Privacy Policy – The Session Club
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(trading as “The Session Club”)
Last updated: November 2025
1. Introduction
This Privacy Policy explains how
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(“we”, “us”, “our”) collects, uses and protects your
personal data when you visit our website, make an enquiry or book a studio experience with us, including
corporate team‑building events, VIP gift sessions and bespoke studio days (together, the “Services”). It
applies to website visitors, individual clients, corporate clients, event participants (including
under‑18s attending VIP or group sessions) and anyone who contacts us by email, phone or via our online
forms. By using our website or providing your information, you acknowledge that you have read and
understood this Privacy Policy.
2. Who we are (data controller)
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is the data controller responsible for your personal data. Our registered details are:
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, company number 16725016, 124 City Road, London, United Kingdom, EC1V 2NX. Our VAT
number is GB 504 7436 03 and we are registered with the Information Commissioner’s Office (ICO) under
number ZB998131.
We trade as “The Session Club” and operate professional studio‑based experiences from private premises in
London. The physical studio location is not a public walk‑in venue and is provided to confirmed clients
and organisers only for safety and security reasons.
3. How we collect your personal data
We collect personal data that you provide directly to us when you:
- fill in an enquiry, quotation or booking form on our website;
- contact us by email, phone, social media or messaging apps;
- make a booking on behalf of a company, team or young person;
- attend one of our studio experiences or events.
For group and corporate bookings, we may also receive participant information from a third‑party
organiser such as your employer, HR team, school/college, youth organisation, event agency or gift
purchaser. This can include guest lists, age ranges, accessibility information or dietary requirements
relevant to planning a safe event.
For under‑18 participants, we may collect details and consent information from a parent, guardian,
teacher or other responsible adult, where needed for safeguarding and to run the session safely.
We may collect limited technical data automatically when you use our website (such as IP address, browser
type and pages viewed) for security, performance monitoring and basic analytics. If you follow links
from our site to third‑party platforms (payment processors, booking tools, social media), those services
will process your data under their own privacy policies.
4. Types of personal data we collect
Depending on how you interact with us, we may collect and process:
- Identity details: name, preferred name, and where relevant the name of your band,
act, company, school or organisation.
- Contact details: email address, phone number and, where applicable, billing address
and emergency‑contact details.
- Booking and organiser information: preferred dates and times, type of session
(corporate team‑build, VIP gift, bespoke event), estimated group size, role in the booking
(individual, organiser, HR, teacher).
- Participant information for group events: names of attendees, age range or
confirmation that the group includes under‑18s, employer or school, and any notes needed for
safeguarding and safe event planning.
- Health, accessibility and dietary information: any details you choose to share
about access needs, allergies, medical conditions or dietary requirements so we can plan a safe and
inclusive experience.
- Payment‑related information: payment confirmations from our payment provider or
bank (card details are normally processed directly by the provider and not stored by us).
- Technical data: IP address, device type, browser, and basic usage information about
how you use our website.
- Marketing preferences: records of your consent to receive updates and any opt‑out
requests.
- Communication records: emails, enquiry forms, call notes and other correspondence
relating to your bookings or event.
- CCTV footage: video images of you when you attend our premises, where CCTV is in
operation for safety and security.
- Image and media permissions: records of consent (or non‑consent) where you agree to
us using photos or video of you for our own marketing or internal use, particularly where
individuals (including under‑18s) are identifiable.
We aim to keep the data we collect proportionate to the nature of the booking and only ask for sensitive
information (such as health or dietary details) where it is genuinely needed for safety or accessibility
reasons.
5. Legal bases for processing
We only process your personal data where we have a lawful basis under UK data‑protection law, including:
- Performance of a contract – for example, to take bookings, confirm your session,
manage your team‑building or VIP event, provide the studio and staff, and send follow‑up
information.
- Compliance with a legal obligation – such as health and safety, safeguarding, tax
and accounting or responding to lawful requests from authorities.
- Legitimate interests – including running and protecting our business, managing
bookings, ensuring venue security (including CCTV), planning safe capacities and events, and
improving our Services, provided your interests and rights do not override these.
