Salon Cancellation Policy
Each client’s appointment is very important to us. We take great care to ensure scheduling is handled efficiently so that our clients receive the level of service and professionalism that they deserve when they book with us.
Deposits
Almost all appointments made with Headmasters, require a deposit upon booking. To secure your booking we ask you to pay a small deposit which amounts to approximately £15 for each hour that you are in the salon. The deposit will be taken when you book your appointment and will be taken off your final bill when you leave, or it can be left on the system to be used to secure your next booking. The deposit will be fully refunded if you cancel, so long as you give us a minimum of 48 hours’ notice. The deposit will also be fully refunded if a service or treatment is unsuitable for you.
Please note: If you cancel your appointment online or over the phone, you will not automatically receive your deposit back. You need to call the salon and ask our salon team will refund the deposit to you.
Cancellations
We understand that sometimes situations come up that require you to change your plans. If you must cancel or reschedule your appointment, we require that you notify us a minimum of 48 hours in advance. This helps us protect the time of our stylists and our clients and ensures that we can continue to deliver upon our promise of exceptional service.
Cancellations and rescheduled appointments without 48 hours’ notice will incur a complete loss of your deposit.
Appointments booked within 48 hours of the scheduled appointment may be cancelled or rescheduled but will also result in a the deposit being lost.
For large group bookings (such as wedding parties or prom groups, etc.), we require that you notify us at least 2 weeks in advance of your scheduled appointment. Cancellations and rescheduled appointments without 2 weeks notice will incur a loss of deposit.
We understand that you have a busy schedule and allow a grace period of 15 minutes after your scheduled appointment time. If you are more than 15 minutes late to your appointment, we may need to reschedule your appointment to accommodate your service(s), or you may not be able to have the full service that you are booked in for. If we do not hear from you within 15 minutes after your scheduled appointment start time, your appointment will be considered a “no-show” and you will lose your deposit.
Agreement – By booking an appointment with our salon, you acknowledge that you have read and understood our booking, cancellation, and deposit policy and agree to be bound by the terms and conditions stated above.
If you need to cancel, please give us a call or use our online booking system. If cancelling over a weekend when the business is closed, you can leave a message on our answer machine or email us at [email protected] to give 48hrs notice of a change or cancellation. Please do not text your stylist or message the stylist or the salon on social media.
Headmasters.Net Ltd Privacy Notice
This privacy notice explains how Headmasters.net Ltd looks after personal information you give us or that we learn by having you as a client and the choices you make about marketing communications you agree we may send you. This notice explains how we do this and tells you about your privacy rights and how the law protects you.
TOPICS:
• What information we collect about you
• How information about you will be used
• Marketing
• Employment
• How long your information will be kept for
• Where your information is kept
• Access to your information and correction
• Cookies
• Other websites
• Changes to our privacy notice
• How to contact us
WHAT INFORMATION WE COLLECT ABOUT YOU
We collect information about you when you book an appointment for a service or treatment, visit the salon for a service or treatment, buy a product or apply for a job, whether contact is online, on paper, by email or over the phone.
The information you give us may include your name, address, email address, phone number, relevant history which may suggest that a service or treatment should not go ahead or certain products should not be used (eg allergies, pregnancy, skin conditions), payment and transaction information, IP address and CVs.
For clients under the age of 16, we will only keep and use their personal information with the consent of a parent, carer or guardian.
HOW INFORMATION ABOUT YOU WILL BE USED
In law, we are allowed to use personal information, including sharing it outside the salon/ barbershop, only if we have a proper reason to do so, for example:
• To fulfil a contract with you ie to provide the service or treatment you have requested and to communicate with you about your appointments
• When it is in our legitimate interest ie there is a business or commercial reason to do so, unless this is outweighed by your rights or interests
• When you consent to it: we will always ask for your consent to hold and use health and medical information.
We will therefore share your information with:
• Providers of our salon software system – Salon IQ
• Mailing houses – Salon IQ and Mailchimp
• Suppliers of our website – Jane McGrath and Kelli Times
• Text Message service – Salon IQ
We have rigorous data protection and security policies in place with all our suppliers.
[Some of the people working in our salon are self-employed. Where software systems and reception facilities are shared, our self-employed colleagues will have access to your information.]
We will not share your information with any other third party without your consent except to help prevent fraud, or if required to do so by law.
MARKETING
We would like to send you information about products and services which may be of interest to you. We will ask for your consent to receive marketing information.
If you have consented to receiving marketing, you may opt out at a later date.
You have the right at any time to stop us from contacting you for marketing purposes or giving your information to third party suppliers of products or services. If you no longer wish to be contacted for marketing purposes, please contact salon manager Jackie Chamberlain Duke.
EMPLOYMENT
The information we collect about employees, the purposes it is used for and who it will be shared with is set out in our employment contracts and employee handbook.
HOW LONG YOUR INFORMATION WILL BE KEPT FOR
Unless you request otherwise, we will keep your information for a maximum of 1 year from your last visit to the salon/barbershop.
After a year we will delete all your personal information, except for your name, relevant client history (eg allergy test records which we keep for 4 years) and financial transactions (which we are obliged to keep for 6 years).
Information about unsuccessful job applicants will be deleted after four months.
WHERE YOUR INFORMATION IS KEPT
Your information is stored within the European Economic Area on secure servers provided by Shortcuts. Any payment transactions are encrypted. Sending information via the internet is not completely secure, although we will do our best to protect your information and prevent unauthorised access.
ACCESS TO YOUR INFORMATION AND CORRECTION
You have the right to request a copy of the personal information that we hold about you. This will normally be free, unless we consider the request to be unfounded or excessive, in which case we may charge a fee to cover our administration costs.
If you would like a copy of some or all of your personal information, please contact Jackie Chamberlain
We want to make sure that your personal information is accurate and up-to-date. You may ask us to correct or remove information you think is inaccurate.
You have the right to ask us to object to our use of your personal information, or to ask us to delete, remove or stop using your personal information if there is no need for us to keep it.
OTHER WEBSITES
Our website includes links to other websites. This privacy notice only applies to this website so when you link to other websites you should read their own privacy notices.
CHANGES TO OUR PRIVACY NOTICE
We keep our privacy notice under regular review and we will place any updates on this webpage. This privacy notice was last updated on 17.03.2024.
HOW TO CONTACT US
Please contact us if you have any questions about our privacy notice or information we hold about you:
• By email [email protected]
• Or write to us at Headmasters.net Ltd, 26a Clemens Street, Leamington Spa, CV31 2DL
You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern:
www.ico.org.uk/concerns/handling