POLICIES & PROCEDURES
At Clear Track Studios, our priority is to ensure your experience is smooth, creative, and completely stress-free. We are committed to providing every artist with a professional, inspiring, and supportive environment where creativity can flourish.
These policies are designed to provide clarity, fairness, and consistency for all clients while safeguarding the integrity of the studio, our staff, and the artistic process. By outlining expectations and procedures in advance, we maintain the highest standards of professionalism, safety, and quality in every session.
All policies are subject to change without notice. Any updates will always reflect our continued commitment to delivering the best possible experience for every artist who walks through our doors.
1. BOOKING & PAYMENT POLICIES
1.1 Deposit Requirement
To secure studio time, a non-refundable deposit of fifty percent (50%) of the total session cost is required at the time of booking. This deposit guarantees the reservation of the studio, engineer, and session date exclusively for the client. The deposit is non-transferable and may not be applied toward any other date, session, or service.
1.2 Remaining Balance
The remaining balance is due in full upon arrival at the start of the scheduled session. Studio staff are not authorized to begin recording, editing, or mixing until full payment has been received.
1.3 Non-Refundable Payments
All payments made to Clear Track Studios, including deposits, session fees, and course fees, are final and non-refundable under all circumstances. Refunds or credits are not issued for cancellations, no-shows, or dissatisfaction with creative outcomes, as all studio time and staff resources are allocated and reserved in advance.
1.4 Accepted Payment Methods
We accept the following forms of payment:
Credit or debit card (Visa, MasterCard, Discover, American Express) — subject to a 3% processing fee
Pay Pal — subject to a 4% processing fee
Venmo, Cash App, Zelle, check, money order, ACH transfer, or cash — no additional fee
All payments must clear prior to the start of a session. Returned checks or chargebacks will incur a $75 administrative fee, and Clear Track Studios reserves the right to pursue collection for unpaid balances.
1.5 Ownership of Masters
Full ownership of master recordings transfers to the client only after the session balance has been paid in full. Until payment is completed, all recordings, stems, and session files remain the exclusive property of Clear Track Studios.
1.6 Expiration of Purchased Time
Pre-paid or packaged studio time must be used within twenty-four (24) months from the date of purchase, unless otherwise stated in writing by management. Certain special offers or promotional rates may require that studio time be used within twelve (12) months of purchase. Unused hours beyond the stated period are forfeited without refund or credit.
1.7 Course & Training Payments
For educational courses, a non-refundable 50% deposit is required to reserve a date. The remaining balance is due on the day of the scheduled course unless the client is enrolled in an approved payment plan. All training programs must be completed within twelve (12) months of the initial payment date.
2. RESCHEDULING, CANCELLATION & TARDINESS POLICIES
2.1 Rescheduling Notice Requirement
Clients must provide a minimum of forty-eight (48) hours’ notice to reschedule any booked session. Notice must be submitted directly to Management at (727) 449-8888. Timely notice allows the studio to reallocate resources, staff, and session time to other clients.
2.2 Late Reschedule Policy
Reschedule requests made less than forty-eight (48) hours prior to the scheduled session time will result in automatic forfeiture of the initial 50% deposit or the application of a penalty fee, as determined by management. Any additional payments beyond the deposit may be credited toward future studio time at the sole discretion of Clear Track Studios. Credits are not guaranteed.
2.3 Cancellation Policy
Clients who wish to cancel their session entirely must notify Management immediately. For all cancellations, regardless of reason or circumstance, the initial 50% deposit is forfeited. Deposits are non-refundable and non-transferable.
2.4 No-Show Policy
Failure to arrive within thirty (30) minutes of the scheduled session start time, without prior communication, will be considered a no-show. No-show appointments are automatically cancelled, and all payments made — including the deposit and any remaining balance — are forfeited in full.
2.5 Tardiness & Session Time Reduction
Sessions begin promptly at the scheduled time. If a client arrives late, the session may be shortened in order to avoid impacting sessions scheduled after theirs. Clear Track Studios is not obligated to extend session time due to late arrival.
2.5(a) Payment for Full Session
Clients are financially responsible for the full duration of the scheduled session, regardless of the amount of time used due to late arrival or delays caused by the client.
2.6 Studio Discretion to Reschedule Due to Technical or Operational Issues
In rare cases of equipment malfunction, facility issues, or unforeseeable operational disruptions, Clear Track Studios reserves the right to reschedule all or part of a session. In such cases, unused time may be credited or rescheduled at Management’s discretion. Monetary refunds will not be issued.
2.7 Effect of Repeated Reschedule Requests
Clients who repeatedly reschedule may be required to pay the full session fee upfront or may be denied future bookings. Clear Track Studios reserves the right to limit or refuse future scheduling for clients who demonstrate a pattern of cancellations or last-minute changes.