- Consent – where required, for example for certain marketing communications or where
we use photos or video of you for promotional purposes, especially where under‑18s are involved. You
can withdraw consent at any time.
6. How we use your personal data
We use your personal data to:
- respond to enquiries, provide quotations and discuss potential sessions or events;
- manage and deliver bookings for studio experiences, including group team‑building days, VIP gift
sessions and bespoke events;
- plan group capacities, room allocations, staffing and schedules to run safe and effective sessions;
- manage health, safety and safeguarding, including keeping appropriate records and incident reports
where required;
- issue invoices, process payments via our providers and maintain accounting records;
- send booking confirmations, pre‑session information, joining instructions and post‑session
follow‑ups;
- send marketing communications where you have opted in, and manage your preferences or opt‑outs;
- maintain the security of our website and premises, including CCTV and access controls;
- improve our Services and website through feedback and usage insights.
We do not use your personal data for automated decision‑making that produces legal or similarly
significant effects on you.
7. Cookies and tracking
Our website is designed to be privacy‑friendly and we do not currently use invasive third‑party
advertising trackers. We may use essential or functional cookies and limited analytics to help us
understand traffic and performance; you can control cookies through your browser settings. Third‑party
services we link to (such as payment or booking providers, or social‑media platforms) may use their own
cookies in accordance with their own privacy policies.
8. Sharing your personal data
We do not sell your personal data. We may share it with:
- Service providers who help us operate our business (for example, hosting and IT providers, email and
SMS platforms, payment processors, booking tools, accountants and professional advisers). These
providers must only use your data on our instructions and keep it secure.
- Event partners such as caterers or security/first‑aid providers, where strictly necessary for a
particular event (for example, to manage allergies or access needs).
- Corporate or organisational clients where you are attending an event they have organised, for
example to share attendance lists or feedback in line with their instructions.
- Public authorities, regulators or law‑enforcement agencies where required by law or to protect our
rights or the safety of others.
9. International transfers
Some of our service providers (for example, cloud‑hosting or email services) may be located outside the
UK. Where personal data is transferred internationally, we take steps to ensure an appropriate level of
protection, such as relying on adequacy regulations or approved contractual safeguards.
10. Data retention
We keep your personal data only for as long as reasonably necessary for the purposes set out in this
Policy, including to meet legal, accounting or reporting requirements.
As a guide:
- enquiry and booking records are generally kept for up to six years after your last interaction, in
line with limitation periods and HMRC requirements;
- risk assessments, incident reports and safeguarding or consent records related to group events and
under‑18 participants may also be kept for up to six years to comply with legal duties and to
exercise or defend legal claims;
- CCTV footage is normally retained for a shorter period (typically around 30 days) unless required in
connection with an incident.
11. Security of your personal data
We take appropriate technical and organisational measures to protect your data against unauthorised
access, alteration, disclosure or destruction. These may include secure servers, access controls,
encryption in transit where appropriate, staff/contractor confidentiality obligations and documented
procedures. No system is completely secure, so transmission of information over the internet is at your
own risk.
12. Your data‑protection rights
Under UK GDPR, you have rights in relation to your personal data, subject to certain conditions,
including the rights to: access your data; have inaccurate data corrected; ask us to erase or restrict
use of your data; receive certain data in a portable format; object to processing based on our
legitimate interests (including certain marketing); and withdraw consent where we rely on consent.
You can exercise your rights by contacting us using the details below. We may need to verify your
identity before responding. You also have the right to complain to the ICO if you are unhappy with how
we handle your data, although we would appreciate the chance to resolve concerns first.
13. Third‑party websites
Our website and communications may contain links to third‑party websites or services we do not control.
If you follow those links, their operators may collect and use data about you under their own policies,
and we are not responsible for their practices.
14. CCTV recording
We operate CCTV in and around certain areas of our studio premises for the safety of clients,
participants, staff and equipment, and for the prevention and detection of crime. Signs are displayed to
indicate where CCTV is in use. Footage may be shared with law‑enforcement or other relevant bodies where
needed to investigate an incident or protect our rights and the safety of others.
