UTOPIA BEAUTY SALON – TERMS & CONDITIONS
At Utopia Beauty Salon, we are committed to providing a professional, relaxing and enjoyable experience for every client. To help our salon run smoothly and fairly for both clients and staff, we kindly ask that all appointments are booked in accordance with the following Terms & Conditions.
APPOINTMENTS & BOOKING FEES
All appointments require a 50% booking fee to secure the booking. This amount will be deducted from your final bill at your appointment.
Booking fees are non-refundable. Where an appointment is rescheduled with the appropriate notice period, the booking fee will be credited to the client’s account for future use.
Booking fees may be paid online, over the phone, in person or via bank transfer. Gift cards and vouchers may also be used towards booking fees where applicable.
Booking fees must be paid within 24 hours of the appointment being made unless otherwise agreed. If payment is not received within this timeframe, the appointment may be cancelled and released for rebooking. Same-day appointments require full payment at the time of booking.
Appointments are allocated on a first-come, first-served basis. During busy periods, particularly evenings, weekends, summer and Christmas, appointments may be booked several weeks in advance. We strongly recommend booking ahead to avoid disappointment.
CANCELLATIONS, RESCHEDULING & MISSED APPOINTMENTS
We kindly ask for a minimum of 48 hours’ notice to cancel, amend or reschedule an appointment.
Appointments cancelled, amended or rescheduled with less than 48 hours’ notice will result in the loss of the booking fee.
Appointments cancelled, amended or rescheduled within 24 hours of the appointment time, or missed entirely, will be charged at 100% of the treatment cost. Any remaining balance owed will be invoiced and must be settled before any further appointments can be booked.
Charges apply per treatment booked, including reducing, shortening or removing part of a booking on the day.
If we are able to refill the appointment time, cancellation charges will not apply. In this instance, any retained booking fee will be credited to the client’s account for future use. Booking fees are non-refundable.
For appointments cancelled or rescheduled with more than 48 hours’ notice, booking fees will be transferred to a future appointment.
These terms also apply to bookings made using gift cards, vouchers, treatment courses or finance/payment providers such as Klarna, and any applicable charges or forfeited sessions will be deducted accordingly.
Clients who repeatedly cancel, reschedule or miss appointments at short notice may be asked to pay in full at the time of booking for future appointments. We reserve the right to refuse future bookings where necessary.
LARGE, GROUP & MULTIPLE BOOKINGS
Bookings exceeding 2.5 hours in duration, group bookings, packages, or multiple simultaneous appointments may require payment in full at the time of booking.
Payments for these bookings are non-refundable if cancelled, amended or rescheduled within 48 hours of the appointment time, or in the event of non-attendance.
LATE ARRIVALS
We will always do our best to accommodate late arrivals where possible. However, arriving late may result in your treatment being shortened, modified or rescheduled in order to avoid impacting subsequent clients.
Full treatment charges will still apply where treatment time is reduced due to lateness.
If we are unable to carry out the treatment due to insufficient remaining time, late cancellation charges will apply.
TREATMENT COURSES
Full payment is required at the time of purchasing any treatment course/package, including purchases made via Klarna or other third-party finance/payment providers.
Where Klarna or a third-party finance provider is used, the agreement between the client and the finance provider does not alter Utopia Beauty Salon’s cancellation, expiry, refund, or treatment policies.
All treatment courses/packages carry a clear expiry date, which is displayed prior to purchase.
All treatments within the course/package must be completed before the expiry date. Any unused or outstanding treatments remaining after the expiry date will be forfeited and are non-refundable.
Extensions to expiry dates are granted solely at the discretion of management and are not guaranteed.
As treatment courses/packages are offered at a discounted rate and involve reserved ongoing appointment availability, we kindly ask for a minimum of 48 hours’ notice to cancel or reschedule a course appointment.
Appointments cancelled or rescheduled with less than 48 hours’ notice, including missed appointments and no-shows, will result in that treatment session being deemed redeemed from the course/package.
Repeated late cancellations or non-attendance may result in refusal of future bookings.
Treatment courses/packages are non-refundable once purchased.
Outstanding, partially used, expired or incomplete courses cannot be refunded, transferred, exchanged for cash or converted into salon credit.
Courses and packages are intended for the named client only unless otherwise agreed in writing.
CONSULTATIONS, MEDICAL FORMS & GP CONSENT
All new clients are required to complete a medical questionnaire and consultation form prior to treatment. Certain treatments may also require additional or more detailed consultation forms.
It is the client’s responsibility to ensure all medical information provided is accurate and up to date. Failure to disclose relevant medical conditions, medications, allergies or contraindications may result in treatment being refused.
Some medical conditions or medications may require GP or specialist consent before treatment can proceed. We reserve the right to decline treatment until appropriate consent has been obtained.
Verbal GP consent may be accepted in certain circumstances, although clients may be asked to sign a declaration confirming when consent was obtained. Referral letters can also be provided where required. Any fees charged by your GP are the responsibility of the client.
Refusal to complete required consultation paperwork may result in treatment being declined and cancellation charges applying.
