Hairfection Policies

Cancellation Requirements

We understand that life can be unpredictable, and we strive to be as flexible as possible whilst protecting our business and other clients' appointment opportunities.

• 24 Hours Notice Required: All appointment cancellations must be made at least 24 hours before your scheduled appointment time
• Cancellations with adequate notice: Will receive a full refund of any deposit paid
• Late cancellations (less than 24 hours): Will forfeit any non-refundable deposit paid to secure the appointment
• No-shows: Will forfeit the full deposit amount

Rescheduling Policy

We're happy to accommodate date and time changes when possible:

• 6 Hours Notice Required: Changes to appointment date or time must be requested at least 6 hours before your scheduled appointment
• Subject to availability: New appointment times are offered based on our current availability
• Late change requests: Changes requested with less than 6 hours notice may be treated as a cancellation

Deposit Policy

To secure your appointment and ensure we can provide you with dedicated time, some services require a deposit:

• Deposits range from £10-£30 depending on the service booked
• Deposits are applied towards your final service cost
• Deposits are non-refundable for cancellations made less than 24 hours before your appointment
• For "Bespoke Styling" and "Stitch Braids" services, a consultation deposit may be required

Emergency Exceptions

We understand that genuine emergencies occur. In cases of:

• Medical emergencies
• Family emergencies
• Severe weather conditions affecting travel

Please contact us as soon as possible. We will consider each situation individually and may waive cancellation fees at our discretion.

How to Cancel or Reschedule

To cancel or reschedule your appointment, please:

• Email us at: enquiries@hairfection.co.uk
• Text us with your name and appointment details

Who We Are

Hairfection is a professional hair styling service operated by Jada Mills, trading as Hairfection. We are committed to protecting your personal information and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Information We Collect

We collect and process the following types of personal information:

• Contact Information: Name, phone number, email address, postal address
• Appointment Details: Service preferences, appointment history, scheduling information
• Service Information: Hair type, previous treatments, allergies, colour formulations, style preferences
• Payment Information: Payment method details (processed securely through our payment providers)
• Communication Records: Messages, feedback, and correspondence with us

How We Use Your Information

We use your personal information for the following purposes:

• Providing and delivering our hair styling services
• Managing your appointments and sending appointment reminders
• Maintaining accurate service records for consistent results
• Processing payments and managing our business accounts
• Communicating with you about your services
• Improving our services based on your feedback
• Sending marketing communications (only with your explicit consent)

Legal Basis for Processing

We process your personal data under the following legal bases:

• Contract: To perform our hairdressing services and manage appointments
• Legitimate Interest: To maintain service records and improve our business
• Consent: For marketing communications and non-essential data processing
• Legal Obligation: For tax records and business compliance

Data Sharing

We do not sell, trade, or otherwise transfer your personal information to third parties except:

• Service Providers: Payment processors, appointment booking systems, and email services
• Legal Requirements: When required by law or to protect our legal rights
• Business Partners: Trusted product suppliers (only with your explicit consent)

Data Security

We implement appropriate technical and organisational measures to protect your personal information, including:

• Secure storage of physical and digital records
• Access controls limiting who can view your information
• Regular security updates and monitoring
• Encrypted transmission of sensitive data

Data Retention

We retain your personal information for:

• Service Records: Up to 7 years to maintain treatment history and ensure consistent results
• Financial Records: 6 years as required by UK tax law
• Marketing Consents: Until you withdraw consent or we determine it's no longer relevant

Your Rights

Under UK GDPR, you have the right to:

• Access: Request a copy of the personal data we hold about you
• Rectification: Ask us to correct inaccurate personal data
• Erasure: Request deletion of your personal data (subject to legal obligations)
• Restriction: Ask us to limit how we use your data
• Portability: Receive your data in a portable format
• Object: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent for marketing or other non-essential processing

Cookies and Website Data

Our website may use cookies to improve your experience. These may include:

• Essential cookies for website functionality
• Analytics cookies to understand website usage
• Preference cookies to remember your settings

Contact Us About Privacy

If you have questions about this privacy policy or wish to exercise your rights, please contact us:

• Email: privacy@hairfection.co.uk

If you're not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

Service Agreement

These terms govern the provision of hairdressing and styling services by Hairfection. By booking an appointment or receiving our services, you agree to be bound by these terms.

Booking and Payment

• Appointment Booking: Appointments can be made via phone, email, or our website contact form
• Confirmation: All appointments are subject to confirmation and availability
• Payment: Payment is due in full at the time of service unless otherwise agreed
• Accepted Payments: Cash, bank transfer, and major credit/debit cards
• Deposits: Some services require a deposit to secure your appointment
• Pricing: All prices are subject to change and will be confirmed at the time of booking

Service Delivery

• Consultation: All new clients receive a complimentary consultation to discuss desired outcomes
• Professional Advice: We reserve the right to refuse services that may damage your hair or are not technically feasible
• Timing: Service duration may vary based on hair condition and desired results
• Products: We use professional-grade products and may recommend specific aftercare products

Client Responsibilities

• Honesty: Provide accurate information about previous treatments, allergies, and hair history
• Punctuality: Arrive on time for your appointment (late arrivals may result in reduced service time)
• Health: Inform us of any medical conditions, medications, or allergies that may affect services
• Aftercare: Follow recommended aftercare instructions for optimal results
• Realistic Expectations: Understand that some desired results may require multiple sessions

Health and Safety

• Patch Tests: Required for all colour services - must be completed 48 hours before treatment
• Allergic Reactions: Please inform us immediately of any discomfort during treatment
• Medical Conditions: Certain conditions may prevent us from providing specific services
• Pregnancy: Please inform us if you are pregnant or breastfeeding
• Skin Conditions: Active scalp conditions may require postponement of services

Liability and Insurance

• Professional Insurance: We maintain comprehensive professional indemnity and public liability insurance
• Limitation of Liability: Our liability is limited to the cost of the service provided
• Force Majeure: We are not liable for delays or cancellations due to circumstances beyond our control
• Client Property: We are not responsible for personal items left on the premises

Satisfaction and Complaints

• Satisfaction Guarantee: If you're not satisfied, please contact us within 48 hours
• Rectification: We will attempt to resolve any legitimate concerns at no additional charge
• Time Limits: Complaints must be made within 7 days of service
• Documentation: Photos may be requested to assess any claimed issues

Intellectual Property

• Photography: We may request permission to photograph your results for our portfolio
• Consent: All photography requires explicit written consent
• Usage Rights: Consented images may be used for marketing and social media
• Privacy: No identifying information will be shared without additional consent

Termination

• Right to Refuse: We reserve the right to refuse service to any client
• Inappropriate Behaviour: Aggressive, discriminatory, or inappropriate behaviour will result in immediate termination of service
• Payment Issues: Failure to pay for services may result in termination of future bookings

Governing Law

These terms are governed by English law and subject to the jurisdiction of English courts. Any disputes will be resolved through the appropriate legal channels in England and Wales.

Changes to Terms

We reserve the right to update these terms at any time. Changes will be posted on our website and take effect immediately. Continued use of our services constitutes acceptance of any updated terms.

Contact Information

For questions about these terms and conditions, please contact us:

• Email: enquiries@hairfection.co.uk