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time, for example to reflect changes in law, technology or
our Services. Any updates will be posted on our website with a new “last updated” date, and your
continued use of our website or Services after changes take effect will indicate your acceptance of the
updated Policy.
16. Contact us
If you have questions about this Privacy Policy, how we handle your personal data, or if you wish to
exercise your rights, please contact:
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(The Session Club)
124 City Road
London
United Kingdom
EC1V 2NX
Or via the contact details provided on our website or in your booking confirmation.
Terms & Conditions – The Session Club
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(trading as “The Session Club”)
1. Introduction
These Terms and Conditions (“Terms”) set out the basis on which
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(“we”, “us”, “our”)
provides access to its studio facilities and related in‑person Services, including corporate
team‑building days, VIP gift experiences and bespoke studio events (together, the “Services”). By making
a booking, paying a deposit or using our studio, you agree to be bound by these Terms. If you do not
agree, you must not book or attend our studio.
Our registered office at 124 City Road, London, EC1V 2NX is for correspondence only. The physical
location of the studio is private and will be provided by email upon booking confirmation.
2. About us
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is a company registered in England and Wales under company number 16725016, with its
registered office at 124 City Road, London, EC1V 2NX. Our VAT number is GB 504 7436 03 and we are
registered with the ICO under number ZB998131. References to “you” or “your” mean the person or
organisation making the booking and, where applicable, their participants or guests.
3. Our services
We operate a professional studio offering structured creative experiences rather than open public events.
Our core Services include:
- studio‑based corporate team‑building sessions;
- VIP and “Producer’s Pass” gift experiences for individuals or small groups (including teenagers
accompanied by a responsible adult);
- bespoke studio events agreed with you in advance in writing.
Our sessions are typically booked on a per‑day or per‑block‑of‑hours basis, and we may offer discounted
rates for multi‑day or high‑volume bookings as confirmed in writing at the time of booking. We reserve
the right to change the Services we offer from time to time.
4. Bookings and acceptance
A booking is only confirmed when we have: (a) accepted your request in writing (email is sufficient); and
(b) received any required deposit or pre‑payment. You are responsible for ensuring that all booking
details (dates, times, group size, type of session and any special requirements) are accurate.
Your booking is personal to you. You may not transfer, assign or sub‑let your session to any third party
without our prior written consent.
Where we agree to provide recordings or media (for example, a track recorded during a team‑build), you
are responsible for monitoring the session and artistic choices during the event. By removing or
receiving any recordings, masters or files at the end of the session, you are deemed to have accepted
them as technically satisfactory; no refunds or free re‑recording will be provided for artistic changes
of mind.
5. Fees, payment and extra costs
Fees are payable as specified in our quotation or invoice. We may require a non‑refundable deposit to
secure your date, with the balance due by the deadline stated in your confirmation. We are not obliged
to run a session or release any final media until full payment has been received.
If payment is not received by the due date, we may charge statutory interest and/or withhold access to
the studio or deliverables until payment is made.
You agree to pay for any additional goods or services requested during the session that are not included
in the standard fee, such as extra time, hired equipment, catering, taxis, or additional staffing. These
will be added to your final invoice.
We have a general lien over any of your equipment, instruments or media left at our premises for unpaid
fees or costs, meaning we may retain them until your debt is settled.
6. Cancellations and rescheduling
If you need to cancel or reschedule, you must notify us as soon as possible. Any specific cancellation
terms or deposit‑forfeiture rules in your booking confirmation will apply (for example, full fee payable
if you cancel within a certain number of days).
We may cancel or move a booking for reasons beyond our control (such as power failure, illness, building
issues or safety concerns). In such cases, our liability is limited to offering an alternative date or
refunding the session fee paid for the affected booking; we are not responsible for your additional
costs such as travel, accommodation or third‑party fees.
7. Studio access, capacity and sound levels
Your booking entitles you to use the studio and agreed spaces only for the times stated in your
confirmation, including any agreed set‑up or pack‑down time. If you arrive late, the session may still
end at the scheduled time and no refund will be due for lost time.
