Privacy Policy
Privacy Policy
Your Privacy Matters to Us
Sound Hall Studios, Inc. is committed to protecting your personal information and being transparent about how we collect, use, and protect the data you share with us. This Privacy Policy explains our practices in plain language so you can make informed choices about your information. By using our website or services you agree to the practices described in this policy.
1. Who We Are
Sound Hall Studios, Inc. is a Virginia corporation operating a community music hub at 2821 N. Parham Rd., Suite 204, Richmond, VA 23294. We are the data controller for all personal information collected through our website, membership platform, studio booking system, and other business operations. If you have questions about this Privacy Policy or how we handle your data, please contact us at info@soundhallstudios.com or 804-816-2350.
2. Information We Collect
We collect personal information in the following ways:
2.1 Information You Provide Directly
We collect information you provide when you:
- Fill out a contact form on our website
- Sign up for our newsletter
- Purchase a membership online or in person
- Book a studio through our member portal or in person
- Register for a workshop, class, or event
- Rent an instrument or drop off an instrument for repair
- Make a purchase in our retail shop
- Apply for a Resident Instructor Membership
- Contact us by phone or email
The types of information we may collect include:
- Full name
- Email address
- Phone number
- Mailing address
- Date of birth (for age verification where applicable)
- Payment card information (processed securely through Clover and Cojilio)
- Membership preferences and booking history
- Instrument information for repair or rental services
- Background check information for Resident Instructor applicants (processed through Checkr)
2.2 Information Collected Automatically
When you visit our website at SoundHallStudios.com, we automatically collect certain information about your device and browsing behavior through cookies and tracking technologies. This may include:
- IP address and approximate geographic location
- Browser type and version
- Device type and operating system
- Pages visited and time spent on each page
- Referring website or search terms that led you to our site
- Date and time of your visit
This information is collected through Google Analytics and Meta Pixel (Facebook and Instagram advertising tools). See Section 6 for more information about cookies and tracking technologies.
2.3 Information from Third Parties
We may receive information about you from third-party platforms and service providers including:
- Cojilio — our membership management and studio booking platform
- Clover — our point of sale and payment processing system
- Mailchimp — our email marketing platform
- Checkr — our background check provider for Resident Instructor applicants
- Google Analytics — website analytics
- Meta Pixel — Facebook and Instagram advertising and analytics
3. How We Use Your Information
Sound Hall Studios uses the information we collect for the following purposes:
- Provide Our Services — To process membership registrations, studio bookings, retail purchases, instrument rentals, and event registrations
- Process Payments — To securely process transactions through Clover and Cojilio
- Account Management — To manage your membership account, booking history, and preferences
- Communication — To send booking confirmations, receipts, membership updates, and service-related notifications
- Marketing Emails — To send newsletters and promotional communications to subscribers who have opted in through Mailchimp
- Website Improvement — To analyze website usage through Google Analytics and improve the user experience
- Advertising — To deliver relevant advertising on Facebook and Instagram through Meta Pixel
- Safety and Security — To maintain the safety and security of our facility, staff, members, and students
- Background Checks — To conduct background checks on Resident Instructor applicants through Checkr
- Legal Compliance — To comply with applicable laws, regulations, and legal obligations
- Customer Support — To respond to inquiries, resolve disputes, and provide assistance
4. How We Share Your Information
Sound Hall Studios does not sell, rent, or trade your personal information to third parties for their own marketing purposes. We may share your information in the following limited circumstances:
4.1 Service Providers
We share information with trusted third-party service providers who help us operate our business. These providers are contractually obligated to protect your information and may only use it to perform services on our behalf:
- Clover — payment processing and point of sale
- Cojilio — membership management and studio booking
- Mailchimp — email marketing and newsletter delivery
- Checkr — background check processing for Resident Instructor applicants
- SiteGround — website hosting
- Google Analytics — website analytics and performance measurement
- Meta (Facebook and Instagram) — advertising and audience analytics through Meta Pixel
- Security Metrics — PCI DSS compliance and security scanning
4.2 Legal Requirements
We may disclose your personal information if required to do so by law, court order, or governmental authority, or if we believe in good faith that such disclosure is necessary to protect the rights, property, or safety of Sound Hall Studios, its members, staff, or the public.
