Client Privacy Policy

CMMaj LLC is a North Carolina limited liability company providing independent educational consulting services specializing in college music school admissions. Our principal consultant is Dr. David Lee Fish, Ph.D. We operate the website collegemusicmajor.com and related intake forms, booking tools, and payment pages.

For the purposes of this Privacy Policy, “we,” “us,” and “our” refer to CMMaj LLC. “You” refers to the parent, guardian, or adult client who submits information through our website or engages our services. “Student” refers to the college-bound musician whose admissions process we are assisting.

We collect information in two ways: directly from you when you submit forms or engage our services, and automatically when you visit our website.

Information you provide directly

When you submit an intake form, book a session, or make a payment, we may collect:

• Parent or guardian name, email address, and phone number
• Student name, grade level, graduation year, and date of birth
• Student’s primary instrument or musical focus and related experience
• Student’s academic profile, including GPA and standardized test scores
• Schools, programs, and geographic preferences under consideration
• Audio or video recordings of student performances submitted for evaluation purposes
• Written materials including college essays and application drafts submitted for review
• Payment information processed through Zoho Checkout (we do not store payment card details)
• Any other information voluntarily shared during consulting sessions or via email

Information collected automatically

When you visit collegemusicmajor.com, standard web server logs and analytics tools may collect:

• IP address and general geographic location
• Browser type and operating system
• Pages visited, time spent on pages, and referring URLs
• Device type (desktop, mobile, tablet)

This information is used in aggregate to understand how visitors use our website and to improve our content. It is not used to identify individual visitors.

We use the information we collect solely for the following purposes:

• Delivering consulting services — assessing the student’s profile, building school lists, preparing written assessments, guiding audition and application strategy, and all other services within the scope of your engagement.
• Scheduling and communication — booking and confirming sessions, sending reminders, and responding to your questions and follow-up inquiries.
• Processing payment — confirming receipt of payment and maintaining accurate billing records.
• Arranging expert evaluations — sharing student performance recordings with qualified evaluators engaged by us for that specific purpose. See Section 4 for full details on information sharing.
• Improving our services — using aggregate, non-identifiable information to refine our consulting approach and website content.

We do not use your information for marketing purposes beyond communications directly related to your active engagement with us. We do not send unsolicited promotional emails. We do not sell, rent, or trade your information to any third party for any purpose.

Expert evaluators

As part of our consulting services, we arrange for qualified professionals — typically working musicians, music faculty members, or music industry professionals with relevant expertise — to evaluate a student’s performance recordings or portfolio. This evaluation is a core component of our school list development process.

When we arrange an expert evaluation, we share with the evaluator:

• The student’s first name and instrument or area of focus
• The performance recording(s) or portfolio materials submitted for evaluation
• The general tier of programs the student is targeting (for context)

We do not share the student’s last name, academic record, personal contact information, or any other identifying information with evaluators unless explicitly authorized by you. Evaluators are engaged with the understanding that evaluation materials are confidential and are used solely for the purpose of providing feedback to our firm.

Music school faculty and admissions contacts

In the course of advising families, Dr. Fish may communicate with faculty members or admissions staff at colleges, universities, or conservatories on behalf of or in connection with a student’s application. This may include:

• General inquiries about program requirements, audition expectations, or faculty availability
• Introductions or referrals made with the explicit knowledge and consent of the student and family

We do not share a student’s personal information, academic record, or application materials with any school, faculty member, or admissions contact without your knowledge. Any communication of this kind will be discussed with you in advance.

Other educational professionals

We may occasionally consult with other independent educational consultants, music educators, or college access professionals in connection with a student’s case — for example, to seek a second opinion on a school list or to coordinate with a student’s existing private instructor. In such cases:

• We share only the information necessary for the specific purpose
• We do not share information with other consultants who are in a competitive relationship with the family
• We inform you when such consultation occurs

Your consent

By engaging our services, you consent to the categories of information sharing described in this section as they are inherent to the delivery of music school admissions consulting. If you wish to restrict or limit any specific category of sharing, please notify us in writing before your engagement begins. We will do our best to accommodate reasonable restrictions, though some restrictions may limit the scope of services we can provide.

