Terms & Conditions
Last updated: Feb 2025
Welcome to Calm Roots Head Spa. By booking an appointment or using our services, you agree to the following terms and conditions. Please read them carefully.
Head Spa Services Policy: Female Clients Only
Thank you for your interest in my head spa services. As a female practitioner working in a private and secluded space, my priority is to provide a safe, comfortable, and relaxing environment for all my clients. Due to the nature of my work and the location of my premises, I have implemented the following policy:
I provide head spa services exclusively to female clients. This policy is in place to ensure:
Safety: My premises are not located in a main public area, and there are times when the surrounding building and nearby areas are quiet. Restricting services to female clients helps maintain a safe and secure working environment for both myself and my clients.
Comfort and Privacy: Head spa treatments involve a relaxing and intimate environment. This policy ensures that all clients feel at ease during their treatments.
Booking & Payment
A pre-payment is required to secure all appointments. This ensures your spot is reserved and helps cover overhead costs.
Pre-payments are non-refundable, but they may be transferred if rescheduling is done within the required notice period (see Cancellation Policy below).
All prices are subject to change without prior notice.
Full payment is required at the time of your appointment unless prepaid.
Gift vouchers must be used before their expiry date and cannot be exchanged for cash.
Appointment Start Time & Punctuality
⏳ Start Time: Your appointment begins promptly at the scheduled time. Please arrive a few minutes early for check-in and a quick bathroom break if needed.
🚗 Late Arrivals: If you arrive late, your appointment will still end at the originally scheduled time to accommodate the next client. This may result in a shortened treatment, but I’ll always do my best to provide a quality experience.
Cancellation & Rescheduling Policy
48-Hour Notice: Cancellations and rescheduling requests must be made at least 48 hours in advance via phone call, text, or email. Cancellations via social media are not accepted.
Less Than 48 Hours' Notice: If rescheduling within 48 hours, your pre-payment can be transferred for a £5 admin fee to cover the reserved time.
Less Than 24 Hours' Notice: Unfortunately, pre-payments are forfeited for cancellations or reschedules within 24 hours. However, you may transfer your appointment to another person—please notify me in advance so I can update the booking.
No-Shows: If you miss an appointment without prior notice, your pre-payment will be forfeited, and a new pre-payment will be required for any future bookings.
📌 Why Can't Appointments Be Rescheduled with Less Than 24 Hours' Notice? I completely understand that life happens, but last-minute changes make it difficult to fill the slot—especially since I offer a one-on-one, bespoke service. Having at least 24 hours’ notice allows me to offer the appointment to another client and continue providing the best possible experience for everyone.
No-Shows
If you miss an appointment without prior notice, your pre-payment will be forfeited, and a new pre-payment will be required for any future bookings. This policy helps me keep things fair and available for all clients.
Thank you for understanding and for supporting my business! These policies allow me to keep my services consistent and available to everyone. Looking forward to seeing you at your next appointment!
Health & Medical Considerations
⚠️ Important Disclaimer: While I specialise in scalp health and hair wellness, I am not a trichologist or medical professional. I cannot diagnose or treat medical scalp conditions. If you are experiencing persistent scalp issues, I recommend consulting a dermatologist or trichologist for professional diagnosis and treatment.
Clients must disclose any medical conditions, allergies, skin sensitivities, or scalp concerns prior to treatment.
If you have any active scalp conditions, infections, or recent surgeries, you may need to provide a doctor's note before treatment.
Pregnant clients are advised to consult their healthcare provider before booking a head spa treatment.
I reserve the right to refuse treatment if I believe it may not be safe or suitable for your condition.
Allergy and Sensitivity Disclaimer
Your safety and comfort are my top priorities. To ensure the best experience during your treatment, I ask that all clients complete a pre-appointment questionnaire, which includes questions about allergies, sensitivities, and medical conditions.
Key Points:
The questionnaire must be completed and returned before your appointment. This allows me to tailor your treatment and ensure all products used are safe for you.
Please notify me of any allergies, sensitivities, or medical conditions before your appointment.
Important Note:
I cannot accept liability for allergic reactions or adverse effects if:
The questionnaire is not completed or returned in advance.
A patch test has not been performed when required.
Hygiene & Safety
I maintain the highest hygiene standards, with all tools and equipment sanitised between clients.
Clients with contagious conditions, including lice or fungal infections, will be refused service and advised to seek medical treatment before booking again.
Refunds & Complaints
Due to the nature of my services, I do not offer refunds for completed treatments.
If you are dissatisfied with your service, please notify me within 48 hours so we can discuss a resolution.
Product purchases may only be returned if unopened, unused, and in their original packaging.
Gift Card and Voucher Policy
If you wish to treat a loved one, my gift cards and vouchers are a great option! Please note:
Gift cards are valid for 12 months from the date of purchase.
Gift cards cannot be exchanged for cash and are non-refundable.
Please enter your voucher code when booking to redeem their value.
Personal Belongings Policy
While you are welcome to bring personal items with you, please note:
I cannot be held responsible for the loss or damage of personal belongings while you are on the premises.
Please keep all valuables with you at all times.
Client Conduct
I strive to create a calm, relaxing, and professional environment. Any inappropriate behaviour, including harassment or disrespect towards staff or other clients, will result in immediate termination of services.
Privacy Policy
I respect your privacy and will never share your personal information without consent.
Any client records, including treatment history and consultation forms, are stored securely and used only for treatment purposes.
Changes to Terms & Conditions
I reserve the right to update these terms at any time. Any changes will be posted on my website.
By booking an appointment with Calm Roots Head Spa, you acknowledge and agree to these terms and conditions.
📩 Contact: Maria Collins
📞 Phone: 07935 700751
📍 Address: The Hair Factory, 2a Eagle Rd, North Moons Moat. Redditch. B98 9HF
Thank you for your understanding and support! I look forward to welcoming you soon. 💛