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Lime Tree Music Centre
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Privacy

Privacy For Lime Tree's Tutors And Staff.

Last updated 29 October 2026.

This page is for everyone with a sign-in to our staff hub at staff.limetreemusiccentre.co.uk: our tutors, and the people who run the Centre. It explains what we keep about you, why we keep it and who can see it. Our main page, Privacy At Lime Tree Music Centre, covers the rest, including how details are protected when they leave the UK.

We're Limetree Music Centre Ltd, company number 10028854, at Unit 12, Lime Tree Business Park, Lime Tree Road, Matlock, Derbyshire DE4 3EJ. Pete Jenkins looks after privacy. Email him on music@limetreemusiccentre.co.uk, or ring 01629 312 985 (Monday to Friday, 2pm to 8pm).

What We Keep About You

  • Your profile: your name, email address, phone number and home address, the instruments you teach and when you're free to teach. It also holds your photo, a short bio and the colour your lessons show in on the calendar.
  • The Centre's notes about your work with us. You don't see these in the hub, but you can ask to see them at any time.
  • Your teaching: your timetable, the registers you mark, your lesson notes, your messages with families and the days you're away.
  • Your DBS check, your pay, your agreement and the policies you've signed. Each has its own part below.
  • How you use the hub: when you sign in and what you change, such as who marked each register or changed a setting.

We don't keep your National Insurance number or tax reference in the hub. We pay you by bank transfer from our Starling account, so your bank details are kept by Starling, not in the hub.

Most of this is to run the agreement between us, which is a contract. We keep pay records because the law requires it. The rest, such as keeping the hub secure and knowing who changed what, is in our legitimate interests.

What Families And Visitors See

  • Our website shows your full name, the instruments you teach and your photo, so families can choose a tutor. Families also see your bio on their family page, and when they book a free lesson.
  • Your photo is stored where anyone with its web address can open it. If you'd like it taken off the website, tell us and we'll take it down.
  • Families read your lesson notes and replies on their family page, and some of our texts to families include your first name.
  • The waiting-room screen shows who's teaching today, in which rooms and at what times. If you're away, it says "Not in today", without saying why.
  • When the family page's helper is switched on, it sends Anthropic your name and the times of that family's lessons with you.
  • Our timetable is kept in our Google Workspace calendar, with your name on each of your lessons.

What Other Staff See

  • The people who run the Centre, our directors and our administrator, can see everything on this page.
  • Other tutors can't open your profile, your pay or your DBS details, and they only see their own lessons on the Studio calendar.
  • Our administrator can view the hub as you see it, to help with a problem. Nothing can be changed that way, and each view is recorded.
  • For 30 days after sending, the people who run the Centre can read the emails the hub has sent you. Any sign-in links in them are hidden.

Your DBS Check

Because you teach children, we check your DBS certificate. We keep:

  • the certificate number, the date it was issued, its type and whether you're on the DBS Update Service
  • your date of birth, which the Update Service check needs
  • when you gave us permission to check the Update Service
  • where your check stands and when the next one is due
  • a history of each check: when, who did it, the result and any notes.

Once a year, the hub emails you to confirm you're still on the Update Service and still happy for us to check. Someone at the Centre checks the Update Service by hand on gov.uk, using your certificate number, surname and date of birth. If a copy of your certificate is uploaded, it's kept in a private folder and deleted six months later.

Only you, our directors and our administrator can see your DBS details. They're never shown to families, to other tutors or on our website, which only says that our tutors are DBS-checked. (Safeguarding the children we teach, under the Data Protection Act 2018, and your consent for Update Service checks.)

Pay And Self-Billing Statements

Each pay run, the hub makes a self-billing statement for you. It shows your name and home address, and each lesson you taught, with the pupil's name, the date, the minutes and your rate. It also shows any adjustments and the reasons for them, the total, your pay day and the bank reference. Under your agreement it stands as your invoice to us, so you don't need to send one.

We email it to you and keep a copy in a private folder, and you can see all of yours under My pay. Only you and the people who run the Centre can see it. We keep pay records for six years, because the law requires it. Please keep your own copies for your tax return. Your statement says to keep it for at least five years after the 31 January deadline. (A contract with you, and the law on financial records.)

Your Agreement And Our Policies

You sign your agreement in the hub with a code we email you. We keep your typed name, your signature and the words you agreed to. We also note the date and time, and the IP address and browser you signed from. Your signature is the one you draw, or your typed name if you leave the box blank, and we note which it was.

The agreement also holds your name, home address and start date. The signed copy is sealed with a time stamp from a company called DigiCert. DigiCert only receives a digital fingerprint of the document, never the document itself. We email you a copy.

When you sign one of our policies, we keep the same kind of record. That's your name, email address and signature, the policy's words, the date and time, and your IP address and browser. Nobody can change a signed agreement or policy in the hub, so each one stands as a record of what was agreed. (A contract with you, and our legitimate interests in keeping a record.)

Signing In

You sign in with your email address and a password, or with a link we email you. Each link works once, within 7 days, and you can ask for up to three an hour. You stay signed in on that device until you sign out, so please sign out on a shared computer. If you stop working with us, we switch your sign-in off.

The Staff Help Chat

When the help chat is switched on, it uses Claude, an AI made by Anthropic. It sends your question, the earlier questions in that chat and our help articles. It also sends your role, the pages you can open and the page you're on. It doesn't send your name or email address, but it does send whatever you type, so please leave names out.

Anthropic doesn't use it to train its AI, and deletes it within 30 days unless its safety checks flag it. Our own log keeps a few words on what each question was about, never the question or who asked, for 90 days.

Cameras At The Centre

We have Ring cameras in our waiting area and corridors, and in the rehearsal room and studio. They record video and sound. Ring, part of Amazon, stores the recordings, and we keep them for up to 30 days. (Our legitimate interests in keeping people and the building safe.)

Companies Involved

Supabase holds the hub's database, files and sign-ins, in London. Vercel runs the hub in London, and keeps our second copy of the backups in Dublin. Resend sends the hub's emails, your statements and signed agreements included, and keeps each one for 30 days. Zoho Mail holds our music@ inbox, and Twilio sends our texts. Google holds our timetable, and Anthropic runs the help chats when they're switched on. DigiCert time-stamps signed agreements, Starling makes your payments and Ring stores our camera recordings. Our main privacy page lists where each company is based, and how details are protected when they leave the UK.

How Long We Keep It

  • A copy of your DBS certificate: six months after it was uploaded.
  • Your date of birth: deleted when you leave.
  • Your profile, your DBS record, and your signed agreement and policies: six years after you leave.
  • Pay records and statements: six years.
  • Our record of the emails we send you: kept with your other records, so up to six years after you leave.
  • The staff help chat's log: 90 days.
  • Camera recordings: up to 30 days.
  • Records of technical errors: up to 90 days after the error last happened.
  • Backups: up to 90 days.

Your Rights

You have the same rights as our families. You can:

  • see what we keep about you, including the Centre's notes about your work
  • have it put right
  • ask us to delete it, or to stop or pause using it
  • take back your consent for Update Service checks
  • complain to the Information Commissioner's Office, at ico.org.uk or on 0303 123 1113.

Some things we have to keep for the times shown above, such as pay records and signed agreements. To ask, email Pete on music@limetreemusiccentre.co.uk or ring 01629 312 985.