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Consultation Form & Treatment Consent

 

By completing the consultation form, I (the client) confirm that all information provided is accurate, truthful and complete to the best of my knowledge. I agree to inform my therapist immediately if I experience any discomfort, pain or feel unwell at any time during my treatment.

 

I understand that carrier oils and essential oils will be used on my skin and hair unless modifications are discussed with my therapist on the day of my appointment. I agree to inform my therapist as soon as possible if I experience any side effects or reactions following my treatment.

 

I understand that all personal information and treatment records are stored confidentially and in accordance with data protection regulations. I acknowledge that my therapist does not diagnose medical conditions or illnesses.

 

I understand that my therapist has the right to discontinue or refuse treatment at any time if they believe it would be unsafe to proceed due to contraindications or underlying medical or scalp conditions. In such cases, my therapist may recommend a medical or dermatological recommendation.

 

I confirm that I will be fully informed about what my treatment entails on the day of my appointment and, by signing these terms, I give my full consent to proceed with treatment.

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Treatment Contraindications 

 

For your safety and wellbeing, our treatments unfortunately are not suitable for everyone. If you are unsure whether a treatment is suitable for you, please contact us prior to booking and we will be happy to advise.

 

We are unable to carry out head spa treatments for clients who:

 

• Are pregnant (excludes pregnancy ritual treatment)

• Have hair extensions

• Undergoing treatment for cancer. Clients in remission require a GP letter.

• Uncontrolled Epilepsy 

• Uncontrolled Diabetes 

• Current Deep Vein Thrombosis 

• Recent surgery or injury to head, neck or spine

• Contagious illnesses (cold, flu, COVID)

• Impetigo / Scabies / Open wounds or cuts to scalp

• Active scalp infections 

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Pregnancy Treatment Policy 

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Our pregnancy treatments are designed to promote relaxation, comfort and wellbeing and are not intended to diagnose, treat or cure any medical condition. It is the clients responsibility to inform their therapist of any changes to their health, pregnancy, medications, or symptoms before each treatment..

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Treatments cannot be carried out during the first 12 weeks of pregnancy, We will be unable to carry out the treatment if you have been advised by a doctor, consultant or midwife to avoid massage or spa treatments during your pregnancy. The Head Spa(ce) reserves the right to refuse, postpone, or modify treatment if there are any concerns regarding your health, pregnancy or safety. This includes but is not limited to, symptoms such as vaginal bleeding, abdomen pain, severe headache, dizziness, shortness of breath, reduced fetal movements, signs of infection, severe swelling, suspected pre eclampsia or ay other symptom that may require medical attention. 

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If you are experiencing any of the above symptoms, your treatment will not be carried out. If you should feel unwell, dizzy or experience any unusual symptoms during your treatment you must inform your therapist immediately 

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Age Policy

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I confirm that I am over the age of 18. Clients under the age of 18 must have written parental consent. Clients under the age of 16 must have a parent or guardian present during their treatment. 

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Booking, Rescheduling & Cancellations

 

To ensure fairness to our therapist and all clients, we require a valid debit or credit card on file to secure all appointments. No payment will be taken on booking.

 

We kindly ask for a minimum of 48 hours notice to cancel or reschedule your appointment. Appointments changed or cancelled with less than 48 hours notice will be charged 100% of the treatment cost. Missed appointments (no shows) will also be charged in full. 

 

By booking with us, you agree to these terms. We understand that unexpected situations can arise, and appreciate your understanding that late changes directly impact our business and therapist availability. 

 

If you need to reschedule your appointment, you can do so via your online account or you can contact us via a contact enquiry form, email or phone. Please make sure you reschedule in with the therapist you initially booked in with. 

If you need to reschedule your appointment, this must be done via your online booking or by contacting The Head Spa(ce) directly. Appointments must be rescheduled with the same therapist originally booked.

 

For appointments booked using a gift voucher, the same policy applies. Vouchers will be forfeited if an appointment is rescheduled or cancelled with less than 48 hours’ notice.

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No-Show Policy

 

Failure to attend a booked appointment without prior notice will be classed as a no-show. In this instance, the full treatment cost will be charged and payment will be automatically requested using the card provided at booking.

 

Clients who no-show or repeatedly cancel appointments may be removed from the booking system and will no longer be able to book future appointments with The Head Spa(ce).

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Spa-Initiated Cancellations

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In the rare event that we need to cancel or reschedule your appointment due to therapist illness or unforeseen circumstances, no charges to your card will be made, and we will attempt to have your appointment covered by an alternative therapist on the day. If we are unable to accommodate a suitable alternative, we will contact you as soon as possible to re arrange your booking as a first priority for the next available appointment slot. 

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This policy is in place to ensure fairness and balance, as we operate a strict 48 hour cancellation and rescheduling policy for clients.

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Arrival & Appointment Information

 

Please arrive promptly for your scheduled appointment time. Our building has secure doorbell entry; if you arrive more than 10 minutes early, we may be unable to answer as we may be with other clients.

 

If you arrive late, your treatment time will be reduced accordingly. Arrivals more than 15 minutes late will be considered a no-show and the appointment will not go ahead.

 

For the best experience, please arrive with unwashed hair and minimal makeup (makeup may be removed during treatment).

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Head Spa treatments should be avoided if hair has been recently coloured, as colour may be affected during treatment.

 

Aftercare advice is emailed within your booking confirmation.

 

Every effort is made to maintain a calm and relaxing environment. Calming music will be played throughout your treatment. Eye masks are provided and earplugs are available upon request.

 

Please inform your therapist if you have any questions or concerns before, during or after your treatment.

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Gift Vouchers

 

•  Proof of your voucher must be brought to appointments whether email or paper copy.

• All gift vouchers are non refundable once purchased and cannot be exchanged for cash. 

• All vouchers are valid for 12 months from date of purchase Expiry dates cannot be extended under any cirumstances

• Due to high demand, we strongly advise booking well in advance to avoid disappointment. We cannot guarantee availability close to your voucher expiry date.

• It is the voucher holders responsibility to book their appointment in sufficient time. We are unable to prioritise or re arrange existing bookings to accommodate last minute requests. 

• Lost, stolen or destroyed gift vouchers will not be exchanged or refunded. If voucher appointments are cancelled or rescheduled with less than 48 hours notice, the voucher will be forfeited. 

• By purchasing or redeeming a voucher with The Head Spa(ce) you agree to these terms & conditions

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We reserve the right to refuse services where clients display abusive, threatening or inappropriate behaviour towards staff. In such cases, appointments or vouchers will be deemed void.

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The Head Space Training Course 

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Booking Policy 

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A £100 deposit is required to secure your training dates. Training places are not confirmed until deposit has been received. Deposits are non refundable under any circumstances, as training materials, course preparation, and student resources are arranged in advance of the training date

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The remaining course balance is due no later no 7 days before the scheduled training date. A payment reminder and payment link will be sent prior to the due date by email. Failure to pay the remaining balance by the training date may result in the training being cancelled.

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Cancellation Policy

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If the student chooses to cancel their training, their deposit will not be refunded. Any cancellation made within 7 days of the training dates may result in the full course fee becoming payable as the training space has been reserved and course preparation completed. 

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Reschedules 

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Requests to transfer to an alternative training date may be considered at the discretion of Head Space and are subject to availability. Transfer requests must be made by email. Head Spaced reserved the right to amend training fates where necessary. In the unlikely event the we need to cancel a training course, students will be offered an alternative date or deposit refund if required.