Terms of Service

1. Who we are

MyVocalStudio is operated by PDX Consulting LLC, an Oregon limited liability company, at 5441 S Macadam Ave STE R, Portland, OR 97239, USA (“MyVocalStudio,” “we,” “us,” or “our”). By creating an account or using the service you agree to these terms. If you do not agree, do not use the service.

2. Who these terms cover

These terms are an agreement between us and the studio — the teacher, studio owner, or organisation that holds the account (“you”). Anyone you invite into your account, such as instructors, administrators or front-desk staff, uses it under your agreement and you are responsible for what they do with it.

Students, parents and guardians who sign in to a student portal are not party to these terms. Their relationship is with the studio that invited them. We provide the portal on that studio’s behalf.

3. The service

MyVocalStudio provides software for scheduling lessons, managing student and family records, tracking packages and payments, running events, and communicating with students. We may modify, add or discontinue features. If we discontinue something you materially rely on, or make a change that materially reduces the service, we will give you at least 30 days’ notice by email.

4. Your account

• You must be 18 or older to hold a studio account.
• We sign you in with a one-time code sent to your email or phone, or through Google or Apple. Keep access to that inbox, phone number and sign-in provider secure — anyone who controls them can reach your account.
• You are responsible for all activity under your account, including activity by people you invite.
• You are responsible for granting each person you invite only the permissions they need, and for removing access when they leave.

5. Subscriptions and billing

• Paid plans are sold on a subscription basis. Current pricing, and what each plan includes, is on our website.
• Subscriptions renew automatically until cancelled. You may cancel at any time, effective at the end of the paid period.
• Fees are non-refundable except where required by law. Cancelling stops future charges; it does not refund the current period.
• We may change pricing on at least 30 days’ notice. A change takes effect at your next renewal, and you may cancel before then.
• You are responsible for any sales or use tax on your subscription where applicable.

Your free trial. New studios start on a free trial — 60 days, or longer if you were referred by another studio — and no card is required to begin. You have the full service during it, and nothing is charged unless you choose to subscribe. We may change the trial length for future signups, but a change never shortens a trial already running, and we may extend a trial at our discretion. Keeping MyVocalStudio after the trial ends requires a paid subscription. If you decide not to subscribe, your records stay yours and exportable, and section 16 governs what happens to them if the account is later closed. We may limit trials to one per studio, and decline one where the same studio is repeatedly signed up to start a new trial.

Free plan. Where we offer a free plan, it requires no card, is not a trial, and does not expire. The features it includes, and any limits on them, are described on our pricing page and form part of these terms — this lets us adjust what a plan includes without rewriting this agreement, and any reduction is subject to the notice in section 3. Features that cost us money each time they are used, such as text messages and AI features, may be limited or unavailable on a free plan. Your records on a free plan are yours on the same terms as on any paid plan, including the right to export them at any time; section 16 governs what happens to them if the account is closed.

Lifetime access accounts. Some studios hold lifetime access, which we grant at our discretion. It is not for sale — there is no way to purchase it. It covers continuing access to the standard paid subscription as it exists when granted, plus ordinary improvements we make to that same product, with no subscription charged. It does not automatically extend to a separate higher tier, add-on, or new product we introduce later. It does not cover third-party costs (such as payment processing fees charged by Stripe, or messaging fees), and it does not survive the account being closed or transferred to a different owner. We honour these accounts for as long as we operate the service; section 3 governs discontinuation.

6. Taking payments from your students

Payments are processed by Stripe. When you enable payments, Stripe creates a connected account in your name and your students’ payments are charged directly to it.

• You are the merchant of record for everything you sell — lessons, packages, events, gift certificates. The contract for those services is between you and your student.
• We never hold your money. Funds do not pass through a MyVocalStudio account or balance, and we take no percentage of what you charge. Stripe’s own processing fees apply and are set by Stripe.
• By taking payments you also agree to the Stripe Connected Account Agreement.
• Refunds, chargebacks, disputes, and any tax on what you sell are yours to handle. We are not a party to them and cannot reverse a payment on your behalf.
• You are responsible for what you charge and for honouring what you have sold, including lessons a student has paid for in advance.