We use the following third-party tools to operate our business. Each has access to certain information only as necessary to provide its service:

Zoho (zoho.com)

We use Zoho Forms for intake and inquiry forms, Zoho Booking for session scheduling, and Zoho Checkout for payment processing. Information submitted through these tools is subject to Zoho’s Privacy Policy in addition to this policy. Zoho is a SOC 2-certified platform. We do not store payment card details; all payment data is handled directly by Zoho Checkout’s secure payment infrastructure.

Google (google.com)

We use Google Meet for video consulting sessions. Session links are shared via confirmation email. Google’s privacy practices apply to your use of Google Meet. We use Google Calendar for scheduling coordination. We may use Google Analytics or similar tools to understand website traffic in aggregate.

WordPress and web hosting

Our website collegemusicmajor.com is hosted on WordPress infrastructure. Standard server logs may be maintained by our hosting provider for security and operational purposes.

We do not share your information with any third-party service provider beyond what is necessary for that provider to perform its specific function. We do not authorize any third-party provider to use your information for their own marketing or commercial purposes.

Most students we work with are between the ages of 14 and 18. We do not knowingly collect personal information directly from children under 13 without verifiable parental consent. If you believe your child under 13 has submitted personal information to us without your knowledge, please contact us immediately at [email protected] and we will delete that information promptly.

Student information we collect — including performance recordings, academic records, and application materials — is used solely to deliver the consulting services engaged by the parent or guardian. It is not used for any other purpose, shared with any party not described in this policy, or retained beyond the period described in Section 7.

Parents and guardians retain the right to review, correct, or request deletion of any personal information we hold about their student. See Section 9 for how to exercise these rights.

We retain client information for as long as is reasonably necessary to deliver our services and maintain accurate business records.

• Active engagements: Information is retained for the duration of the consulting engagement and for a period of two years following the completion of the engagement. This allows us to respond to questions, honor the 60-day credit policy, and maintain records of the work performed.
• Inquiry-only contacts: If you submitted an inquiry or intake form but did not proceed to a paid engagement, we retain that information for up to one year, after which it is deleted.
• Payment records: Payment confirmation records are retained for a minimum of seven years in accordance with standard business accounting practices.
• Performance recordings: Audio and video recordings submitted for evaluation are retained only for the duration of the evaluation process and deleted thereafter, unless you specifically request otherwise.

You may request deletion of your information at any time (see Section 9). We will honor deletion requests promptly except where retention is required by law or where deletion would compromise our ability to fulfill an active contractual obligation.

We take reasonable steps to protect the personal information we collect against unauthorized access, disclosure, or loss. These steps include:

• Using SSL encryption on our website and all form submissions
• Using established, security-certified platforms (Zoho, Google) for data storage, scheduling, and payment
• Limiting access to client information to Dr. Fish and any directly engaged contractors on a need-to-know basis
• Not storing payment card details on our own systems

No method of electronic transmission or storage is completely secure. While we use commercially reasonable measures to protect your information, we cannot guarantee absolute security. If you have concerns about a specific piece of sensitive information, contact us to discuss secure transmission options.

You have the following rights regarding the personal information we hold about you and your student:

• Access: You may request a copy of the personal information we hold about you or your student.
• Correction: You may request that we correct inaccurate or incomplete information.
• Deletion: You may request that we delete your information, subject to the retention requirements described in Section 7.
• Restriction: You may request that we restrict certain categories of information sharing, as described in Section 4.
• Withdrawal of consent: Where our use of your information is based on your consent, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of any processing carried out before the withdrawal.

To exercise any of these rights, email [email protected] with the subject line “Privacy Request.” We will respond within 14 business days. We may ask you to verify your identity before processing a request.

Our website may use cookies — small text files stored on your device — for basic functionality such as navigation and session management. We may also use analytics tools that collect aggregate, non-identifiable data about how visitors use our website.

We do not use cookies to track individual visitors across websites, build advertising profiles, or serve targeted advertisements. We do not use third-party advertising cookies.

Most web browsers allow you to control or disable cookies through your browser settings. Disabling cookies may affect the functionality of certain features on our website.

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable law. When we make material changes, we will update the “Last updated” date at the top of this page.

We encourage you to review this policy periodically. Continued use of our website or services after a policy update constitutes your acceptance of the updated policy. If we make changes that significantly affect how we handle your information, we will make reasonable efforts to notify active clients directly.

If you have questions, concerns, or requests related to this Privacy Policy or the handling of your personal information, please contact us:

We take privacy inquiries seriously and will respond within 14 business days.