Unless we agree otherwise in writing in advance, the maximum number of participants for any single
session is 20 people, including you and your guests. We may impose a lower capacity, refuse entry to
additional guests or split activities into smaller groups where required by our risk assessments,
fire‑safety calculations or other health and safety considerations.
You are responsible for overall noise levels within the booked areas. We must comply with UK Noise at
Work and health‑and‑safety regulations and therefore reserve the right to restrict volume levels or
require breaks if exposure is likely to exceed safe limits. You acknowledge that exposure to high sound
levels can cause permanent hearing damage, and participation in loud activities is at your own risk.
8. Studio rules, filming, drugs and alcohol
Filming and photography: Casual, behind‑the‑scenes filming and photography for personal
or social‑media use is generally permitted if it does not disrupt the session, breach confidentiality or
infringe the privacy of others. Any professional filming, commercial video production or use of our
premises for third‑party content must be agreed with us in writing and may be subject to additional fees
and terms.
You are responsible for obtaining any necessary consents from your participants for your own filming or
photography. Where under‑18s are present, you must ensure that appropriate parental/guardian consent is
obtained for any recording or sharing you arrange. We will obtain separate consent where we wish to use
images or footage for our own marketing.
Guests, capacity and conduct: Sessions are private events. You must not use the studio
for public, ticketed or open‑invite parties or events without our prior written agreement, and any such
events may be subject to different terms and licensing requirements. We reserve the right to refuse
entry to, or remove, any person whose behaviour we consider unsafe, disruptive, offensive or otherwise
unacceptable, without refund.
Illegal substances: We operate a strict zero‑tolerance policy. You must not bring, use
or supply any illegal drugs on our premises. If we suspect possession or use, we may terminate the
session immediately without refund and require all attendees to leave.
Smoking/vaping: Smoking and vaping are prohibited inside the studio and building. You
may only smoke or vape in designated external areas, if any.
Alcohol: We do not sell alcohol. If you bring alcohol, you do so at your own risk and
remain responsible for ensuring that no alcohol is supplied to under‑18s. We reserve the right to refuse
entry or remove anyone whose behaviour (due to alcohol or otherwise) is unsafe or disruptive, without
refund.
9. Equipment, damage and client media
You are responsible for any damage to our studio, building or equipment caused by you or your
participants through negligence, misuse or failure to follow our instructions. You agree to pay for
repair or replacement costs reasonably incurred as a result.
If you bring your own instruments, laptops, drives or other media (“Client Media”), you are responsible
for their condition, compatibility and security. We are not liable for any data loss, corruption or
delays caused by faulty Client Media, nor for any personal data stored on your devices. You must ensure
you have all necessary rights and consents for any personal data or content you process using your own
equipment.
10. Recordings, storage and archiving
Unless otherwise agreed in writing, you own the copyright in original recordings created during your
session, subject to full payment of fees.
We are not a long‑term file‑storage service. You are responsible for ensuring you have received and
backed up all files you need before leaving the studio or within any agreed delivery timeframe. We may
delete session files from our systems at any time after the project is complete, and we accept no
liability for storage, preservation or future retrieval beyond any agreed delivery.
11. Content warranties and indemnity
You warrant that any material you bring, record or otherwise use in the studio will not infringe any
third‑party rights (including copyright and privacy rights), and will not be defamatory, obscene or
illegal. You agree to indemnify us in full for any claims, costs, damages or losses we suffer arising
from:
- your use of the studio or Services;
- any content you create or provide;
- your breach of these Terms.
Nothing in these Terms grants you any right to use our name, logos or trade marks (“The Session Club”,
“
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”) in connection with commercial releases or merchandise without our prior written
consent.
12. Personal belongings and uncollected items
Your equipment and personal items are brought to the studio entirely at your own risk. We are not liable
for loss, theft or damage unless caused by our direct negligence. You are strongly advised to maintain
your own insurance for valuable instruments, equipment and any associated costs.