7. Student data — your role and ours

The records you put into MyVocalStudio about your students and their families are yours. In data-protection terms you are the controller of that information and we are your processor: we hold and handle it to provide the service to you, and we do not decide what to collect or what it is used for.

• We process student data only to operate the service, to keep it secure, and where the law requires. We do not sell it, and we do not use it to train AI models.
• We use subprocessors to run the service — including hosting, database, email, SMS and AI providers. We remain responsible for their handling of your data.
• You may export your data at any time from Settings, and close your account at any time — see section 16 for the 30-day window and what we keep afterwards.
• If a student or parent asks you to correct or erase their information, that request is yours to answer, because the relationship is with you. We will help you carry it out.
• You are responsible for having a lawful basis to collect and store the information you enter, and for telling your students how you use it.

See our Privacy Policy for how we handle information for which we are ourselves the controller, such as your own account details.

8. Students who are children

Music studios routinely teach minors, and MyVocalStudio is built expecting that. Because the relationship is between you and the family, the consent is yours to obtain.

• You confirm that where a student is a minor you have the parent or guardian’s permission to hold their information and to contact them.
• Where a student is under 13 (or the equivalent age in their country), you confirm you have verifiable parental consent as required by law, including the US Children’s Online Privacy Protection Act.
• We do not knowingly collect information directly from a child. Portal access for a minor should be set up and supervised by their parent or guardian.
• Tell us if you learn that a child’s information has been added without the necessary consent, and we will help you remove it.

9. Email and text messages you send

MyVocalStudio can send email and SMS to your students on your behalf. You decide who is contacted and what is said, and you are responsible for those messages. This matters more than most clauses here, because the penalties for unwanted messages are severe and they can fall on both of us.

• You confirm you have each recipient’s consent to contact them at the address or number you entered, and that you obtained it lawfully — including under the US Telephone Consumer Protection Act (TCPA) and CAN-SPAM, and equivalent rules elsewhere.
• You will not use the service to send marketing to people who have not agreed to receive it, and you will honour opt-outs promptly. We pass through STOP and unsubscribe requests automatically; you must not work around them.
• SMS is sent over messaging campaigns we register and operate. Because those campaigns are registered to us, misuse by one studio can suspend messaging for every studio. We may pause or disable your messaging immediately, without notice, if we reasonably believe it is being used without consent or is putting our messaging access at risk.
• Message and data rates may apply to recipients. Carrier and messaging fees are passed through where applicable.

10. AI features

Some features use AI — including support chat, drafting assistance, and interpreting spoken or typed instructions. AI output can be wrong. Check anything consequential before relying on it, particularly where money, scheduling or a message to a family is involved. You remain responsible for what you send and what you record. We do not use your student data to train AI models.

11. Acceptable use

You agree not to:

• Use the service for any unlawful purpose, or to harass, defraud or deceive anyone.
• Upload malicious code, probe or attempt to breach the security of the platform, or access another studio’s data.
• Scrape, reverse-engineer, or resell the service without our written permission.
• Upload information you have no right to hold, or use the service to send messages recipients have not agreed to receive.

12. Connected services

If you connect Google Calendar, you authorise us to read and write calendar events solely to sync lesson schedules. We do not use your Google data for anything else, and you can disconnect at any time in Settings. The same applies to any video-meeting service you connect. Those services are governed by their own terms, and we are not responsible for them.

13. Availability, and no warranty

We work hard to keep MyVocalStudio running and your data safe, and we keep backups. But the service is provided “as is” and “as available,” without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the service will be uninterrupted, error-free, or that it will always be available. We do not offer a guaranteed uptime commitment.

Keep your own copy of anything you cannot afford to lose. You can export your full records at any time from Settings.