3. PRE-SESSION REQUIREMENTS & CLIENT PREPARATION
3.1 Session File Requirements
Clear Track Studios operates using Pro Tools Ultimate as its primary Digital Audio Workstation (DAW). Clients whose projects originate in another DAW are required to provide stems, consolidated audio files, or properly exported project files prior to or on the day of the session.
3.1(a) Responsibility for File Delivery
It is the client’s responsibility to ensure that all files are functional, complete, properly labeled, and compatible. Delays caused by incomplete, corrupted, or incompatible files will count toward the client’s scheduled session time.
3.2 File Delivery Methods
Clients may deliver session materials using one of the following methods:
USB flash drive
External hard drive
Dropbox
WeTransfer (sent to info@cleartrackstudios.com)
Email, if file sizes permit
3.2(a) Recommendation to Upload Before Arrival
Clients are strongly encouraged to upload all session materials prior to the scheduled session to maximize recording or mixing time.
3.3 Travel Planning
Clients are responsible for allowing sufficient travel time to arrive promptly at their scheduled session. Clear Track Studios recommends planning for potential traffic delays and arriving 10–15 minutes early to ensure readiness.
3.4 Preparedness for Session Activities
Clients are expected to arrive ready to begin their session, with all necessary materials, lyrics, instrumental tracks, and reference songs prepared. Time spent searching for files, writing lyrics, or organizing materials will count as active session time.
3.5 Approval for Additional Attendees
Clients must notify Management in advance if additional individuals will accompany them to their session. Clear Track Studios reserves the right to limit or deny entry to extra attendees based on room capacity, confidentiality requirements, safety considerations, or session type.
4. ARRIVAL, PARKING & STUDIO ACCESS POLICIES
4.1 Studio Location
Clear Track Studios is located at: 814 Franklin Street, Clearwater, FL 33756.
The facility is a stand-alone, single-story building with a creamy white exterior and light blue trim.
4.2 Parking
Free parking is available in the lot directly across the street from the studio, as well as in additional spaces located along both sides of the building.
4.2(a) Parking Liability
Clear Track Studios is not responsible for any loss, damage, theft, or towing of vehicles or personal property left inside or near any vehicle. All parking is at the client’s own risk.
4.3 Security and Entry Procedures
For the safety of clients and staff, the studio entrance remains locked at all times. Upon arrival, clients must press the front doorbell, and wait for their assigned engineer or staff member to meet them at the door.
4.3(a) Failure to Gain Entry
If entry is not granted within a reasonable time, clients may contact the studio at (727) 449-8888 for immediate assistance.
4.3(b) Impact on Session Time
Delays caused by late arrival will count toward the client’s scheduled session time.
4.4 Access to Studio Spaces
Clients and guests must remain in designated areas of the facility unless escorted or approved by a staff member. Entry into control rooms, vocal booths, or production rooms without authorization is prohibited.
4.5 Personal Items & Equipment
Clients are responsible for any personal equipment, instruments, or belongings brought onto the premises. Clear Track Studios assumes no liability for lost, stolen, or damaged items left unattended in the lobby, lounges, parking areas, or recording rooms.
4.6 Impairment & Studio Conduct Policy
Clear Track Studios maintains a safe and professional environment for all clients and staff. Any individual who appears visibly impaired and behaves in a disruptive manner, or is unable to participate safely in the session (regardless of the cause) may be denied entry or asked to leave the premises at the sole discretion of Management. No refunds, credits, or extensions will be issued for sessions affected by impairment or misconduct.
4.7 Minors in the Studio
Minors under the age of eighteen (18) must be accompanied by a parent or legal guardian at all times. Children may not run, play, or wander in studio areas due to safety risks and sensitive equipment.
Clear Track Studios reserves the right to limit access or request removal of minors if their presence becomes unsafe, disruptive, or interferes with studio operations. The supervising adult is fully responsible for the minor’s behavior and for any resulting damage to studio property.
5. SESSION CONDUCT & IN-STUDIO OPERATIONS
5.1 Food & Beverage Policy
Clients may bring food and beverages into the studio only if drinks have secure lids and all items are kept away from equipment, consoles, cables, and recording gear.
5.1(a) Damage Liability
Clients are financially responsible for any repair, replacement, or cleaning costs resulting from spills, stains, or damage caused by food or beverages.
5.2 Studio Amenities
Clients may use the lounge, kitchenette, televisions, and complimentary arcade machines during their scheduled time. All amenities must be treated with care.
5.2(a) Misuse of Amenities
Any misuse, vandalism, or damage to amenities will result in immediate removal from the premises and financial liability for repair or replacement.
