Booking Terms & Conditions

Booking Terms and Conditions

By booking an appointment with 209 Hair Studios Reading / The Dude Lab / The Dude Lab Essentials / The Wax Lab / Total Cover Plus at 57 Merrick House, The Piazza, Reading, RG2 0GX, or any of the following locations:

209 Hair Studios – London / Total Cover Plus, 209 Belsize Road, London, NW6 4AA
209 Hair Studios – Manchester / Total Cover Plus, 213 The Box Works, Manchester, M15 4NU
209 Hair Studios – San Francisco / Total Cover Plus, 555 Sutter St, Suite 302, San Francisco, California, 94104

You agree to the following terms and conditions:

1. Eligibility and Health Considerations

Clients under 18 years old must have parental or guardian consent before receiving any service.
You confirm that you are in good health and have no medical or skin conditions that would prevent or negatively interact with the treatments provided.
You should consult a physician before using Total Cover Plus hair systems or undergoing any related services such as scalp shaving, hair system bonding, hair colouring, or conditioning.
We may need to ask health-related questions for safety and insurance purposes. Your data will be handled in accordance with our Privacy Notice.

Patch Testing for Hair Colour & Bonding Products

All clients must have an up-to-date bond patch test on file, which must be no older than six months.
Failure to provide a valid bond patch test will result in the cancellation of the service, and the deposit will be forfeited.
No service will proceed without a valid patch test.
Clients requiring a colour service must register with Colourstart, our partner managing patch testing.
Clients are responsible for keeping their patch test details up to date and for paying the required Colourstart fee directly.
If a client does not have an up-to-date Colourstart patch test, their service will not proceed, and they may lose their deposit.

2. Risks and Liability

You acknowledge that the Studio contains potential hazards, including scissors, razors, hot and cold temperatures, chemicals, and wet/slippery surfaces.
You assume full responsibility for any risks associated with your treatments and accept that the Studio is not liable for any injuries or damages, including but not limited to permanent disability or death.
You agree not to make any claims against the Studio, its employees, landlords, or affiliates for any injury, loss, or damage incurred.
The Studio reserves the right to refuse service to any client whose behaviour is deemed inappropriate, offensive, or disruptive, without refund.

3. Appointment Policy

Arrival Time – Cancellation – No Show – Late Arrival

Please arrive 5 minutes before your appointment to ensure you receive the full service.
A 50% deposit is required to secure your booking.
If you cancel within 24 hours of your appointment, your deposit is non-refundable and cannot be transferred to a future booking.
If the Studio cancels an appointment with less than 24 hours’ notice, we will reschedule at no penalty to you.
Repeated no-shows may result in the requirement for a 100% deposit for future appointments, which will be non-refundable.
If you arrive late, we will accommodate you where possible, but your service may need to be adjusted or rescheduled.
If you are more than 15 minutes late, including the time needed to take payment, your service will be cancelled, and your deposit will be forfeited.

4. Hair System Warranty

A Total Cover Plus Hair System is guaranteed for the first 7 weeks from the date of application.
The longevity of a hair system depends on individual care, lifestyle, and environmental factors.
Clients typically require a monthly rebond and a hairline rebond every 2 weeks.
The bond longevity varies due to body chemistry, lifestyle, and external factors. Rebonding is necessary for proper maintenance.
No warranty is provided for the overall lifespan of the hair system, but clients can refer to the Money-Back Guarantee for first-time applications.
A system will only be considered faulty if the issue arises within the first 7 weeks of fitting. This timeframe aligns with our guarantee period.
To assess whether a system is faulty within this period, the Studio will review the client’s product history and confirm that only approved Total Cover Plus products have been used.
Any system that requires assessment must remain fitted. If a client removes their system before the check-up, the Studio will not offer a fault assessment or take further action.
If the system is older than 7 weeks or the client is not using our approved products, it will not be considered a system fault, and no check-up appointments will be offered.

5. Photography Policy for Hair System Tracking

The Studio requires before-and-after photos to be taken at every appointment to track system performance over time.
These photos are essential for assessing potential issues, wear, and durability.
If a client refuses to have their photo taken, they will be informed that:
1. A note will be made on their appointment record.
2. Without photographic records, the Studio cannot investigate any future concerns, faults, or provide aftercare support.