PATCH TESTING
Certain treatments require a patch test at least 48 hours before the appointment. This is essential for your safety, even if you have previously received similar treatments elsewhere.
Treatments requiring a patch test cannot be carried out without a valid patch test being completed.
A new patch test may be required if:
More than six months has passed since your previous treatment or patch test
Your medical circumstances have changed
You have received a vaccination or booster
Product formulations or treatment protocols have changed
A minimum of 14 days must pass between a vaccination or booster and patch testing.
While we will always do our best to send reminders, responsibility for attending patch test appointments remains with the client.
MINORS/CLIENTS UNDER 16 YEARS OF AGE
Clients under the age of 16 must be accompanied by a parent or legal guardian during their appointment.
The parent or guardian must complete and sign all consultation forms on the minor’s behalf and remain present during treatment where required.
Certain treatments may carry minimum age restrictions.
GIFT CARDS & E-VOUCHERS
Gift cards and e-vouchers are valid for six months from the date of purchase unless otherwise stated and may be used against any treatments or retail products at Utopia Beauty Salon.
Gift cards and e-vouchers cannot be extended, refunded or exchanged for cash.
Treatments purchased using gift cards or e-vouchers may be exchanged, with appropriate notice, for alternative treatments or retail products if preferred. Any price difference will be payable where applicable.
Bookings are subject to availability and should be made in advance by calling 01235 521555.
All appointments require a 50% booking fee to secure the booking, which will be deducted from the final bill at the appointment. If using a gift card or e-voucher towards the booking fee, please have the voucher number available when booking.
Utopia Beauty Salon’s usual Cancellation, Rescheduling, Amendment and Failure to Attend policies apply to all gift card and e-voucher bookings.
Appointments cancelled, amended or rescheduled with less than 48 hours’ notice, or missed entirely, will result in the loss of the booking fee and/or relevant gift card or e-voucher value.
Arriving late for an appointment where there is insufficient time remaining to carry out the treatment may be treated as a missed appointment and the applicable cancellation charges may apply.
Please ensure the recipient email address is entered correctly when purchasing e-vouchers. Utopia Beauty Salon cannot be held responsible for e-vouchers sent to an incorrect email address entered at checkout.
Promotional gift cards and e-vouchers, including Advent or Bounce Back promotions, may carry separate terms and conditions. Please refer to the relevant promotional details where applicable.
GEL POLISH & NAIL ENHANCEMENT REMOVAL
We are unable to carry out soak-offs or removals on gel polish or nail enhancements not originally applied by Utopia therapists.
Home removal kits may be available as an alternative where suitable.
SALON ENVIRONMENT & CHILDREN
We kindly ask all clients to help us maintain the calm and relaxing environment that Utopia is known for by keeping noise to a minimum and placing mobile devices on silent.
Children and babies are welcome; however, they must remain supervised and considerate of other clients at all times.
For safety and practical reasons, children should accompany you into the treatment room rather than being left unattended in reception.
ILLNESS, SAFETY & THERAPIST AVAILABILITY
Please do not attend your appointment if you are unwell or displaying symptoms of a contagious illness, in order to protect our staff and other clients.
While rare, there may occasionally be circumstances where a therapist becomes unavailable due to illness, emergency or unforeseen circumstances. In these instances, we will contact you as soon as possible and make every effort to rearrange your appointment promptly.
Utopia Beauty Salon cannot be held responsible for delays, cancellations or amendments caused by circumstances outside of our reasonable control.
RESULTS & TREATMENT OUTCOMES
Treatment results vary from person to person and cannot be guaranteed.
Individual outcomes may be affected by factors including medical conditions, medications, lifestyle, homecare, skin condition, aftercare compliance and individual response to treatment.
REFUNDS & RE-DO POLICY
Due to the time, products and costs involved in providing our treatments, Utopia Beauty Salon does not offer refunds on completed services.
If you are unhappy with any aspect of your treatment, please contact us within 48 hours of your appointment so we have the opportunity to assess and resolve the issue.
Where appropriate, we may offer an adjustment or re-do within a reasonable timeframe.
Clients may be asked to return to the salon so any concerns can be assessed in person.
Photographs may be requested where appropriate; however, we reserve the right to request an in-person assessment before determining any outcome.
PRIVACY & DATA PROTECTION
We respect your privacy and take the security of your personal information seriously.
All information provided to Utopia Beauty Salon is stored securely and handled in accordance with our Privacy Policy and current data protection legislation.
RIGHT TO REFUSE TREATMENT
Utopia Beauty Salon reserves the right to refuse treatment or future bookings where we feel it is appropriate, including but not limited to:
Unsafe or unsuitable medical circumstances
Failure to follow salon policies
Repeated late cancellations or non-attendance
Abusive, aggressive or inappropriate behaviour towards staff or other clients
GENERAL
Utopia Beauty Salon reserves the right to amend these Terms & Conditions at any time.
By booking an appointment or purchasing treatments, products, gift cards or treatment courses with Utopia Beauty Salon, clients are deemed to have accepted these Terms & Conditions.
We appreciate your understanding and cooperation with these policies, which are designed to protect the wellbeing of our clients, staff and business.