5.3 File Handling Within Session Time
All editing, comping, tuning, exporting, file transfers, and CD/DVD burning must be completed within the client’s scheduled session time. Clear Track Studios does not provide free post-session editing, exporting, or file delivery.
5.4 Delivery of Final Mixes & Bounces
During the session, engineers will provide clients with an MP3 and/or WAV file of their recorded work.
5.4(a) Dropbox Delivery Window
If files are delivered via Dropbox or other cloud service, the client must download them within 14 days. After 14 days, files may be permanently removed from servers and re-uploads will incur a minimum charge of $50.
5.5 Access to Raw Session Files
Clients requesting their raw Pro Tools session files must bring a functional external hard drive or USB device on the day of the session.
5.5(a) Post-Session File Requests
Requests for raw session files after the session has concluded will incur a minimum charge of $50 for preparation and transfer. File delivery is not guaranteed if the request is made after the studio’s six-month file retention period (See Section 6).
5.6 Studio Conduct Expectations
Clients and their guests are expected to maintain professional, respectful behavior at all times. This includes following all instructions given by studio staff regarding equipment handling, safety protocols, and studio etiquette.
5.6(a) Disruptive Behavior
Any behavior deemed unsafe, disrespectful, aggressive, or disruptive may result in immediate removal from the session and/or the premises, at the sole discretion of Management. No refunds or credits will be issued.
5.7 Media, Photo & Video Recording
Clear Track Studios permits professional filming within the facility—including music videos, performance videos, and behind-the-scenes content—provided such activity is conducted safely, respectfully, and without disrupting the session, interfering with studio operations, or compromising equipment. All filming intentions must be disclosed at the time of booking and reconfirmed with the engineer upon arrival. Unauthorized or unreported filming is strictly prohibited.
5.7(a) Permitted Filming Activities
Clients may film content for artistic, promotional, or branding purposes, including performance footage and creative behind-the-scenes material, so long as filming remains non-intrusive and does not obstruct walkways, delay workflow, impede the engineer’s duties, or compromise the safety or functionality of studio equipment. All filming must be conducted in a manner consistent with Clear Track Studios’ professional standards.
5.7(b) Prohibited Filming Activities
The following activities are strictly forbidden: filming engineers or staff without explicit permission; filming computer screens, Pro Tools sessions or any technical setups; filming any individual on the premises without their clear, express consent; and creating prank, harassment-based, or shock-value content. Any filming that disrupts, delays, or interferes with studio operations is prohibited. Violation of this policy may result in immediate termination of the session, removal from the premises, and full forfeiture of all deposits, payments, and fees. No refunds, credits, or compensation will be issued.
5.7(c) Studio Promotional Footage
With your explicit permission, Clear Track Studios may take brief photos or short behind-the-scenes videos for studio promotional use. This is completely optional and is only done to highlight the artist and our engineers in a positive, professional light.
5.8 Safety & Equipment Protection
Clients must comply with all safety instructions regarding equipment, cables, instruments, and recording areas. Clients may not touch, move, adjust, or operate any studio equipment unless specifically instructed by the engineer.
5.8(a) Damage to Equipment
Clients are financially responsible for repair or replacement costs if studio property is damaged due to negligence, misuse, or violation of staff instructions.
5.9 Engineer & Producer Authority
The assigned engineer or producer has full authority over all technical decisions, workflow, equipment usage, and safety protocols during the session. Clients must follow all instructions regarding recording procedures, equipment handling, file management, and studio conduct.
Any behavior that interferes with the engineer’s ability to work including refusal to follow instructions, unsafe actions, disrespect, or attempts to operate equipment without permission may result in immediate termination of the session at the discretion of Management. No refunds or credits will be issued for lost time due to non-compliance.
6. POST-SESSION POLICIES
6.1 Post-Session Communication
Clients may communicate with their engineer or producer after a session only for creative clarification, such as discussing artistic direction, mix notes, or general questions about their project. All edits, revisions, mix changes, additional work, raw file requests, or new session time must be booked exclusively through the Clear Track Studios front desk by contacting Management at (727) 449-8888.
6.2 File Requests After the Session
If a client requests raw session files (Pro Tools session) after the session has ended, a minimum charge of $50 will apply for transfer to a client-provided hard drive or for delivery via Dropbox. Files delivered via Dropbox must be downloaded within 14 days. After that time, the link will expire and a new transfer fee will apply.
6.3 File Retention & Storage Policy
Clear Track Studios maintains session files for a maximum of six (6) months from the session date. After this period, all data may be permanently deleted during routine drive maintenance without notice. Clients are responsible for securing their own backup copies. Clear Track Studios is not liable for lost, deleted, corrupted, or inaccessible files after the retention period.