This policy ensures that the Studio has a clear reference point for quality control and client satisfaction.

6. Client Responsibilities for Aftercare

Clients are responsible for following the recommended aftercare guidelines provided by the Studio.
Failure to follow proper maintenance instructions may void any guarantees or eligibility for service adjustments.

7. Pricing & Payment Terms

Prices are subject to change without prior notice.
The final price of a service will be confirmed during consultation or at the time of booking.
The Studio reserves the right to request full payment upfront for certain services.

8. Personal Belongings & Liability for Damage

The Studio is not responsible for personal belongings left behind, including previously worn hair systems.
Items left behind will be stored where possible, but no compensation or replacement will be provided.
Clients are liable for any damage caused to Studio property and may be charged for repairs.

9. CCTV Policy

CCTV is in operation for the safety and security of clients, staff, and visitors.
Images recorded are considered Personal Data and handled in compliance with UK Data Protection laws.

10. Clients with Disabilities

The Studio provides equal access to all services and will assist disabled clients to ensure they receive a full experience.

11. Right to Amend Terms

The Studio reserves the right to update or amend these Terms & Conditions at any time.
The latest version will always be available in the Studio and on our website.

Waxing Services Terms & Conditions

Eligibility & Health Considerations

Waxing services are available by appointment only.
Clients must be 18 years or older for intimate waxing services.
Clients with skin conditions, sunburn, recent cosmetic procedures, or using medications like retinoids or blood thinners must disclose this before treatment, as waxing may not be suitable.
Clients undergoing chemotherapy, radiotherapy, or with circulatory issues (e.g., diabetes, varicose veins) must obtain medical approval before booking.
If you are pregnant, please inform your therapist, as some waxing services may be adjusted for comfort and safety.

Patch Testing & Contraindications

All clients must have an up-to-date bond patch test on file, which must be no older than six months.
Failure to provide a valid bond patch test will result in the cancellation of the service, and the deposit will be forfeited.
No waxing service will proceed without a valid patch test.

Pre-Waxing Guidelines

Hair must be at least ¼ inch (around 6mm) long for effective waxing.
Clients should avoid shaving, sunbeds, tanning products, and exfoliating the area 48 hours before waxing.
Do not apply creams, oils, or lotions to the treatment area on the day of your appointment.

Aftercare & Client Responsibilities

After waxing, clients should avoid heat exposure, excessive sweating, swimming, and tight clothing for at least 24-48 hours.
Avoid perfumed products, heavy lotions, and exfoliation on the treated area for 48 hours.
Ingrown hairs may occur, and regular gentle exfoliation is advised to prevent them.

Personal Safety & Professionalism

The Studio takes personal safety and professionalism seriously.
We have a zero-tolerance policy for inappropriate behaviour. If a client acts in an inappropriate, offensive, or threatening manner, the service will immediately stop, and full payment will still be required.
Full payment is required at the start of every service.
The Studio reserves the right to refuse service to any client whose conduct is deemed unacceptable.

Photography & Social Media Policy

The Studio may take anonymous photos or videos of services for marketing, education, and social media purposes.
We will never share identifying images of clients without explicit consent.
If you do not wish to have any photos or videos taken, please notify us at the start of your appointment.
We are professional therapists, and all images used will reflect our work in a respectful and professional manner.

Cancellation, No-Show & Late Arrival Policy

A 50% deposit is required to secure all waxing appointments.
If you cancel with less than 24 hours’ notice, the deposit is non-refundable and non-transferable.
If you arrive more than 15 minutes late, your appointment may be cancelled, and the deposit forfeited.
Repeated no-shows or last-minute cancellations may result in full pre-payment being required for future bookings.

Liability & Acknowledgement of Risks

Waxing involves temporary redness, sensitivity, minor swelling, or occasional bruising.
The Studio is not responsible for adverse skin reactions resulting from undisclosed medical conditions, medication use, or improper aftercare.
Clients assume full responsibility for following aftercare guidelines and understand that waxing results vary based on skin type, hair growth cycles, and lifestyle.
The Studio reserves the right to refuse service if safety or hygiene concerns arise.

By booking a waxing appointment, you confirm that you have read, understood, and agreed to these Waxing Terms & Conditions.

By booking an appointment, you confirm that you have read, understood, and agreed to these Terms & Conditions.

Updated: Jan 2025

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