The Source Studio Exeter Client Handbook
Download our handbook as a PDF
Welcome to The Source Studio
Thank you for choosing The Source Studio, run by Music In Devon Initiative CIC - Social Enterprise.
Whether you're recording your very first song, producing an EP, recording a podcast, creating content for social media, or simply exploring your creativity, we're delighted to be part of your journey.
Our aim is simple: to provide a creative, safe and professional environment where artists of all ages and experience levels can produce music and media they're proud of.
We understand that every project is unique. Some clients arrive with years of studio experience, while others are stepping into a recording booth for the very first time. Whatever your background, you'll receive the same commitment, enthusiasm and attention to detail from our team.
We also work extensively with young people, schools, community organisations and emerging artists. Creating a welcoming, supportive and inclusive environment is central to everything we do.
This handbook explains:
- How bookings work
- What you can expect from us
- What we ask from our clients
- Your rights regarding your recordings
- How we protect your personal information
- The standards we work to every day
Our aim isn't to overwhelm you with legal language. Instead, we've written these policies in plain English so everyone understands how we work together.
If you have any questions, we're always happy to help.
We look forward to creating something amazing with you.
Contents
1. About The Source Studio
Policies
2. Privacy Policy
3. Cookie Policy
4. Website Terms of Use
5. Booking Policy
6. Payment Policy
7. Cancellation & Rescheduling Policy
Recording, Mixing, Mastering & Copyright
8. Recording Sessions
9. Mixing Services
10. Project Completion
11. File Delivery
12. File Storage & Backup
13. Artist Ownership & Copyright
14. Producer Contributions
15. Client Responsibilities
16. Confidentiality
17. Photography & Social Media
18. Artificial Intelligence
19. Credits
20. Limitation of Liability
21. Goodwill
Safeguarding, Health, Safety & Wellbeing
22. Safeguarding Policy
24. Accessibility
25. Health & Safety
26. Studio Equipment
27. Personal Belongings
28. Studio Behaviour
29. Wellbeing
30. Complaints Procedure
31. Continuous Improvement
1. About The Source Studio
The Source Studio is an independent recording studio based in Exeter, Devon and is run by Music In Devon Initiative CIC, a Social Enterprise.
We provide professional recording, production, editing, mixing and mastering services for musicians, bands, singers, podcasters, schools, charities and community groups.
We believe music should be accessible to everyone.
Our mission is to provide a creative environment where artists can develop their confidence, improve their skills and create recordings they're proud to share with the world.
We welcome clients of every age, experience level and musical genre.
Every client is treated with respect, professionalism and encouragement.
2. Privacy Policy
2.1 Introduction
The Source Studio is committed to protecting your privacy and handling your personal information responsibly.
This Privacy Policy explains how we collect, use, store and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By using our website or booking our services, you agree to the collection and use of information in accordance with this policy.
Who We Are
Trading Name:
The Source Studio
Address:
Concorde House
South Street
Exeter
EX1 1EG
Email:
dave@thesourcestudioexeter.com
Telephone:
07886 100 875
Website:
www.thesourcestudioexeter.com
2.3 Information We Collect
Depending on how you use our website or services, we may collect:
Contact Information
- Name
- Email address
- Telephone number
Booking Information
- Session dates
- Project details
- Invoice information
- Payment confirmation
Technical Information
- IP address
- Browser type
- Device type
- Cookies
- Website analytics
Communications
If you contact us by email, telephone or website form, we may retain copies of those communications to help us manage your enquiry.
2.4 How We Use Your Information
We use your information only where necessary to:
- Respond to enquiries
- Manage bookings
- Deliver recording services
- Process payments
- Improve our website
- Meet legal obligations
- Keep appropriate business records
We never sell your personal information.
2.5 Marketing
Occasionally we may contact previous clients regarding new studio services, events or special offers.
You may opt out at any time by replying to any email or contacting us directly.
2.6 Sharing Information
We only share information where necessary, for example:
- Payment providers
- Accountants
- Legal obligations
We never sell or trade personal information.
2.7 Storage of Information
Personal information is stored securely.
Only authorised personnel have access.
Reasonable technical and organisational measures are taken to prevent unauthorised access, disclosure or loss.
2.8 Your Rights
Under UK GDPR you have the right to:
- Access your data
- Correct inaccurate information
- Request deletion
- Restrict processing
- Object to processing
- Request a copy of your information
Requests can be made by contacting: dave@thesourcestudioexeter.com
2.9 Children's Data
We regularly work with children and young people.
Where appropriate, information relating to children is processed with the knowledge and involvement of a parent, guardian, school or responsible organisation.
Recording sessions involving anyone under the age of 18 are conducted in accordance with our safeguarding procedures, which require a representative of The Source Studio and a parent or legal guardian to be present throughout the session unless alternative safeguarding arrangements have been agreed in writing with the referring organisation.
2.10 Contact
Questions regarding this Privacy Policy should be directed to:
The Source Studio
Concorde House
South Street
Exeter
EX1 1EG
dave@thesourcestudioexeter.com
07886 100 875
3. Cookie Policy
3.1 What Are Cookies?
Cookies are small text files placed on your computer, tablet or mobile device when you visit our website.