14. Limitation of liability

To the maximum extent permitted by law, we are not liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, lost revenue, lost students, or lost or corrupted data, even if we were told such damages were possible.

Our total liability for all claims in aggregate is limited to the greater of (a) the amount you paid us in the 12 months before the event giving rise to the claim, or (b) US $100.

Nothing here limits liability that cannot be limited by law, including for fraud, or for death or personal injury caused by negligence. Some jurisdictions do not allow certain exclusions, so parts of this section may not apply to you.

15. Indemnification

You will defend and indemnify us against claims, damages and reasonable costs arising from: the information you put into the service; messages you send through it; your relationship with your students, including disputes about lessons, refunds or chargebacks; your breach of these terms; and your failure to obtain a consent you have said you have — including parental consent and consent to be messaged.

16. Termination, and what happens to your data

You may close your account at any time from Settings. We may suspend or terminate an account that breaches these terms, that puts other studios at risk, or that has gone unpaid — with notice where practical, and immediately where the risk is serious.

Closing your account takes 30 days, and you can undo it. When you ask us to close it we schedule the deletion, stop your billing, and email you. Nothing is deleted during those 30 days: your studio keeps working, and a notice in your dashboard counts down. Change your mind by using Keep my account in that email or notice, or by going to /account/reopen while signed in. After 30 days the deletion runs and cannot be reversed.

Deleting a single studio is immediate and cannot be undone. The 30-day window applies only to closing your whole account.

Export first. You can download your data from Settings at any time, and we recommend doing it before you close your account.

When the deletion runs we delete every studio you own and its records — students, families, lessons, packages, payment records, messages and files. There are exceptions, listed here so this describes what actually happens rather than a tidier version of it:

• We keep a record that you accepted these terms — the version you agreed to and when. This is the evidence of our agreement, and we keep it after the account is gone. Deleting it would leave neither of us able to show what was agreed.
• We keep a small record that the account existed and was closed — the dates, the plan, the studio name, our payment-processor reference so our accounts reconcile, and a one-way scrambled form of your email address. We keep the scrambled form rather than the address itself so we can recognise a returning customer and honour a request not to be contacted, without holding your email. This record contains no student, lesson, payment or message data.
• Some records are anonymised instead of deleted — for example support conversations and product feedback. We strip the personal details and keep the content, because it stays useful to us and no longer identifies anyone.
• Some records we are required to keep — for example telecom message logs held for regulatory and carrier-billing reasons, and financial records we must retain for tax and accounting. These are kept only as long as the law requires.

Money your students have already paid you is not refunded by us. If families hold prepaid lessons, tickets to an upcoming event, or unredeemed gift certificates, closing your studio removes them. We show you what is outstanding before you confirm, but settling it with those families is yours to do. If you are handing your studio to another teacher, transfer ownership instead of closing — it keeps every record intact for them.

Backups are overwritten on a rolling cycle, so a copy may persist briefly in backup after deletion.

17. Governing law and disputes

These terms are governed by the laws of the State of Oregon, USA, without regard to its conflict-of-laws rules. Any dispute will be brought in the state or federal courts of Multnomah County, Oregon, and both of us consent to that jurisdiction.

Before filing, please email us and give us 30 days to resolve it. Most problems are faster to fix that way.

18. Changes to these terms

We may update these terms. For material changes we will email you at least 14 days before they take effect, and update the date at the top of this page. Continuing to use the service after that date means you accept the change. If you do not, cancel before it takes effect.

19. General

If any part of these terms is unenforceable, the rest still applies. Our not enforcing something is not a waiver of it. You may not transfer your account or these terms without our written consent; we may transfer them in connection with a merger, acquisition or sale of assets. These terms, together with our Privacy Policy, are the entire agreement between us about the service.

20. Contact

Questions about these terms? Email support@myvocalstudio.com, or write to PDX Consulting LLC, 5441 S Macadam Ave STE R, Portland, OR 97239, USA.