4.3 Business Transfers
In the event that Sound Hall Studios is acquired, merged with another entity, or its assets are transferred, your personal information may be transferred as part of that transaction. We will notify you of any such change and your continued use of our services will constitute acceptance of the updated privacy practices.
4.4 With Your Consent
We may share your information with third parties when you have given us explicit consent to do so.
5. Email Communications
5.1 Transactional Emails
We send transactional emails as a necessary part of providing our services. These include booking confirmations, membership receipts, payment notifications, and account-related communications. Transactional emails are sent regardless of your marketing email preferences as they are required to fulfill our service obligations to you.
5.2 Promotional and Newsletter Emails
With your consent we send promotional emails and newsletters through Mailchimp to keep you informed about Sound Hall Studios news, upcoming events, membership deals, workshops, and community programming. You may opt in to marketing emails by subscribing through our website newsletter signup form or by providing your email address during membership registration.
5.3 Unsubscribing
You may unsubscribe from promotional and newsletter emails at any time by clicking the unsubscribe link at the bottom of any marketing email or by contacting us at info@soundhallstudios.com. Please note that unsubscribing from marketing emails will not affect your receipt of transactional emails related to active bookings or memberships.
6. Cookies and Tracking Technologies
6.1 What Are Cookies
Cookies are small text files that are placed on your device when you visit a website. They help the website remember your preferences and understand how you interact with the site. Some cookies are essential for the website to function while others are used for analytics and advertising purposes.
6.2 Cookies We Use
Sound Hall Studios uses the following types of cookies and tracking technologies on our website:
- Essential Cookies (SiteGround / WordPress) — Required for the website to function properly. Cannot be disabled.
- Analytics Cookies (Google Analytics) — Track website usage, page views, and visitor behavior to help us understand and improve our site.
- Advertising Cookies (Meta Pixel — Facebook / Instagram) — Track visitor behavior to measure ad effectiveness and deliver relevant ads on Facebook and Instagram.
- Functional Cookies (Cojilio) — Enable studio booking and membership portal functionality on our website.
6.3 Managing Cookies
You can control and manage cookies through your browser settings. Most browsers allow you to refuse or delete cookies. Please note that disabling certain cookies may affect the functionality of our website. You may also opt out of Google Analytics tracking by using the Google Analytics Opt-Out Browser Add-on available at tools.google.com/dlpage/gaoptout. You may opt out of Meta Pixel tracking through your Facebook ad preferences at facebook.com/settings/ads.
7. Data Retention
Sound Hall Studios retains your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, to maintain your membership or account, and to comply with applicable legal and regulatory requirements. Specific retention periods include:
- Membership and account information is retained for the duration of your membership and for up to three years following cancellation.
- Transaction and payment records are retained for a minimum of seven years in accordance with applicable tax and financial recordkeeping requirements.
- Booking and rental history is retained for up to three years following the date of service.
- Email marketing subscription information is retained until you unsubscribe or request deletion.
- Background check information for Resident Instructor applicants is retained for the duration of the instructor relationship and for up to three years following termination.
- Website analytics data is retained in accordance with Google Analytics and Meta’s standard data retention policies.
When personal information is no longer needed it is securely deleted or anonymized in accordance with our data retention practices.
8. Data Security
Sound Hall Studios takes the security of your personal information seriously. We implement reasonable administrative, technical, and physical safeguards to protect your information against unauthorized access, disclosure, alteration, or destruction. Our security measures include:
- All payment card data is processed through Clover and Cojilio, both of which maintain PCI DSS compliance. Sound Hall Studios does not store raw payment card data on its own systems.
- Our website is hosted on SiteGround, which provides secure hosting infrastructure with SSL encryption.
- Access to member data within our internal systems is restricted to authorized Sound Hall Studios personnel on a need-to-know basis.
- All staff are trained on data security and privacy practices as part of their onboarding.
- Sound Hall Studios maintains an Information Security Policy in compliance with PCI DSS requirements.
While we take reasonable precautions to protect your information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security and encourage you to take steps to protect your own information including using strong passwords and not sharing your account credentials with others.
9. Your Rights and Choices
As a Sound Hall Studios member or customer you have the following rights with respect to your personal information:
9.1 Access and Correction
You have the right to request access to the personal information we hold about you and to request correction of any inaccurate or incomplete information. To make such a request please contact us at info@soundhallstudios.com.