If you leave items at our premises after your session, we will ask you to collect them within a
reasonable time. If items are not collected within three months of our request, we may dispose of or
sell them to recover any reasonable storage costs, without further liability to you.
13. Under‑18s
Any person under 18 attending a session must be accompanied and supervised by a responsible adult (for
example, a parent, guardian, teacher or designated chaperone) at all times, unless we have expressly
agreed another arrangement in writing. The responsible adult remains fully responsible for the safety,
behaviour and welfare of the under‑18s in their care.
For VIP or group sessions involving under‑18s where a parent or legal guardian is not present in the
room, you must ensure that we receive a completed parental/guardian consent form and emergency‑contact
details for each under‑18 participant before the session begins. We reserve the right to refuse entry or
stop a session if adequate supervision or consents are not in place.
You must not leave any under‑18 in our care or on our premises after the end of the session. We may
contact parents/guardians or, if necessary, the appropriate authorities if a young person is left
unsupervised or we have safeguarding concerns.
14. Health and safety
You must comply with all health‑and‑safety instructions given by us or displayed at the studio, including
any instructions regarding safe use of equipment, maximum capacities, emergency exits and prohibited
areas. In an emergency, you must follow our evacuation or safety procedures and ensure that your group
cooperates promptly.
We are required to carry out health‑and‑safety risk assessments for our activities and to control venue
capacity, escape routes and other safety measures. We may temporarily stop or modify a session, restrict
access to certain areas or ask individuals to leave where we consider there to be a risk to safety or
security.
15. Technical failure and limitation of liability
If there is a technical failure of our equipment that prevents the session from proceeding (“Breakdown”),
we will, at our option:
- extend the session to make up the lost time; or
- provide a pro‑rata refund of the fee for the time lost; or
- reschedule the lost time to a mutually agreed date.
This is your sole remedy for a Breakdown. We are not liable for your additional costs such as musician
fees, travel or accommodation arising from such failure.
Nothing in these Terms excludes or limits our liability for death or personal injury caused by our
negligence, for fraud, or for any other liability that cannot be excluded under English law. Subject to
that, our total liability to you arising out of or in connection with your booking (whether in contract,
tort, negligence or otherwise) is limited to the total fees you have paid for the session giving rise to
the claim; we are not liable for loss of profit, loss of revenue, loss of business opportunity, loss of
data or any indirect or consequential loss.
16. Force majeure
We are not liable for any failure or delay in performing our obligations caused by events beyond our
reasonable control, such as fire, flood, power cuts, industrial action, government restrictions,
epidemics or major transport disruption. Where possible, we will work with you to reschedule the booking
once it is safe and practical to do so.
17. Governing law and jurisdiction
These Terms and any dispute arising out of or in connection with them are governed by the laws of England
and Wales. The courts of England and Wales have exclusive jurisdiction, although nothing prevents either
party from seeking urgent injunctive or similar relief in another appropriate jurisdiction where
necessary.
18. General
These Terms together with your booking confirmation (including any specific terms set out in it)
constitute the entire agreement between you and us in relation to your booking and use of the studio.
Any terms proposed by you that conflict with or are in addition to these Terms will not apply unless we
expressly agree in writing.
No variation of these Terms is effective unless in writing and agreed by us. Any failure or delay by us
in enforcing a provision does not constitute a waiver of that or any other provision. If any part of
these Terms is found to be invalid or unenforceable, the remaining provisions will continue in full
force.
You may not assign, transfer or sub‑contract any of your rights or obligations without our prior written
consent. We may assign or transfer our rights and obligations to another entity in connection with a
business reorganisation or transfer of the studio. These Terms do not create any partnership or agency
relationship between us.
If a dispute arises in relation to your booking or use of the studio, both parties will first use
reasonable efforts to resolve it amicably through good‑faith discussions before starting court
proceedings, without limiting either party’s right to seek urgent relief where necessary.
If you share anything specific about your new floor plan (rooms and approximate sizes), a short
additional schedule with room‑by‑room capacity limits and supervision ratios for under‑18 groups can be
drafted to sit alongside these Terms.