6.4 Mix Revisions & Additional Edits
Mix revisions requested after the session will incur a minimum charge of $50 for revisions requiring up to 30 minutes of work. Standard hourly rates for work exceeding 30 minutes. This policy does not apply to pre-paid mix packages or bundles, which will specify revision limits at the time of purchase.
6.5 Session Recall
Because Clear Track Studios uses analog hardware in conjunction with Pro Tools, recalling a previous mix may require 10–30 minutes of setup time, billed at standard hourly rates unless included in a mix package.
6.6 Testimonials & Client Follow-Up
Clear Track Studios may follow up after your session to ensure satisfaction and overall experience. We may also request a testimonial for display on our website or social media. Participation is optional and entirely at the client’s discretion.
7. GENERAL POLICIES & REGULATIONS
7.1 Smoking Policy
For the comfort, health, and safety of all clients and staff, smoking is strictly prohibited inside the studio. Designated smoking areas are located on the side of the building and on the benches in front of the studio lobby. Clients are required to use only these areas.
7.2 Prohibited Items
The possession or use of illegal substances, firearms, knives, weapons of any kind, or any item deemed hazardous, disruptive, or unsafe by Management is strictly prohibited on Clear Track Studios premises. Any client found with such items may be asked to leave the property immediately, and no refunds or credits will be issued under any circumstances.
7.3 Right to Refuse Service
Clear Track Studios reserves the absolute right to deny entry, refuse service, decline a project, or discontinue a session at any time, for any reason, at the sole discretion of Management. This includes, but is not limited to, instances involving safety concerns, disruptive or disrespectful behavior, possession of prohibited items, violation of any studio policy, or situations in which the project, expectations, or client are determined not to be an appropriate fit for the studio’s standards, workflow, or technical capabilities. Clear Track Studios operates under an ethical obligation not to accept payment for work we cannot confidently deliver. Therefore, we may decline or stop services at any time if we determine we are not the right creative or technical fit for a client’s needs. All decisions regarding refusal or discontinuation of service are final. Clear Track Studios is under no obligation to issue refunds, credits, compensation, or alternative arrangements. All deposits, fees, and payments remain final and non-refundable regardless of the reason service is refused or discontinued.
7.3(a) Ethical Fit & Professional Alignment Clause
While we make every effort to determine project compatibility before accepting payment or beginning work, certain issues may only become apparent afterward. At any point before, during, or after a project has begun, Management may, at its sole discretion, decline, pause, or terminate services if it becomes clear that the project or client is not an appropriate creative, technical, or professional fit.
Incompatibility may include, but is not limited to:
Stylistic or genre-based mismatches
Unrealistic expectations or demands
Disruptive, unsafe, or unprofessional behavior
Communication issues that prevent productive collaboration
Any circumstance that compromises the studio’s integrity, staff well-being, workflow, or quality of work
In such cases, all payments already made including deposits and production installments are final and non-refundable. This applies even if:
A production package has begun
Instrumentals, arrangements, or creative work have already been created
Studio resources or studio time have been used
The client refuses to continue or refuses to pay remaining balances
Clear Track Studios will not continue, deliver, or complete any project once it determines that doing so would be inappropriate, unsafe, unethical, or professionally unviable.
7.3(b) Harassment & Zero-Tolerance Conduct
Clear Track Studios maintains a zero-tolerance policy for harassment, threats, intimidation, discrimination, or abusive conduct toward staff, clients, or guests. Any such behavior will result in immediate removal from the premises and permanent loss of studio privileges, with no refund or compensation.
7.4 Policy Updates
All Clear Track Studios policies are subject to modification at any time, with or without prior notice. Updated policies apply immediately to all clients regardless of prior booking date.
Revisions are made to ensure a safe, professional, and efficient environment for all artists.
7.5 Logo & Brand Usage Restrictions
Use of the Clear Track Studios name, logo, likeness, trademarks, facility images, or brand identity on any promotional materials including but not limited to flyers, social media graphics, videos, banners, CDs, DVDs, or merchandise is strictly prohibited without prior written authorization from Management. Unauthorized use may result in legal action or loss of studio privileges.
7.6 Confidentiality & Privacy Policy
Clear Track Studios maintains strict confidentiality regarding all client recordings, files and personal information. Clients, guests, and third parties are likewise prohibited from sharing, recording, live-streaming, or disclosing private information about other clients, sessions, or studio operations. This includes conversations overheard in common areas, unreleased music heard through walls, or any details about artists present in the facility. Violation of this confidentiality policy may result in immediate removal from the premises, termination of the session without refund, and potential legal action.
We’re grateful you’ve chosen Clear Track Studios and can’t wait to welcome you into our creative space. These policies help us keep the studio running smoothly so you can focus on what matters most — your music.