9.2 Deletion
You may request that we delete your personal information. We will honor deletion requests to the extent required by applicable law, subject to our legal obligations to retain certain records. Please note that deleting your personal information may affect our ability to provide services to you.
9.3 Opt-Out of Marketing Emails
You may opt out of receiving promotional and newsletter emails at any time by using the unsubscribe link in any marketing email or by contacting us at info@soundhallstudios.com. Opting out of marketing emails will not affect your receipt of transactional emails related to active memberships or bookings.
9.4 Cookie Preferences
You may manage your cookie preferences through your browser settings or by using the opt-out tools described in Section 6.3 of this policy.
9.5 Do Not Track
Some browsers include a Do Not Track feature that signals to websites that you do not want your online activities tracked. Our website does not currently respond to Do Not Track signals as there is no uniform industry standard for how such signals should be interpreted.
10. Children’s Privacy
Sound Hall Studios welcomes musicians of all ages including children. However, our website and online services are not directed at children under the age of 13 and we do not knowingly collect personal information from children under 13 through our website without verifiable parental consent.
If you are a parent or guardian and believe that your child under 13 has provided personal information to us through our website without your consent, please contact us immediately at info@soundhallstudios.com and we will take steps to delete that information promptly.
For in-person services involving minors, parents or guardians are responsible for providing any necessary consent on behalf of their child. Minors participating in instrument rental agreements must have a parent or guardian sign the rental agreement.
11. Third Party Websites and Links
Our website may contain links to third-party websites, social media platforms, and partner pages. Sound Hall Studios is not responsible for the privacy practices or content of those external sites. We encourage you to review the privacy policies of any third-party websites you visit through links on our site. This Privacy Policy applies only to information collected by Sound Hall Studios through our own website and services.
12. Google Analytics and Meta Pixel
12.1 Google Analytics
Our website uses Google Analytics, a web analytics service provided by Google LLC. Google Analytics uses cookies to collect information about how visitors use our website. This information is transmitted to and stored by Google on servers which may be located outside the United States. Google uses this information to evaluate website usage, compile reports on website activity, and provide other analytics services. Google’s privacy policy is available at policies.google.com/privacy. You may opt out of Google Analytics by installing the Google Analytics Opt-Out Browser Add-on at tools.google.com/dlpage/gaoptout.
12.2 Meta Pixel
Our website uses Meta Pixel, an analytics and advertising tool provided by Meta Platforms, Inc. (Facebook and Instagram). Meta Pixel allows us to measure the effectiveness of our advertising, understand actions people take on our website, and reach people who have visited our website with relevant ads on Facebook and Instagram. Meta Pixel may collect information including pages visited, actions taken, and your interaction with our website. Meta’s privacy policy is available at facebook.com/privacy/policy. You may opt out of Meta Pixel tracking through your Facebook ad settings at facebook.com/settings/ads.
13. Virginia Privacy Rights
Sound Hall Studios operates in the Commonwealth of Virginia and is committed to complying with applicable Virginia privacy laws. Virginia residents may have certain rights with respect to their personal information under applicable state law including:
- The right to know what personal information is collected about you
- The right to access your personal information
- The right to request correction of inaccurate personal information
- The right to request deletion of your personal information
- The right to opt out of the sale of personal information (Sound Hall Studios does not sell personal information)
- The right to opt out of targeted advertising
To exercise any of your Virginia privacy rights please contact us at info@soundhallstudios.com or 804-816-2350. We will respond to your request within a reasonable timeframe and in accordance with applicable law. We will not discriminate against you for exercising your privacy rights.
14. Changes to This Privacy Policy
Sound Hall Studios reserves the right to update or modify this Privacy Policy at any time. When we make changes we will update the effective date at the top of this page and post the revised policy on our website at SoundHallStudios.com. For significant changes we may also notify members and subscribers by email.
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of our website or services following any update to this policy constitutes your acceptance of the revised terms.
15. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or how Sound Hall Studios handles your personal information, please contact us:
Business Name: Sound Hall Studios, Inc.
Privacy Contact: Shannon Loy, CEO & President
Address: 2821 N. Parham Rd., Suite 204, Richmond, VA 23294
Phone: 804-816-2350
Email: info@soundhallstudios.com
Website: www.SoundHallStudios.com
Hours: Monday through Friday: 12:00 PM to 9:00 PM | Saturday: 10:00 AM to 6:00 PM