;
• view or access a recording of their child’s lesson, where appropriate;
• request correction of personal information held about their child;
• ask questions about how recordings are stored or used;
• withdraw consent to future recording.

Because recordings are deleted on the schedule set out in section 8, a request to view a recording needs to be made within that period. Once a recording has been deleted it cannot be recovered. If you think you may want to see a particular lesson, please ask as soon as possible. Katie Suzuki Music Ltd will respond to privacy requests in accordance with its obligations under the Privacy Act 2020.

In some circumstances, access to a recording may need to be managed carefully because the recording may also contain personal information about another person, such as a teacher, parent, caregiver, or another authorised participant.

10. Withdrawal of consent

A parent or caregiver may withdraw consent to future lesson recording by notifying Katie Suzuki Music Ltd in writing.

If consent is withdrawn, Katie Suzuki Music Ltd will stop recording future lessons for that student where it is reasonably able to do so.

However, parents should understand that recording is an important part of Katie Suzuki Music Ltd’s safeguarding, teaching continuity, and quality assurance practice. If consent is withdrawn, Katie Suzuki Music Ltd may need to consider whether it can continue providing online lessons to the student safely and consistently.

Withdrawal of consent does not automatically require Katie Suzuki Music Ltd to delete recordings already lawfully made, although parents may request deletion and Katie Suzuki Music Ltd will consider that request in accordance with the Privacy Act 2020 and any legitimate retention requirements.

11. Privacy breach or security concern

Katie Suzuki Music Ltd takes the privacy and security of lesson recordings seriously.

If Katie Suzuki Music Ltd becomes aware of a privacy or security issue involving a lesson recording, it will take reasonable steps to respond promptly, reduce any risk of harm, and comply with any notification obligations that may apply under the Privacy Act 2020.

12. Enrolment details

When you enrol, we collect the information on the enrolment form: the student's name and date of birth, the parent's name and email address, and your postal address and country.

We use this information to:

• arrange lessons with a suitable teacher at a suitable time;
• send invoices and lesson information;
• contact you about your child's lessons;
• keep the business records we are required to keep.

Your lesson schedule and billing are managed through My Music Staff, and payments are processed by Stripe. We don't see or store your full card details.

Your child's teacher, and Katie as Studio Director, can see the details needed to teach and support your child. As explained in section 6, your child's teacher may live outside New Zealand.

We keep enrolment details while your child is having lessons, and afterwards for as long as we need them for our accounting and tax records. Your rights to access and correct this information are explained in section 9.

13. Contact person

If you have any questions about this consent form, lesson recordings, storage, access, correction, or privacy rights, please contact:

Katie Suzuki Music Ltd
Email: [email protected]