They help websites remember your preferences, improve performance and provide useful information about how visitors use the site.
Cookies do not normally identify you personally.
3.2 How We Use Cookies
The Source Studio may use cookies to:
- Keep the website operating correctly.
- Remember your preferences.
- Improve website performance.
- Understand how visitors use our website.
- Monitor website traffic using analytics services.
3.3 Analytics
We may use website analytics tools (such as Google Analytics or similar services) to help us understand:
- Which pages are most popular.
- How visitors found our website.
- How long visitors stay on pages.
- Which devices visitors use.
This information is anonymous and helps us improve our website and services.
3.4 Managing Cookies
Most web browsers allow you to:
- View stored cookies.
- Delete cookies.
- Block cookies.
- Receive notifications when cookies are used.
Please note that disabling certain cookies may affect the functionality of our website.
3.5 Changes to This Policy
This Cookie Policy may be updated from time to time to reflect changes in technology or legal requirements.
4. Website Terms of Use
4.1 Acceptance of These Terms
By accessing or using The Source Studio Exeter, you agree to these Website Terms of Use.
If you do not agree with these terms, please do not use our website.
4.2 Website Content
All text, graphics, photographs, videos, logos and other content published on this website are the property of The Source Studio unless otherwise stated.
You may:
- View pages for personal use.
- Download or print pages for your own reference.
You may not:
- Copy website content for commercial purposes.
- Reproduce photographs without permission.
- Remove copyright notices.
- Republish our content as your own.
4.3 Website Availability
We aim to keep our website available at all times.
However, we cannot guarantee uninterrupted access.
Occasionally the website may be unavailable due to:
- Maintenance
- Software updates
- Internet service issues
- Technical faults beyond our control
4.4 External Links
Our website may contain links to third-party websites.
These are provided for convenience only.
The Source Studio is not responsible for the content, privacy practices or availability of external websites.
4.5 Accuracy of Information
We make every effort to ensure the information published on our website is accurate.
However, services, prices and availability may change without notice.
If you require confirmation of any information, please contact us before making decisions based upon website content.
5. Booking Policy
5.1 Booking a Session
Recording sessions may be booked by:
- Telephone
- Website enquiry form
- Social media message (subject to confirmation)
A booking is confirmed only when:
- A session date has been agreed.
- Full payment has been received.
5.2 Session Length
Session durations are agreed in advance. A day is 8 hours and half a day is 4 hours.
Should a client require additional recording time, this may be arranged subject to studio availability and may incur additional charges.
5.3 Arrival
We recommend arriving approximately 10 minutes before your booked session.
Late arrival may reduce your available recording time.
Where possible, we will do our best to accommodate delays, but this cannot be guaranteed.
5.4 What to Bring
Clients should bring:
- Instruments that are properly set up with good intonation
- Leads and cables that aren't broken
- Drumsticks or accessories
- Backing tracks (USB or cloud storage)
- Lyrics or notes, preferably printed out
- Chargers for electronic devices
- Any specialist equipment required for the session
5.5 Studio Preparation
Where possible, clients should advise us in advance if they require:
- Large instrument setups.
- Accessibility adjustments.
- Additional performers.
- Video recording.
- Live streaming.
- Special equipment.
This helps us prepare the studio before your arrival.
6. Payment Policy
6.1 Payment
Full payment is required before the recording session begins.
Payment confirms your booking.
Accepted payment methods will be confirmed at the time of booking.
6.2 Additional Time
If additional studio time is requested during a session, this will be charged at the current hourly rate unless agreed otherwise.
6.3 Additional Services
Additional services requested after the session may incur separate charges.
Examples include:
- Extra mixing revisions.
- Additional mastering.
- File conversions.
- Alternate versions.
- Instrument editing.
- Stem exports.
Any additional charges will always be discussed before work begins.
6.4 Outstanding Payments
Where payment has not been received, The Source Studio reserves the right to:
- Postpone recording sessions.
- Delay delivery of completed work.
- Withhold audio files until payment has been made in full.
7. Cancellation & Rescheduling Policy
7.1 Client Cancellations
If you need to cancel or reschedule your booking, please give us as much notice as possible.
A minimum of 48 hours' notice is required.
7.2 More Than 48 Hours' Notice
Where at least 48 hours' notice is provided, we will work with you to arrange another suitable session date, subject to availability.
7.3 Less Than 48 Hours' Notice
Cancellations made with less than 48 hours' notice may result in the full session fee being retained, except where exceptional circumstances apply. The Source Studio may, at its discretion, offer an alternative session date where this is practical.
7.4 Studio Cancellations
If The Source Studio needs to cancel a booking due to illness, equipment failure or other unforeseen circumstances, we will offer either:
- A full refund; or
- An alternative session date at no additional cost.
7.5 Force Majeure
Neither party shall be liable for delays or cancellations caused by events beyond their reasonable control, including:
- Severe weather
- Flooding
- Fire
- Power failure
- Government restrictions
- Serious illness
- Other emergencies
In such circumstances, both parties will work together to rearrange the booking wherever possible.
7.6 Booking Confirmation
Once a booking has been confirmed and payment received, clients will receive confirmation by email, including:
- Session date and time
- Studio address
- Payment confirmation
- Contact details
- Any preparation notes relevant to the session