Terms & Conditions

1. Appointment Policy

All appointments must be booked in advance, either online or in person. Please arrive 5–10 minutes early to ensure your treatment can begin on time. Appointments may be cancelled if clients arrive more than 10 minutes late, to avoid disruption to subsequent bookings.

2. Cancellation & Rescheduling

Clients must provide a minimum of 2 hours’ notice to cancel or reschedule appointments. Repeated no-shows or late cancellations may result in future booking restrictions. As we do not accept advance payments, there are currently no cancellation fees.

3. Health & Safety

Our treatments are designed for relaxation and general wellbeing. They are not intended to diagnose, treat, or cure any medical conditions.

It is your responsibility to inform us of any health concerns prior to your appointment, including but not limited to:

• Recent surgery (especially on the head, neck, spine, or back)
• Skin conditions (eczema, psoriasis, dermatitis, fungal infections, etc.)
• Scalp wounds, infections, or irritation
• Blood pressure irregularities
• Epilepsy or seizure disorders
• Dizziness, vertigo, or fainting spells
• Sensitivities or allergies (including to oils)
• Recent hair transplants
• Active infections (sinus, flu, or contagious illnesses)
• Pregnancy (any trimester)
• Migraines or chronic headaches
• Cancer, chemotherapy, or radiation
• Any other condition that may affect treatment suitability

If uncertain, consult your GP before booking. Disclosure allows us to adapt or reschedule your treatment for your safety. ScalpEase reserves the right to refuse or modify treatment based on disclosed conditions or visible symptoms.

4. Hygiene, Safety & CCTV

Clients must arrive with clean hair and scalp (washed within the past 24 hours). Services may be refused if lice, infections, or hygiene concerns are present. All tools and treatment areas are sanitised between clients in line with UK health guidelines.

For the safety and security of our clients, staff, and property, CCTV operates within the studio in accordance with UK data protection laws. Footage is used solely for security and safety purposes and is not shared publicly.

5. Products & Allergies

We use a range of carrier and essential oils. If you have any allergies or sensitivities, please inform us when booking. An oil-free option is available on request. ScalpEase is not liable for adverse reactions resulting from undisclosed allergies or conditions.

6. Behaviour & Conduct

A calm and respectful environment is maintained at all times. Abusive, threatening, or inappropriate behaviour will result in immediate termination of the session and may result in a permanent ban.

7. Blue Light Card Discount

A 5% discount is available to verified Blue Light Card holders upon presentation of valid ID at the time of appointment. This discount applies only to the cardholder and cannot be transferred or combined with other offers.

8. Wellness Product Sales & Returns

We offer wellness and self-care products for sale in-store. Returns are accepted within 30 days if the item is unopened, in original condition, and accompanied by the original receipt. Opened or used items cannot be returned due to hygiene regulations.

9. Refunds & Complaints

Since we do not collect prepayments, refunds are not applicable. If you are dissatisfied with any aspect of your service, please inform us immediately. Formal complaints must be submitted by email within 7 days of your appointment. We aim to respond within 5 business days.

10. Privacy & Data Protection

We comply with the UK GDPR and the Data Protection Act 2018. Your personal data is used solely for appointment management and communication. We do not share your information with third parties without your express consent. You may request access to or deletion of your data at any time.

11. Insurance & Medical Claims

All treatments at ScalpEase are provided strictly for relaxation and wellbeing purposes only. ScalpEase is not a medical or healthcare provider and therefore does not issue receipts, reports, or documentation for insurance reimbursement, medical claims, or healthcare expenses. We can provide a simple receipt on our letterhead confirming the date, service name, and amount paid, for your personal records only.

ScalpEase and its therapists are insured to provide relaxation massage services but are not liable for any claim refusals or reimbursement decisions made by third parties or insurance providers.

12. Liability Disclaimer

ScalpEase and its practitioners accept no liability for loss, damage, or injury to persons or property, except in cases of proven negligence. Clients receive treatments voluntarily and at their own risk.

13. Gift Voucher Terms

Gift vouchers are valid for 90 days from the date of purchase. Vouchers are non-refundable and cannot be exchanged for cash. Lost, stolen, or expired vouchers cannot be replaced. Vouchers must be presented at the time of appointment.

14. Right to Refuse Service

ScalpEase reserves the right to refuse, cancel, or discontinue treatment at any time if it is deemed unsafe, inappropriate, or if a client’s behaviour compromises comfort or professionalism. ScalpEase also reserves the right to permanently refuse or ban a client from booking future appointments.

15. Force Majeure

ScalpEase is not responsible for cancellations or losses caused by events beyond our control, including illness, power failure, extreme weather, or government restrictions.

16. Business Use Only

The premises and services of ScalpEase are operated exclusively for professional wellbeing and relaxation purposes under ScalpEase Ltd.

17. Aftercare Advice

To maximise the benefits of your treatment, drink plenty of water, reduce caffeine and alcohol intake, and rest when possible. Temporary after-effects such as mild fatigue or detox symptoms are normal and usually pass within 24–48 hours.

18. Health Consultation & Disclaimer

Before treatment, clients must complete a confidential health consultation form. By signing, you confirm accurate health information and understand treatments are for relaxation, not medical purposes. Mild short-term reactions may occur.

19. Client Consent

By booking and attending an appointment, you confirm that you have read and understood these Terms & Conditions, disclosed all relevant health and allergy information, and accepted treatment voluntarily.

20. Eligibility & Walk-In Policy

Walk-Ins are welcome subject to availability — booking is recommended. No treatments are provided to individuals under 16. Clients aged 16–17 require a parent or guardian to be present.

21. Governing Law

These Terms & Conditions are governed by the laws of England and Wales. Any disputes will be resolved under the jurisdiction of the English courts.

22. Digital Agreement & Indemnity

By booking online or attending a session, clients acknowledge that:

• Digital confirmation or email booking constitutes acceptance of these Terms & Conditions.
• Clients agree to indemnify and hold harmless ScalpEase Ltd and its practitioners from any claims, costs, or damages arising from participation in treatments, except in cases of proven negligence.